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(355) Attendance Enterprise System Setup Module 4: Configuring Leave Management Settings

Attendance Enterprise System Setup Š InfoTronics, Inc. 2005. All rights reserved.

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Š InfoTronics, Inc. 2005 All Rights Reserved InfoTronics, Attendance Plus, Attendance Professional are registered trademarks of InfoTronics, Inc. Attendance and Attendance Enterprise are trademarks of InfoTronics, Inc. Microsoft and Windows are registered trademarks of Microsoft, Inc. All other company and product names are registered trademarks or trademarks of their respective holders. Document a companion to Version 1.5 Release 29 of Attendance Enterprise. Information in this document is subject to change without notice.

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Module 4: Configuring Leave Management Settings Š InfoTronics, Inc. 2005. All rights reserved.


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Module 4: Configuring Leave Management Settings ............................................................................. 5 Introduction............................................................................................................................................... 5 Leave Management Concepts ........................................................................................................... 7 Steps for Configuring Leave Management ....................................................................................... 8 Enabling User Rights for Leave Management .......................................................................................... 9 Exercise A: Enabling User Rights for Leave Management......................................................... 10 Creating Leave Request States................................................................................................................ 12 Exercise B: Creating Leave States............................................................................................... 14 Understanding Leave Request Rules....................................................................................................... 17 Creating Rules for FMLA Usage .................................................................................................... 17 Exercise C: Creating Leave Request Rules ................................................................................. 18 Understanding Leave Request Folders ................................................................................................... 25 Exercise D: Adding Leave Request Folders................................................................................ 25 Approval View Items...................................................................................................................... 38 Displaying Leave Management Features in MSS ................................................................................... 39 Exercise E: Displaying Pending Leave Requests in MSS ........................................................... 39 Displaying Leave Management Features in ESS .................................................................................... 41 Exercise F: Enabling Leave Management in ESS ....................................................................... 41 Leave Management Customer Use.......................................................................................................... 43 Requesting Time Off Using Employee Self Service....................................................................... 43 Exercise G: Requesting Time Off Using ESS ............................................................................. 43 Requesting Time Off Using Attendance Enterprise........................................................................ 46 Exercise H: Requesting Time Off for an Employee .................................................................... 46 Managing Leave Requests in Attendance Enterprise...................................................................... 52 Understanding the Leave Request Approval View......................................................................... 53 Exercise I: Reviewing a Leave Request ...................................................................................... 56 Reviewing Leave Requests Using MSS.......................................................................................... 58 Exercise J: Reviewing a Leave Request in MSS ......................................................................... 58 Leave Approval Sections ................................................................................................................ 60

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Module 4: Configuring Leave Management Settings Introduction Leave management is the process of employees requesting time away from their work schedules. Most often, employees use the leave management process to request vacation days or a partial day off to attend to personal matters. Leave management in Attendance Enterprise requires the use of existing regular schedules that are converted to absence planned schedules in the leave management process (if requests are approved). Approving leave requests results in the modification of employee schedules from standard work schedules to absence planned schedules. The process can result in the employee’s request being approved or denied. When a leave request is approved, regular schedules are converted to absence planned schedules and the state of the leave request is changed to Approved. When a leave request is denied, the employee’s schedule is not changed and the state of the leave request is changed to Denied. Note: Schedules must exist on the days an employee requests leave.

This training session describes the use of leave management features in Employee Self Service (ESS), Manager Self Service (MSS), and Attendance Enterprise. It is meant for technicians who are setting up or maintaining Attendance Enterprise leave management and need an understanding of how supervisors use MSS or Attendance Enterprise to approve or deny leave requests or submit leave requests for employees, and to understand how employees use ESS to submit leave requests. As a technician it is important for you to know all portions of the leave management process. The following diagram describes the leave management process and the audiences involved.

Attendance Enterprise System Setup Š InfoTronics, Inc. 2005. All rights reserved.

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Module 4: Configuring Leave Management Settings Š InfoTronics, Inc. 2005. All rights reserved.


