08_30_16_Request Future Time Off with Multiple Absences in the Same Day


Concept

In this topic, you will request time off using the same absence name with different absence reasons in a single day.


Steps:

  1. Click the My HR tab.

    Step 1

  2. Click the Absence Request link.

    Step 2

  3. Before submitting an absence request, you can:

     

    - click the View Absence Request History link to see a list of all absence requests that have been submitted.

     

    - click the View Absence Balances link to see your current absence balances as of the last pay period.

     

    - click Edit Historical Absence Request to change a previously submitted absence request that has not been approved.

    Step 3

  4. For this example, you will enter 2 absences with different reasons using sick leave on the same date.  Both absences will be entered separately as partial day absences.

    Step 4

  5. To change the Start Date, you can delete and enter the date or click the Calendar button to select the desired date.  For this example, you will use the current date.

    Step 5

  6. Click the Filter by Type drop-down list for a list of absence types.

    Step 6

  7. Click the Sick list item.

    Step 7

  8. Click the Absence Name drop-down list.

    Step 8

  9. Using Sick as the Filter will only display the Absence Names for sick leave.  Notice the Absence Names have changed to include the Absence Reason.  For example, Sick Leave has 5 Absence Names:

    - Sick Death in Family Tk

    - Sick Documented Take

    - Sick Leave Take

    - Sick Medical Appointment Take

    - Sick Undocumented Take.

    Step 9

  10. Click the Sick Medical Appointment Take list item.

    Step 10

  11. Depending on the Absence Name selected, the Current Balance, the number of hours Approved not Taken, and the number of hours submitted for the Current Period will be displayed.

    Step 11

  12. Click the Partial Days drop-down list.

    Step 12

  13. Selecting Start Day Only indicates that the partial day will occur on the first day of the absence request.

     

    Click the Start Day Only list item.

    Step 13

  14. In the Start Day Hours field, enter the number of hours that you will be absent from work on the Start Day.

     

    Click in the Start Day Hours field.

    Step 14

  15. a valid value
     e.g.
    Enter
     "2"
     into the Start Day Hours field.

    Step 15

  16. In the Duration field, enter the number of hours you will be absent from work for this absence.

     

    Click in the Duration field.

    Step 16

  17. a valid value
     e.g.
    Enter
     "2"
     into the Duration field.

    Step 17

  18. Alternatively, you can select the Start Day is Half Day option if the partial day absence request will be half of your normal workday.  For example, if you normally work an 8 hour day, selecting Start Day is Half Day will automatically give you 4 hours.

    Step 18

  19. Click the Calculate End Date or Duration button.

    Step 19

  20. The End Date automatically populates after you click the Calculate End Date or Duration button.  For this example, the End Date is the same as the Start Date because it is a Partial Day absence.

    Step 20

  21. Click the Forecast Balance button.

    Step 21

  22. This message is confirming the employee has enough leave to submit this absence request.

    Step 22

  23. Click the View Forecast Details link to see the forecast results.

    Step 23

  24. The Absence Forecast Results display your eligibility, the number of hours that will be paid or unpaid, and the leave available after this absence request is processed.

    Step 24

  25. Click the Return to Absence Request link.

    Step 25

  26. If the absence requires documentation, you can upload documents by clicking the Attach Documentation link.

    Step 26

  27. Click the Vertical scrollbar to scroll down the page.

    Step 27

  28. You can add comments to support your absence request in the Requestor Comments section.

    Step 28

  29. You can Save for Later or Submit the absence request. 

     

    For this example, click the Submit button.

    Step 29

  30. Click the OK button to acknowledge the message.

    Step 30

  31. Click the Yes button to submit.

    Step 31

  32. Click the OK button.

    Step 32

  33. Click the Vertical scrollbar to scroll down the page.

    Step 33

  34. The Absence Request shows a status of Submitted and Pending approval by the Manager.

    Step 34

  35. Click the Home link.

    Step 35

  36. Now you will enter the second absence request.

     

    Click the Absence Request link.

    Step 36

  37. Since both absences are partial day absences, the Start Date will remain the same as the first absence request.

     

    Click the Filter by Type drop-down list.

    Step 37

  38. Click the Sick list item.

    Step 38

  39. Click the Absence Name drop-down list.

    Step 39

  40. Click the Sick Documented Take list item.

    Step 40

  41. Notice the Current Balance, the number of hours Approved not Taken, and the number of hours submitted for the Current Period displayed will be the same as the first absence request as long as the absence type is the same.

    Step 41

  42. Click the Partial Days drop-down list.

    Step 42

  43. Click the Start Day Only list item.

    Step 43

  44. Click in the Start Day Hours field.

    Step 44

  45. Since the first absence for sick medical appointment was for 2 hours, you will enter 6 hours to cover the remainder of the work day.

     

    Enter "6" into the Start Day Hours field.

    Step 45

  46. Click in the Duration field.

    Step 46

  47. a valid value
     e.g.
    Enter
     "6"
     into the Duration field.

    Step 47

  48. Click the Calculate End Date or Duration button.

    Step 48

  49. Again the End Date automatically populated after you clicked the Calculate End Date or Duration button.  For this example, the End Date is the same as the Start Date because it is a Partial Day absence.

    Step 49

  50. Click the Forecast Balance button.

    Step 50

  51. The same message will confirm the employee has enough leave to submit this absence request.

    Step 51

  52. Click the Vertical scrollbar to scroll down the page.

    Step 52

  53. Click the Submit button.

    Step 53

  54. Click the OK button to acknowledge the message.

    Step 54

  55. Click the Yes button to submit.

    Step 55

  56. Click the OK button.

    Step 56

  57. Click the Vertical scrollbar to scroll down the page.

    Step 57

  58. The Absence Request shows a status of Submitted and Pending approval by the Manager.

    Step 58

  59. You can view the absences submitted by clicking the Time Reporting menu.

    Step 59

  60. Click the View Time menu.

    Step 60

  61. Click the Absence Request History menu.

    Step 61

  62. On the Absence Request History page, you see the 2 absences submitted along with all absence requests submitted within a 6 month timeframe.

    Step 62

  63. Click the Home link.

    Step 63

  64. Click the Sign out link.

    Step 64

You have completed the Request Future Time off with Multiple Absences in the Same Day topic.

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