08_30_16_Request Future Absence from a Timesheet 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 on the timesheet.


Steps:

  1. Click the My HR tab.

    Step 1

  2. Click the Timesheet link.

    Step 2

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

    Step 3

  4. To change the 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 week's timesheet.

    Step 4

  5. Click the Add Absence Event button.

    Step 5

  6. You can change the Start and End Dates as long are they are in the same week of your timesheet shown above.  You can delete and enter the date or click the Calendar button to select the desired date(s).  For this example, you will use the current date.

    Step 6

  7. Click the Absence Name drop-down list.

    Step 7

  8. Notice many of the Absence Names have changed to include the Absence Reason.  For example, Personal Leave has 5 Absence Names:

    - Personal Leave Take

    - Personal Schedule Leave Take

    - Personal Unscheduled Leave Take

    - Personal - Sick Documented Take

    - Personal - Sick Undocumented Take.

    Step 8

  9. Also, Personal Day is no longer an option;  you may use Personal Schedule Leave Take in its place.

     

    Click the Personal Schedule Leave Take list item.

    Step 9

  10. Click the Details link.

    Step 10

  11. All of the information entered in the Absence Event section of the timesheet carries over to the Absence Event Details page.

    Step 11

  12. 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 12

  13. Click the Partial Days drop-down list.

    Step 13

  14. 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 14

  15. 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 15

  16. a valid value
     e.g.
    Enter
     "3"
     into the Start Day Hours field.

    Step 16

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

     

    Click in the Duration field.

    Step 17

  18. a valid value
     e.g.
    Enter
     "3"
     into the Duration field.

    Step 18

  19. 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 19

  20. Click the Calculate End Date or Duration button.

    Step 20

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

    Step 21

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

    Step 22

  23. Click the OK button to return to the timesheet page.

    Step 23

  24. Click the Forecast button.

    Step 24

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

    Step 25

  26. Notice the absence is now posted on the timesheet in Saved status and is in Saved Status in the Absence Event section.

    Step 26

  27. Also notice the Reported Hours shows a total of 3 hours for the absence.

    Step 27

  28. Click the Submit button.

    Step 28

  29. Click the OK button to acknowledge the message.

    Step 29

  30. This message is alerting you to certify the reported time is accurate.

     

    Click the OK button.

    Step 30

  31. Click the OK button.

    Step 31

  32. Once submitted, the status of the absence on the timesheet and in the Absence Event section is Needs Approval.

     

    Now you will enter the second personal absence request.

    Step 32

  33. Click the Add Absence Event button.

    Step 33

  34. Since both absences are partial day absences, the Start and End Dates will remain the same as the first absence request.

     

    Click the Absence Name drop-down list.

    Step 34

  35. Click the Personal - Sick Documented Take list item.

    Step 35

  36. Click the Details link.

    Step 36

  37. Notice the Current Period Leave displayed includes the 3 hour personal leave request.  The Current Balance is the same as the first absence request since the absence type is the same.

    Step 37

  38. Click the Partial Days drop-down list.

    Step 38

  39. Click the Start Day Only list item.

    Step 39

  40. Click in the Start Day Hours field.

    Step 40

  41. Since the first absence for personal scheduled leave was for 3 hours, you will enter 5 hours to cover the remainder of the work day.

     

    a valid value
     e.g.
    Enter
     "5"
     into the Start Day Hours field.

    Step 41

  42. Click in the Duration field.

    Step 42

  43. a valid value
     e.g.
    Enter
     "5"
     into the Duration field.

    Step 43

  44. Click the Calculate End Date or Duration button.

    Step 44

  45. Click the OK button to return to the timesheet page.

    Step 45

  46. Click the Forecast button.

    Step 46

  47. Click the Yes button to validate worked time.

    Step 47

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

    Step 48

  49. Notice both absences are now posted on the timesheet and in the Absence Event section in Saved and Needs Approval statuses and the Reported Hours displays 8.

    Step 49

  50. Click the Submit button.

    Step 50

  51. Click the OK button to acknowledge the message.

    Step 51

  52. Click the OK button.

    Step 52

  53. Click the OK button.

    Step 53

  54. After submitting the second absence, both absences are in Needs Approval status and appear on a single line on the timesheet since they are both personal absences.  If one of the absences were annual or sick, it would appear on a separate line.

    Step 54

  55. Click the Home link.

    Step 55

  56. Click the Sign out link.

    Step 56

You have completed the Request Future Absence from a Timesheet with Multiple Absences in the Same Day topic.

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