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Leave Management Concepts The following table describes leave management terminology and concepts. Term

Definition

Leave Request

A request by an employee for time away from his or her normal work schedule.

Leave Request State

A state of an employee’s leave request. Leave requests can be in the following states: •

Submitted (or Pending)

Approved

Denied

Additional leave request states can be added to Attendance Enterprise. See p. 12. Leave Request Approval Process

The actions taken by supervisory personnel to manage an employee’s leave request. Also known as the approval process. This process changes the employee’s leave request state (from Pending to Approved, or Pending to Denied). The approval process can change the employee’s schedules from standard work schedules to absence planned schedules.

Leave Request Rule

A set of parameters pertaining to leave requests. At least one global leave request rule is required. Additional rules may be created, applying to employees by pay class. A leave request rule contains a set of leave request prompts. These prompts determine the options the employee is presented with when making a leave request.

Leave Request Prompt

Each prompt corresponds to a type of leave an employee can request. The prompts an employee sees depend on the leave request rule that applies to that employee (through his or her pay class).

Leave Request Folders

If a leave request prompt cross-references a benefit, Attendance Enterprise displays current and projected benefit balances, if available.

If a leave request prompt cross-references a pay designation, Attendance Enterprise does not present any balance information.

If a leave request prompt is not associated with a benefit or pay designation, the supervisor associates the leave request with a benefit or pay designation at the time of approval.

Attendance Enterprise folders used to categorize employees and their leave requests. These are used to regularly review new leave requests. Leave request folders allow access to employee leave approval views which also supply statistical information about the number of employees scheduled to work and scheduled for an absence. This information can help supervisors decide whether to approve or deny specific leave requests. A user’s access to leave request folders depends on the user rights assigned to his or her user group.

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Steps for Configuring Leave Management The following is a list of steps used to configure leave management settings. Note: Schedules must exist for employees using leave management.

1. Enable the correct permissions to edit leave management features. Set up user access rights for supervisors and other users. See p. 9. 2. Set up Approved, Submitted/Pending, and Denied leave request states. Leave request states are located in the Leave Request States folder in the System Setup folder. See p. 12. 3. Create a leave request rule with a prompt for each benefit or leave type. Right-click on the System Setup folder and choose Leave Request Rules to access a list of leave request rules. See p. 17. 4. Create Pending, Approved, and Not Approved leave management folders. See p. 25. 5. If MSS is used, set browser preferences to display leave management features. See p. 39. 6. If ESS is used, set browser preferences for ESSUSER to display the Request Leave button. See p. 41. 7. Display the Request Time off for an Employee toolbar command in supervisors’ toolbars, if needed.

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Enabling User Rights for Leave Management Use the table below to locate and enable the rights needed for leave management. Use the recommendations for users in the Enable this User Right for column. Type of Permission

Permission

Enable this User Right for‌

Description

Administration

Ability to Access Leave Management

Managers, payroll supervisors, technicians

This right enables access to the Leave Management folder.

Employee Database Maintenance

Authority to Request time off on behalf of an employee

Managers who need to request time off for employees

This right enables access to the toolbar command which initiates the wizard to request time off for an employee.

General System Maintenance

Authority to Maintain Leave Request Folders

Technicians, system administrators

This right enables access to the Properties for the Leave Management folder (from the shortcut menu). The properties window permits the creation of leave request folders. Individual leave request folders determine the type of leave requests that are presented, the workgroups they represent, and if they can be deleted from the system.

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Exercise A: Enabling User Rights for Leave Management Use the steps in the following exercise to enable rights for leave management. Enable all three rights. Note: If you do not see the user rights listed, this means that the user you are logged in as is in a user group that does not allow those rights. Enable the rights for that group in order for the rights to be displayed for all sub groups. The default database for version 1.5 of Attendance Enterprise does not have leave management rights enabled by default. Log in to the service/hai account to enable rights. Then enable rights for all subgroups.

Steps

Additional Information

1. Browse the User Accounts folder. 2. Right-click the user group or sub group and select Properties.

The user rights grouped by type are displayed.

