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Leave Overview

EmployeePortal > Leave > Supervisor > Leave Overview

This page is used to view all current year processed and unprocessed (not posted to payroll) leave for your direct report employees and supervisors, and any employees employees who report to your direct report supervisors. Additionally, you can create, edit, and delete leave requests for your direct report employees and their direct report employees.

If this page is disabled, check with your district administrator, as the district may have opted not to allow access.

Create leave data:

Supervisor Hierarchy

Your employee number and name are displayed.

Direct Report Employees

Click Drop-down Arrow to view a list of your direct report employees. Select an employee to view his leave data. A list of processed and unprocessed leave requests is displayed.

If you select an employee who is also a supervisor, the Next Level button is enabled.

Click Next Level. The supervisor's name moves to the Supervisor Hierarchy level and the drop down is populated with a list of his direct report employees.

Click Previous Level to return to the previous level of the supervisor hierarchy.

❏ Click Calendar Icon. A view of the current month calendar is displayed. Click a leave request entry from the calendar to open a window with the leave details.

  • Click Calendar Back Button to view the previous month.
  • Click Calendar Next Button to view the next month.
  • Click Current Month to view the current month. The Current Month button is only enabled if you are viewing a prior or future month.
  • Click Close to close the calendar view and return to the table view.

Use the following fields to narrow the leave data displayed on the page:

Payroll FrequencyClick Drop-down Arrow to select the pay frequency for which you want to create a leave request. If you have leave in multiple frequencies such as biweekly, semimonthly, and monthly, those options are displayed and can be selected.
From and To

Type the range of dates for which you want to view processed and unprocessed leave data or click Calendar Icon to select the dates.

Note: An LEA setting determines whether or not to show processed and unprocessed leave transactions.

The from date may not exceed 18 months from the current date.

You can leave the date fields blank to retrieve dates 18 months from the current date.

Note: The from and to date selections select leave dates rather than pay dates. Additionally, if the from and to dates are left blank, all future leave and all prior leave up to 18 months is retrieved. If a from date is entered and no to date is entered, all leave starting with the from date and all future leave is retrieved.

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The following details are displayed for each leave request:

Start and End DateThe start and end date range for the leave request is displayed in the MMDDYYYY format.
Start and End TimeThe start and end time range for the leave request is displayed in the HH MM format.
Leave TypeThe leave type requested is displayed.
Absence ReasonThe absence reason for the leave request is displayed.
Leave RequestedThe total amount of requested leave and unit type (i.e., hours or days) is displayed.
Comment LogAny employee (requestor) comments that were added to the leave request are displayed.
StatusThe current status of the leave request is displayed.

Create a leave request for the selected employee:

Button Description
AddClick to create a new leave request. The Create Leave Requests window is displayed.
Leave TypeClick Drop-down Arrow to select the type of leave that you want to request. Only leave types assigned to you are displayed. An LEA setting determines whether or not you can use a leave type with a zero balance. All assigned active leave types are displayed even if the leave type amount is zero.
Absence ReasonClick Drop-down Arrow to select the absence reason. The absence reasons are determined by your LEA and correspond to the selected leave type.
Start DateType the start date for which you want to request leave in the MM/DD/YYYY format or click Calendar Icon to select a date from the calendar.
End DateThis field is automatically populated with the date selected in the Start Date field; however, you can change the date. Type the end date for which you want to request leave in the MM/DD/YYYY format or click Calendar Icon to select a date from the calendar. You can use this field to cover consecutive dates of a leave request excluding the weekend (Saturday/Sunday).
Start TimeType the beginning time in the HH MM format for which you want to request leave. Click Drop-down Arrow to select AM or PM.
End TimeType the end time in the HH MM format for which you want to request leave. Click Drop-down Arrow to select AM or PM.
Hours/Day Requested

The number of hours per day for which you are requesting leave is automatically calculated based on the Start Time and End Time of the leave request.

If the field is not automatically calculated, you must manually type the number of hours per day for which you are requesting leave. An LEA setting determines whether or not this field is automatically calculated.

Total Requested

Indicates the total amount of requested leave in the specified units.

Remarks

Type any comments related to your leave request. The comments are available to all approvers.

The leave balance amounts translate to hours or days based on the assigned unit type for the selected leave type.

Leave TypeThe specific leave code(s) for which you have leave data is displayed. The leave types are first displayed in the order that is set for your check (called stub position), and then leave type code (01-99) order.
Beginning BalanceThe leave balance as of the beginning of this year for each leave type is displayed.
Advanced/EarnedThe number of units of leave advanced or earned as of the last pay period is displayed.
Pending EarnedThe total leave earned but not yet processed through payroll is displayed.
UsedThe number of units of leave used as of the last pay period is displayed.
Pending UsedThe total leave pending and approved but not yet processed through payroll is displayed. This amount is subtracted from the Available Balance field.
AvailableIndicates the number of units of leave still available for use. The Available is based on beginning balance, plus advanced/earned, plus pending earned, less used, and less pending used.
UnitsIndicates the type of units (hours or days) that are used when calculating leave requests.

❏ After completing your leave request entry, use one of the following options to continue:

  • Click Submit and Add to submit the leave request to your supervisor for approval and remain on the Create Leave Requests window to continue adding additional leave request entries.
  • Click Submit and Close to submit the leave request to your supervisor for approval and close the Create Leave Requests window.
  • A leave request is created and an email message is sent to your direct supervisor to notify them that a leave request is pending their approval.
  • Depending on the leave type, additional approvers may be in the approval path for the leave request.
  • If you are set as the temporary approver for your supervisor, and you enter a leave request when your supervisor is unavailable, the request is submitted to your supervisor's supervisor. You are not allowed to approve your own leave requests.
  • When a leave request is approved or disapproved, an email message is automatically sent to the email address listed on your demographic record notifying you of the action.
  • If your leave request is approved, the approval email message will contain links to add your approved leave request as a calendar event in Outlook and Google.
  • Click X or Cancel to close the pop-up window without submitting any leave requests and return to the Leave Requests page.

Edit a leave request:

❏ You can edit a leave request until it is processed by payroll in which case, the leave request is no longer displayed under Unprocessed Leave Requests and no longer editable from the homepage calendar.

Edit

Click Edit next to the leave request that you want to edit. The Edit Leave Requests window opens.

Make the necessary changes and click Resubmit for Approval to resubmit the edited leave request for approval. Otherwise, click Cancel to return to the Leave Requests page.

Delete a leave request:

❏ You can delete a leave request until it is processed by payroll in which case, the leave request is no longer displayed under Unprocessed Leave Requests and no longer editable from the homepage calendar.

Delete

Click Delete next to the leave request that you want to delete. A message prompting you to confirm deletion is displayed.

Click OK to delete the leave request. Otherwise, click Cancel to return to the Leave Requests page.

Note: If you delete a leave request that has already been approved by your supervisor, your supervisor will receive an email notification.

supervisor/leaveoverview.1564428739.txt.gz · Last modified: 2019/07/29 14:32 (external edit)

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