Employee Leave & Substitute Request Payroll Services – (254)336-0025 Substitute Center: Tivonda Tucker-Johnson – (254) 336-0112/0113

Employee Leave & Substitute Request In this training, you will learn about the following: Leave Request Leave Path “My Path” Dual PCNs Substitute Required or No Substitute Required Creating a Favorite Substitute list

Employee Reporting Of: Leave & Absences

Leave Request Entry Point

Do not “Register” you are an employee call IT Department. Step 1: Enter User ID: Step 2: Enter Password: Step 3: Click “Sign On Do not “Register” you are an employee call IT Department. Note: If you have a problem logging into Employee Service Center, please call IT Department at 336-6975 or 336-2999.

Leave Buckets with Leave Balances Step 1: Check “My Leave Balances” Leave Buckets with Leave Balances

Step 1: Click “My Absence Reporting” to request an absence or to request leave. An employee can enter a leave request up to 5 days after the leave has occurred.

A calendar will appear showing your workday based on your position schedule. Step 2: Click on the day you want to request off.

You can also check your leave balances here before submitting your absence. Step 1: Enter your Dates of Absence. Step 2: Select reason for absence request Step 3: Choose Leave Path Step 4: Click “Submit”

Leave Buckets Hold Your Balances Flex Time Bucket Sick Leave Bucket Comp Time Bucket

My Path: Sick Leave Pool Scenario: I am requesting sick leave on June 26, 2017 for Family Illness/Dr Appointment My Path: Sick Leave Pool Moves Thru Sick Buckets Then Flex Bucket Then Comp Bucket What’s Your Last Bucket?

What’s Your Last Bucket? Scenario: I am requesting flex leave on June 26, 2017 for Family Illness/Dr Appointment My Path: Flex Path Starts With Flex And Moves Thru State Then Comp Bucket Then Vacation Bucket What’s Your Last Bucket?

No Substitute Required The Hours field defaults from the employee's schedule for the calendar, but you can change this if necessary (for example, if the employee will only be absent for part of the day). Your entry in this field should follow the format HH: MM. The step you perform next depends on whether the employee's role requires a substitute. If the role does not use substitutes, the message No Substitute Required is displayed in the Substitutes Detail panel. Click add Absence. Hours No Substitute Required Add button NOTE: Hours: This must be changed to the number of hours needed. (Professional 4 or 8) Non exempt number of hours needed off. If a half day absence is enter to obtain a sub for a secretary or aide but they are only out for 2 hours, the employee will be charge a half day if a sub has been assigned.

Substitute Required If the role uses a substitute, the role name is displayed in the Substitute Details panel and the Substitute Required? field defaults to Yes. You have the following options for this field: If the role requires a substitute for this absence, leave the select set to Yes. If the role does not require a substitute for this absence, change the selection to No. The Sub Start Time, Sub End Time, and Lunch fields display the substitute's scheduled start time, end time, and the duration of his or her lunch break. This information defaults from the employee's schedule, but you can change these as necessary (for example, if the substitute will only work a portion of the day). NOTE: The sub time must be in 3.75, 4 and 8 hour blocks (half and whole days) to receive a substitute. If the absence is less than 3.50 hours, the employee must mark “NO” for substitute required. You have the option of getting a substitute on day 1 of an absence for secretaries and aides but it will come from the campus sub budget.

Adding a Favored Substitute Highlight the substitute’s name and click SELECT. Click on the icon to look up a substitute by last name. If this is the correct sub, click ADD. The sub is then added to your favored sub list. Type in last name and click SEARCH.

Adding a Dual PCN Absence -If an employee has dual PCN’s, you will have to ensure that you create an absence for both PCNs for an all day absence. Select a start and end date. You will have to select the absence reason and use paths for each PCN. Click add absence. Note: Most employees do not know that they are paid from two different funds. The employee will need to know the role for each PCN to create absences correctly.

Closer Look At Dual PCN Absence

Creating an Absence for One PCN (Dual PCN) Mark “No” if you will be present for this PCN. If you are out for a half day, please select the correct PCN for the part of the day the you are absence. Select a start and end date. You will have to select the absence reason and use path for the PCN the employee is absent from and mark “no absence for this PCN” for the other PCN. Click add absence.

Dual PCN with No Sub Required

Clocking In and Out with a Dual PCN For Dual PCN’s, when you clock in, you will be clocked in under the position that your campus has set up in your calendar. Example: Your campus has set your two calendars as follows: Secretary from 8am – 12 pm. Aide from 1 pm – 3:45 pm. When you clock in first thing in the morning, you will automatically be clocked in for the secretary position. When you clock at 1pm, you will be clocked in under the aide position. You can clock in and out as many times as you need, but you will be clocked in under the secretary position until 1pm.

Absence Notices Two email notifications are generated and sent when an absence is created, approved, and/or denied---one to employee and one to supervisor Illness does not require approval!! If you are sick, please stay home Leave Request (Personal, Flex, Comp, Vacation, PD,)-must have supervisor approval before taking this absence

Sample Notification For Illness

Sample Notification For Leave Request

Sample Notification Of Approval Email

Leave Rules For Thought If an absence is entered in Employee Service Center (ESC), it can be canceled in the ESC only if the date is in the future and the request has not been approved. The editor or approver can cancel an absence until the timecard has been consumed by payroll. Leave Rules For Thought