3. Go the Administration type and enable the Ability to Access Leave Management right. 4. Go to the Employee Database Maintenance type and enable the Authority to Request time off on behalf of an employee right. 5. Go to the General System Maintenance type and enable the Authority to Maintain Leave Request Folders right.

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Steps

Additional Information

6. Click OK when finished.

7. Click OK to clear the notice and press F5 to refresh.

With these rights enabled the Leave Management folder is displayed in the Folders List.

The Leave Request States folder is displayed in the System Setup Folder.

Attendance Enterprise System Setup Š InfoTronics, Inc. 2005. All rights reserved.

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Creating Leave Request States Each leave request is associated with a leave request state. The leave request state contains a set of properties that defines the state of the leave request, helping to track the leave request through the leave management process. States can be accessed in the Leave Request States folder in the System Setup folder.

To create a state, right-click the Leave Request States folder and select New. The Properties of State of Leave Request window is displayed.

Each field is described below: Field

Description

Identifier

A unique identifier for the leave request state provided by Attendance Enterprise.

Name

A descriptive name for the leave request state.

Abbreviation

An abbreviation for the leave request state.

Created

The date the leave request is created.

Usage

A term describing when the state applies to a leave request.

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Submitted indicates the leave request assigned this state has not been approved or denied.

Closed indicates the leave request assigned this state has been reviewed.

In Review indicates the leave request is being reviewed.

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Field

Description

Approval

Indicates the status of the leave request. •

Approved indicates the leave request is approved and the employee’s schedules are converted to absence planned schedules.

Denied indicates the leave request is denied and the employee’s schedules remain the same.

Undefined State indicates the leave request is pending, and has not been decided upon yet.

Note: If the Leave Requests States folder is not displayed in the System Setup folder, user rights were not enabled properly. See Exercise A: on p. 10.

We recommend the use of the following leave request states. Leave Request State Name

Description

Usage Field Value

Approval Field Value

Submitted/Pending

Request Submitted by Employee

Submitted

Undefined State

Approved

Request Approved by Supervisor

Closed

Approved

Denied

Request Rejected by Supervisor

Closed

Unapproved

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Exercise B: Creating Leave States In the following exercise, create three states: Submitted/Pending, Approved, and Denied. Complete each field using the information in the table above. Steps 1. Right-click the Leave Request States folder and select New.

Additional Information The Properties of State of Leave Request window is displayed.

2. Enter the Name Submitted/Pending. 3. Enter PEND for the abbreviation. 4. For Usage, select Submitted. 5. Select Undefined State for the Approval.

The identifier is read only and automatically assigned by Attendance Enterprise. 6. Click OK.

The state is displayed:

Note: The above screen capture is the Details view of the Leave Request States folder. (Go the View menu and select Current View, Details.)

7. Right-click the Leave

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Steps

Additional Information

Request States folder and select New. 8. Enter the Name Approved. 9. Enter YES for the abbreviation. 10. For Usage, select Closed. 11. Select Approved for the Approval.

12. Click OK.

The state is displayed:

Note: The above screen capture is the Details view of the Leave Request States folder. (Go the View menu and select Current View, Details.)

13. Right-click the Leave Request States folder and select New. 14. Enter the Name Denied. 15. Enter NO for the abbreviation. 16. For Usage, select Closed. 17. Select Unapproved for the Approval.

18. Click OK.

Attendance Enterprise System Setup Š InfoTronics, Inc. 2005. All rights reserved.

The state is displayed:

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Steps

Additional Information Note: The above screen capture is the Details view of the Leave Request States folder. (Go the View menu and select Current View, Details.)

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Understanding Leave Request Rules A leave request rule defines the leave requests that a group of employees can make. It contains the prompts for each type of leave employees can request, as well as the mappings associating prompts with benefits. Each pay class can only have a single leave request rule. For the leave management process to work, at least one leave request rule must be defined. Within each leave request rule, at least one leave request prompt must be defined on the Prompts tab. When an employee requests leave, the leave rule determines: •

The set of leave prompts the employee sees. Typically each prompt represents a different benefit or type of leave.

