Leave History

Creating a New Leave Request

If your district allows employee to submit leave requests, you can submit new leave requests via Leave History.

1. From the Employee Self Service menu, click Leave History.

2. The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.

3. From the Leave History screen, while on any tab, click New Leave Request.

Clicking New Leave Requests navigates to the Employee Requests > Leave request.

Before creating a Leave Request, you can review the balance in the New Balances section.

4. Select the applicable Staff Job for which leave is to be taken from the corresponding pull-down. This pull-down can be edited only if you have more than one job assigned to you.

5. Select/Enter the From Date for the date leave is being taken. The To Date defaults to the same date as the From Date but can be edited if a range of dates is being requested for leave. Note: If leave is being requested for work days that range over a weekend, a second entry must be made to include the rest of the days starting on Monday. Weekends days and non-working days are not be included in the date range of leave requests.

6. Select the Bucket from which leave is being taken, such as Vacation, Personal, Sick, Unpaid, etc.

7. Select the Reason for leave; the reasons listed in the pull-down vary depending on the Bucket selected.

8. The Hours/Day text box defaults to the number of hours normally worked in the selected date range (From Date - To Date). In the example displayed one day has been selected, so the Hours/Day text box defaults to 8.00 hours. Hours/Day can be edited, as needed. For example, if you only needed to request leave for half of a work day, you could change the hours to 4.00.

The Current Balance column displays the number of hours available for leave, which includes approved pending requests. The Requested Hours column displays the number of hours requested from the Hours/Day field.

9. When all data has been entered, press the Enter key to save the line of data. Once saved, the line turns blue and the delete button (red minus sign) displays. You can add as many lines of data needed here before submitting the request.

You can edit the line of data before submitting the request. Click the applicable pull-downs to change the selection made. You can also click any of the text underlined in blue.

To delete a saved line of data, click the delete button (red minus sign).

10. Once the data has been saved, you can add Files & Comments by clicking the corresponding button.

a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. There is also a Scan File button next to the Select button for direct scanning. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.

b. To add a comment, type the comment in the text box. Then, click the Post button. Note: Once a comment is posted, it cannot be deleted or edited.

c. Click the white X to close the Files & Comments pop-up window.

The teal and blue legend alerts users as to whether or not the leave request contains a file or a comment. The leave request contains a comment, so the Files & Comments button is displayed in teal.

Once the lines of data for requested leave is saved, you can review your New Balances before submitting the request.

11. Click Submit Request to submit the request for leave.

12. To review you request and check the status, from the Employee Requests screen, select the History tab.

For more information about Employee Requests including Leave Requests, see Employee Requests.

Leave History: Balance

1. To review your leave history, such as sick and personal time, from the Employee Self Service menu, click Leave History.

2. The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.

3. Click the Balance tab to review leave balances for all leave buckets, such as Sick, Vacation, Personal, etc.

The Balance tab display the Leave Bucket, the amount of time Earned, requested and Unapproved leave, Pending leave, Adjusted leave, Used leave, the Total Hours (leave balance), and Total Days (leave balance hours translated into days). Note: The Total Days balance is calculated using your primary position group.

4. Click the Show Details button to display more information.

The detailed leave history report displays the Leave Bucket, the amount of leave Carried Over (Initial) from the previous fiscal year, the Initial Hours, Adjusted leave (Initial), the amount of Hours Earned, Adjusted leave (Earned), Unapproved Hours (pending or denied leave requests), Available hours transfered, Credited hours transfered, the amount of leave Awarded (Bank), Contributed (Bank), Recovered (Bank), the amount of hours Sent as Donation(s) and Received, the number of Hours Taken and Adjusted, as well as the Balance of hours Pending, Docked Hours (Pending), Total Hours (remaining Balance), and the Total Days (Balance). Note: The Total Days balance is calculated using your primary position group.

Leave History: Earned

1. To review your earned leave, such as earned sick time, from the Employee Self Service menu, click Leave History.

2. The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.

3. Click the Earned tab.

The Earned tab displays how leave was earned starting with you Pay Type, the Leave Bucket, Type (such as Accrued, Carried Forward), Period, the number of Hours, and Notes (if applicable).

Columns that are grayed out indicate that the grayed columns stem from the previously listed data. For example, all earned leave displayed comes from the same Pay Type and the first two listed apply to the Vacation Leave Bucket.

Leave History: Pending

1. To review your earned leave, such as earned sick time, from the Employee Self Service menu, click Leave History.

2. The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.

3. Click the Pending tab.

The Pending tab displays approved leave that has not been processed in a payroll run.

The Pending tab displays the applicable Facility, your Job, your Pay Type, the Bucket Group, the Begin and End date of leave, the Hours/Day requested, the Days requested, the Hours requested, and the Approval status.

Leave History: Adjusted

1. To review your earned leave, such as earned sick time, from the Employee Self Service menu, click Leave History.

2. The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.

3. Click the Adjusted tab.

The Adjusted tab displays any adjustment made to leave time balance. In the example displayed, hours for the Paid Day Off Leave Bucket have been manually added.

The Adjusted tab displays the Pay Type, the Status, the Check Date, the Leave Bucket, Type, Origin, and the number of Hours adjusted.

Leave History: Owed

1. To review your earned leave, such as earned sick time, from the Employee Self Service menu, click Leave History.

2. The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.

3. Click the Owed tab.

If you are owed a monetary value in exchange for leave, you can review check information via the Owed tab.

The Owed tab displays the Reference (Run ID) number from which the check is issued, the Check Date, the amount Owed, and the amount Recovered, and the Balance (if applicable).

Leave History: Unapproved

1. To review your earned leave, such as earned sick time, from the Employee Self Service menu, click Leave History.

2. The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.

3. Click the Unapproved tab.

The Unapproved tab displays leave requests that have not been approved/pending approval.

The Unapproved tab displays the Date Request, the Status of the request, the Request(s) information: the Leave Bucket and the date(s) requested, and the Hours requested.

Leave History: History

1. To review your earned leave, such as earned sick time, from the Employee Self Service menu, click Leave History.

2. The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.

Leave History

3. Click the History tab.

The History tab displays all leave previously taken.

The History tab displays the applicable Facility, your Job, your Pay Type, the Leave Bucket, Leave Type, the Begin and End dates of leave, the number of Days used, Docked Hours (when pay is docked from your paycheck for leave taken), the number of used hours per day (Hours/Day), and the Approval status.

For information on features, such as Filters, etc., see the article titled, Additional Features.

For information regarding permissions, see the article titled, Profiles and Permissions for ESS.