1. Employee Leave & Substitute Request
Payroll Services – (254)
Substitute Center: Tivonda Tucker-Johnson – (254) /0113

2. 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

3. Employee Reporting Of:
Leave & Absences

4. Leave Request
Entry Point

6. 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 or

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

9. 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.

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

12. 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”

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

14. 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?

15. 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?

17. 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.

18. 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.

19. 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.

20. 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.

21. Closer Look At Dual PCN Absence

22. 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.

23. Dual PCN with No Sub Required

24. 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.

25. Absence Notices
Two 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

27. Sample Notification For Illness

28. Sample Notification For Leave Request

29. Sample Notification Of Approval Email

30. 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