The amount of hours the employee may take when the employee requests a partial leave day.

When a supervisor approves or denies leave, the leave rule determines: •

The set of pay designations to show for employee historical activity.

How FMLA leave uses existing employee benefit banks.

Additional leave requests rules can facilitate the use of different sets of leave prompts for different groups of employees. For example, if salaried employees can take Sick, Personal, Floating Holidays, and Vacation days and hourly employees can take Leave and Floating Holidays, you can set up different prompts for those two pay classes using two different rules. Note: Only one rule can be created for each pay class.

Creating Rules for FMLA Usage The Family Medical Leave Act (FMLA) states that covered employers must grant an eligible employee up to a total of 12 workweeks of unpaid leave during any 12-month period for one or more of the following reasons: •

for the birth and care of the newborn child of the employee;

for placement with the employee of a son or daughter for adoption or foster care;

to care for an immediate family member (spouse, child, or parent) with a serious health condition; or

to take medical leave when the employee is unable to work because of a serious health condition. (Information taken from the U.S. Department of Labor web site at http://www.dol.gov/esa/whd/fmla/.)

Most companies require employees to exhaust their available benefits at the beginning of their FMLA leave. The leave management feature in Attendance Enterprise helps to easily achieve this. The following exercise describes how to create the leave request rule and include prompts for use with FMLA leave.

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Exercise C: Creating Leave Request Rules In the following exercise, create a leave request rule. Steps 1. Right-click on the System Setup folder and select Leave Request Rules.

Additional Information The Leave Request Management Calculation Rules window is displayed.

2. Right-click in the white space and select Add.

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Steps

Additional Information

3. Enter a name for the rule. Use Global Rule for All Employees.

4. Choose Require Usage Using Benefits in Order Shown from the list.

The Request Fulfillment Options refer to FMLA leave. They pertain to supervisors requesting leave on an employee’s behalf and selecting FMLA as the leave type. When supervisors grant FMLA leave, the benefit banks are first exhausted before unpaid leave takes effect. Adding benefit banks to the list forces them to be used in the specified order. 5. In the Fulfill Requests in Following Order section, right-click in the white space and choose Add, and the benefit name. Attendance Enterprise System Setup Š InfoTronics, Inc. 2005. All rights reserved.

Each Benefit is displayed.

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Steps

Additional Information

Choose Sick, Personal, and Vacation.

Note: The order benefits are listed is important. This determines the order the benefits are used at the beginning of an FMLA leave.

6. Click the Eligibility tab. 7. Select the pay classes to which this leave request rule applies. Select all pay classes.

8. Click the Benefits tab. 9. Select the Benefits that can be used with this rule. Select Vacation, Sick, and Personal.

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Steps

Additional Information

10. Click the Pay Designations tab. 11. Select the Pay Designations that can be used with this rule. Do not select any items.

Pay designations are typically used if the employee schedules pay designations that are linked to benefit banks. (Benefit and pay designation mappings are determined in the employee’s pay class and not discussed in this module. Refer to the 401 Attendance Enterprise Parameters class for more information.) 12. Click the Prompts tab.

Note: At least one prompt must exist. Leave request prompts are displayed to employees when they select a type of leave as part of the ESS leave request. Prompts are also used when the supervisor requests time on behalf of an employee. If the type of leave is not specified the supervisor can select the type (using a prompt) during the leave approval process. A leave request prompt defines the type of schedule that is created by the system if the leave request is approved. There are three types of Attendance Enterprise System Setup Š InfoTronics, Inc. 2005. All rights reserved.

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Steps

Additional Information leave request types.

13. Right-click in the white space and choose Add.

Benefits – A benefit-based absence planned schedule.

Pay Designations – A pay designation based absence planned schedule.

Determined at Approval/ Indeterministic – The supervisor determines the benefit or pay designation if the request is approved. The supervisor can choose from benefits and pay designations selected on the Benefits and Pay Designations tabs in this window.

The Request Leave Prompt window is displayed.

14. Type the name of the prompt. Use Sick Leave. 15. Choose the prompt type. Choose Benefit. 16. Choose Sick from the Benefit field.

17. Click OK.

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The prompt is displayed.

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Steps

Additional Information

18. Right-click in the white space and choose Add. 19. Type the name of the prompt. Use Vacation Time. 20. Choose the prompt type. Choose Benefit. 21. Choose Vacation from the Benefit field.

22. Click OK.

The prompt is displayed.

23. Right-click in the white space and choose Add. 24. Type the name of the prompt. Use Personal Days. 25. Choose the prompt type. Choose Benefit. 26. Choose Personal from the Benefit field.

27. Click OK.

The prompt is displayed.

28. Click OK.

The rule is displayed.

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Steps

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Additional Information

Module 4: Configuring Leave Management Settings Š InfoTronics, Inc. 2005. All rights reserved.


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Understanding Leave Request Folders Leave request folders are displayed in the Leave Management folder. They group leave requests according to their state. Typically, you create 3 folders to present the 3 main types of leave requests: • Pending Leave Requests • Approved Leave Requests • Rejected Leave Requests Leave request folders, especially the Pending leave requests folder, can be added to the user’s To Do list to facilitate the leave approval process. The following exercise describes how to add leave request folders.

Exercise D: Adding Leave Request Folders Add 3 folders – Pending, Approved, and Denied. Steps

Additional Information

1. Browse to the Leave Management folder in the Folders List. 2. Right-click the Leave Management folder and choose Properties.

Attendance Enterprise System Setup © InfoTronics, Inc. 2005. All rights reserved.

The Leave Request Folders window is displayed.

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Steps

Additional Information

3. Right-click in the white space and choose Add.

4. Name this folder Approved. 5. Enter a description for the folder. Use Leave Requests Approved by Supervisors. 6. Choose the state Approved. 7. Choose 30 days to maintain the request. 8. Select Permit removal of employee leave requests.

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Steps

Additional Information

9. Click the Workgroups tab.

This tab lists the set of workgroups whose employee requests are displayed in the leave approval view. Note: If this tab is left blank, workgroups that this user can access are displayed.

10. Right-click in the white space and choose Add. 11. Choose the workgroups of employees to be included in this folder. Select All for all workgroup levels.

12. Click OK.

The workgroups are displayed.

13. Do not select the Searching for Distributed Workgroups instead of Home Employee Assignments option check box.

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Steps

Additional Information

Use Searching for Distributed Workgroups instead of Home Employee to display employee information or requests for who transferred into the workgroups chosen on this tab. 14. Click the Approval View tab. 15. Select the time frame for the Historical Activity Period. Choose Last 12 Months (FMLA). 16. Select the items to include when viewing the employee’s Benefits folder. Select all items.

For more information on the fields on the Approval View tab, see p. 38.

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Steps

Additional Information

17. Click the Access tab. 18. Select Show User Groups for all Users. 19. Select the user groups that can access this folder. Select the Service group.

Leaving all user groups unchecked indicates that all users have access to the leave request folders. 20. Click OK.

21. Right-click in the white space and choose Add.

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Steps

Additional Information

22. Name this folder Denied. 23. Enter a description of Leave Requests Not Approved by Supervisors. 24. Select the state Denied. 25. Enter 30 days to maintain the request. 26. Select Permit removal of employee leave requests.

27. Click the Workgroups tab.

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Steps

Additional Information

28. Right-click in the white space and choose Add. 29. Choose the workgroups of employees to be included in this folder. Select All for all workgroup levels.

30. Click OK.

The workgroups are displayed.

31. Leave the Searching for Distributed Workgroups instead of Home Employee Assignments option unselected.

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Steps

Additional Information

32. Click the Approval View tab. 33. Select the time frame for the Historical Activity Period. Select Last 12 Months (FMLA). 34. Select the items to include when viewing the employee’s Benefits folder. Select all items.

For more information on the fields on the Approval View tab, see p. 38. 35. Click the Access tab. 36. Select Show User Groups for all Users. 37. Select the user groups that can access this folder. Select the Service group.

Leaving all user groups unchecked indicates that all users have access to the leave request folders. 38. Click OK.

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The folder is displayed.

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Steps

Additional Information

39. Right-click in the white space and choose Add.

40. Name this folder Pending. 41. Enter a description of Pending Leave Requests. 42. Select the state Submitted/Pending. 43. Enter 30 days to maintain the request. 44. Select Permit removal of employee leave requests.

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Steps

Additional Information

45. Click the Workgroups tab.

46. Right-click in the white space and choose Add. 47. Select the workgroups of employees to be included in this folder. Select All for all workgroup levels.

48. Click OK.

The workgroups are displayed.

49. Leave the Searching for Distributed Workgroups instead of Home Employee Assignments option unchecked.

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Steps

Additional Information

Use Searching for Distributed Workgroups instead of Home Employee Assignments when it is necessary to see employees that transferred into the workgroups chosen on this tab. 50. Click the Approval View tab. 51. Select the time frame for the Historical Activity Period. Select Last 12 Months (FMLA). 52. Select the items to include when viewing the employee’s Benefits folder. Select all items.

For more information on the fields on the Approval View tab, see p. 38.

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Steps

Additional Information

53. Click the Access tab. 54. Select Show User Groups for all Users. 55. Select the user groups that can access this folder. Select the Service group.

Leaving all user groups unchecked indicates that all users have access to the leave request folders. 56. Click OK.

The folder is displayed.

57. Click OK.

The folders are displayed under the Leave Management folder.

After employees make requests, they are placed in the Pending folder as shown below:

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Steps

Attendance Enterprise System Setup Š InfoTronics, Inc. 2005. All rights reserved.

Additional Information

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Approval View Items This section shows the items displayed in the leave approval view when Approval View tab items are selected. Approval View items are accessed using the Leave Management folders in the Folders List. Only employees with leave requests are displayed in these folders. A sample employee leave request folder is displayed below with the corresponding Approval View selections. Include Other Employee Requests in Request Period

Include Other Employee Absent Planned Schedules in Request Period

Include Employee Projected Balance Activity

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Include Workgroup Employees Scheduled Statistics

Include Benefit Balance Activity

Include Employee Activity Section •

Date range displayed depends on the Historical Activity Period selected

Include Historical Pay Designation Activity displays historical use of benefits on the Activity tab

Include Pending Leave Request Activity displays unreviewed leave requests at the bottom of the Activity tab

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Displaying Leave Management Features in MSS To display pending leave requests in MSS, use the steps in the following exercise. Note: These steps must be followed for each user that accesses pending leave requests in MSS.

Exercise E: Displaying Pending Leave Requests in MSS Steps

Additional Information

1. Browse to the User Accounts folder, to the user group, and the user that requires access to MSS leave management. Use Service. 2. Right-click on the user account and choose Browser Preferences.

3. Click the Additional tab 4. For Summary Page Options select Time Off Requests.

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Steps

Additional Information

5. Click OK. 6. Login to MSS.

7. On the Summaries tab under Group Statistics, the Time Off Requests item is displayed.

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Displaying Leave Management Features in ESS Employees can use leave management functions in ESS. Use the steps in the following exercise to enable these functions. Note: This must be done for every employee using ESS that is able to request time off.

Exercise F: Enabling Leave Management in ESS Steps

Additional Information

1. Go to the employee’s Personal Information.

2. Click the Private tab.

3. In the Internet Access list, select Employee May Attendance Enterprise System Setup Š InfoTronics, Inc. 2005. All rights reserved.

Note: The Employee May Access Account Via PC Browser field must also be enabled. The employee must also have a PIN.

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Steps

Additional Information

Request Time Off. 4. Login to ESS.

5. Click Request Leave on the Activity tab.

6. View the leave request options.

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Leave Management Customer Use The customer can use leave management to facilitate the leave approval process. •

Employees request time off using Employee Self Service (see p. 43) or ask a supervisor to submit the leave request (see p. 46).

Supervisors approve or deny pending leave requests using Attendance Enterprise (see p. 53) or Manager Self Service (see p. 58).

Approved leave requests are displayed as absence planned schedules in Attendance Enterprise, ESS, and MSS. Denied leave requests change state, and are placed in the Denied leave management folder.

Requesting Time Off Using Employee Self Service Employees can request time off using ESS. Requests can be made for a partial day off, a full day off, or a range of days off, depending on the company’s leave rules. Note: Schedules must exist on the days an employee requests leave.

Exercise G: Requesting Time Off Using ESS Steps

Additional Information

1. Click Request Leave.

2. Select Consecutive Days.

If you select One Full Day, the current pay period is displayed. You can click Next to browse to the next pay period, or a month to browse to a month in the future. If you select Partial Day, the current pay period is displayed. You can click Next to browse to the next pay period, or a month to browse to a month in the future. Click Select in a calendar cell to select that date. If you want to request time off at the middle of the shift, you must select the start time for the leave request. Choose the amount of time off you want. The interval of hours presented can be ¼, ½, 1 and 2 hours, depending on your company. In the previous example, time off is Attendance Enterprise System Setup © InfoTronics, Inc. 2005. All rights reserved.

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Steps

Additional Information presented in ½ hour blocks. If you select Consecutive Days, the current pay period is displayed. You can click Next to browse to the next pay period, or a month to browse to a month in the future.

3. Select the month if needed. Click Sep.

4. Click Select on the beginning date. Use August 29th.

The beginning date is displayed in the selected in the calendar.

5. Click Select on the end date. Use September 2nd. 6. Click Select to confirm.

A confirmation is displayed.

7. Choose the type of leave to use and click Select. Use Vacation Time.

8. Add comments and click Confirm. Type Annual 44

A confirmation is displayed.

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Steps

Additional Information

Vacation.

9. Click Confirm.

The request is accepted.

10. Click Return to the Main Page. 11. The pending request is displayed at the bottom of the Activity tab. All leave requests made by this employee are displayed.

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Requesting Time Off Using Attendance Enterprise You can request time off on behalf of an employee depending on your user rights.

Exercise H: Requesting Time Off for an Employee Use the steps in the following exercise to request time off on behalf of an employee. Steps 1. Click to request time off for an employee.

Additional Information The Request Leave wizard is displayed.

2. Click Next.

3. Click Select Employee.

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The Find Employee window is displayed.

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Steps

Additional Information

4. Type the employee’s name, ID or badge.

5. Click OK.

Attendance Enterprise System Setup © InfoTronics, Inc. 2005. All rights reserved.

The employee’s information is displayed.

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Steps

Additional Information

6. Click Next. 7. Select the type of leave. Select Request a Number of Days.

8. Click Next.

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Steps

Additional Information

9. Enter the leave start and end dates. Choose 8/22 – 8/25.

10. Click Next. 11. Confirm the amount of time the employee requested.

12. Click Next.

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Steps

Additional Information

13. Select the type of leave. Select Vacation Time.

14. Confirm the request.

If enough benefit time is not available to fulfill the request, a note is listed at the bottom of the confirmation.

15. Click Next.

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Steps

Additional Information

16. Add an optional comment. Type Annual Vacation.

17. Click Finish.

The employee’s pending leave request is displayed in the Pending folder.

The employee’s pending leave request is also displayed in the employee’s Benefit folder.

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Managing Leave Requests in Attendance Enterprise You can manage leave requests using leave request folders as well as your To Do list, if available. Folders group employees by the state of their leave requests, and can also group employees by workgroup. Folder names are determined at system setup. Generally three folders are available: Approved, Pending and Rejected. •

Approved – these are requests that have been reviewed and approved.

Pending – these are requests that have not been approved or denied.

Rejected – these are requests that have been reviewed and are denied.

The amount of time the request stays in each folder is determined at system setup. Note: An employee must be scheduled for a day in order for the leave approval process to create absence planned schedules. Additionally, if an employee is not scheduled for a day, approving a leave request does not pay the employee for the day or deduct the approved amount from the employee’s benefit bank.

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Understanding the Leave Request Approval View Attendance Enterprise provides the leave request approval view to manage leave requests. Access an employee’s leave request approval view when he or she has a pending leave request in the Pending folder. Use the information provided in the approval view to approve or deny the employee’s request. You may not see all areas, depending on the system setup.

The leave approval view contains the following sections: Section

Description The Leave Type area indicates the leave prompt selected by the employee. If a supervisor defined leave prompt is selected, use to specify the type of leave.

Approval buttons allow you to approve or deny the leave request.

Description of leave request.

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Section

Description The Schedules area lists the schedules the employee currently has for the duration of the leave request. If the leave request is approved, the schedules are converted to absence planned schedules.

The Pending Requests area lists leave requests by other employees for the same time period.

The Also Scheduled area lists other employees who are already scheduled to be off during the leave request period.

The Group Statistics area lists the number of employees scheduled to work (Sch) and scheduled to be off (Absnt) within the leave request period. Employees listed work in the workgroups defined in the leave request folder.

The Projected Balances tab lists benefit balances projected into the future based upon the employee’s potential benefit usage.

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Today column lists the benefit bank balance today.

Proj. Use column lists the amount of leave scheduled to be taken.

Existing Requests column lists the leave requested, but not yet approved, from today until the date of the request not including the current request.

Proj. Future Bal. column lists today’s benefit balance minus any approved leave requests and scheduled leave.

Proj. End Bal. column lists what the benefit bank balance will be if the current leave request is approved.

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Section

Description The Activity tab lists total benefit hour or dollar payments received by the employee in the past 12 months. The Benefit Bank tabs list benefit bank information, such as debits or credits, for each benefit. This is the same information displayed in the employee’s Benefits folder. The Leave Requests area lists other requests this employee has pending approval.

Attendance Enterprise System Setup Š InfoTronics, Inc. 2005. All rights reserved.

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Exercise I: Reviewing a Leave Request Steps

Additional Information

1. Go the Leave Management folder, Pending folder. 2. Click on the employee’s name to review the request. Use David Alexander.

Note: If an employee has made more than one time off request, his/her name is listed more than once.

If the leave request is undefined click as shown below:

to indicate the type of leave

Choose either from Benefits or Pay Designations. Then choose the benefit or pay designation name. 3. Review the information including the employee’s current schedule, other employees taking leave and available benefits 4. Click Approve to approve the request.

5. Click out of the folder and press the F5 key to refresh.

The request is moved to the Approved (or similarly named) folder.

If the request is denied the request is moved to the Denied (or 56

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Steps

Additional Information similarly named) folder.

6. The employee is informed of the leave request status in ESS, Activity tab and schedules are changed to absence planned schedules (if approved).

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Reviewing Leave Requests Using MSS MSS provides a leave request approval view to manage leave requests. Select Requests on the Summaries tab.

next to Time Off

Exercise J: Reviewing a Leave Request in MSS Steps 1. On the Summaries tab in next to MSS, select Time Off Requests

Additional Information Individual employee time off requests are displayed.

Note: If an employee has made more than one time off request, his/her name is listed more than once.

2. Select next to an employee’s name to access his or her leave approval view. Click Approve to approve the request or Deny to deny the request. For more information on sections displayed for leave requests, see p. 60. 3. Click Approve to approve the request.

A confirmation is displayed.

Schedules are updated and displayed.

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Steps

Additional Information

The leave approval page changes after the employee’s leave request is approved or denied. The number of remaining pending leave requests is displayed.

4. The employee views the status of the request in ESS.

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Leave Approval Sections The leave approval page contains the following sections: Section

Description Describes the leave request and offers the option to approve or deny the request.

Displays the schedules the employee currently has for the duration of the leave request. If the leave request is approved, the schedules are converted to absence planned schedules. Displays the number of employees you have access to who are scheduled to work and scheduled to be off during the leave request period. Note: This differs from the Attendance Enterprise client.

Displays other employees you have access to who are already scheduled to be off during the leave request period.

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Module 4: Configuring Leave Management Settings Š InfoTronics, Inc. 2005. All rights reserved.


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