LEAVE SYSTEM
D E PA R T M E N T O F
TRAINING
HUMAN RESOURCES
MANUAL
2015
Contents Authorization and Use������������������������������������������������������������������������������������������������� 3 Proper Use and Information Privacy Considerations����������������������������������������������������������������������������������������������������������3 Leave Representative Access���������������������������������������������������������������������������������������������������������������������������������������������3 Leave System Support��������������������������������������������������������������������������������������������������������������������������������������������������������3 General Leave Support�������������������������������������������������������������������������������������������������������������������������������������������������������3 Leave System Introduction����������������������������������������������������������������������������������������� 4 System Features�����������������������������������������������������������������������������������������������������������������������������������������������������������������4 Leave System Process Configurations���������������������������������������������������������������������� 4 Employee Enters/Routed to Supervisor������������������������������������������������������������������������������������������������������������������������������4 Employee Enters/Routed to Supervisor and Leave Representative�����������������������������������������������������������������������������������4 Leave Representative Enters/Routed to Employee and Supervisor�����������������������������������������������������������������������������������4 Leave Representative Enters/Routed to Supervisor�����������������������������������������������������������������������������������������������������������5 Leave Representative Enters/Report is Printed for Signature���������������������������������������������������������������������������������������������5 Time Worked and/or Leave Usage Entry Procedures����������������������������������������������� 6 Staff Non-Exempt Employee Entry (Full-Time)�������������������������������������������������������������������������������������������������������������������6 Staff Non-Exempt Employee Entry (Part-Time)������������������������������������������������������������������������������������������������������������������7 Faculty/Staff Exempt Employee Entry���������������������������������������������������������������������������������������������������������������������������������8 Approve/Reject Report for Staff Non-Exempt Employees�������������������������������������� 10 Approve/Reject Report for Faculty/Staff Exempt Employees���������������������������������11 Recall a Report����������������������������������������������������������������������������������������������������������� 12 Correct a Returned Report���������������������������������������������������������������������������������������� 13 View Previous Reports����������������������������������������������������������������������������������������������� 14 Print a Report�������������������������������������������������������������������������������������������������������������� 14 Leave Representative Procedures���������������������������������������������������������������������������� 15 Leave Rep - Staff Non-Exempt Employee Entry (Full-Time)���������������������������������������������������������������������������������������������15 Leave Rep - Staff Non-Exempt Employee Entry (Part-Time)��������������������������������������������������������������������������������������������16 Leave Rep - Faculty/Staff Exempt Employee Entry����������������������������������������������������������������������������������������������������������17 Employee Paper Signature Option������������������������������������������������������������������������������������������������������������������������������������18 Correcting an Approved Leave Report������������������������������������������������������������������������������������������������������������������������������19 Overtime Procedures��������������������������������������������������������������������������������������������������������������������������������������������������������19 Department Routing��������������������������������������������������������������������������������������������������� 20 Create Route���������������������������������������������������������������������������������������������������������������������������������������������������������������������20 Manage Route�������������������������������������������������������������������������������������������������������������������������������������������������������������������21 Manage Department����������������������������������������������������������������������������������������������������������������������������������������������������������22 Assigning a Supervisor for Leave Approval�����������������������������������������������������������������������������������������������������������������������22 Assigning a Proxy��������������������������������������������������������������������������������������������������������������������������������������������������������������23 Department Rules�������������������������������������������������������������������������������������������������������������������������������������������������������������24 Route Assignment�������������������������������������������������������������������������������������������������������������������������������������������������������������25 Leave Reports������������������������������������������������������������������������������������������������������������� 26 Leave Abbreviations/Definitions������������������������������������������������������������������������������� 27 FMLA Leave Codes�����������������������������������������������������������������������������������������������������������������������������������������������������������30 Leave Reporting Hints����������������������������������������������������������������������������������������������� 31 General Leave Information���������������������������������������������������������������������������������������� 33
May 2015 1
May 2015 2
Authorization and Use
Proper Use and Information Privacy Considerations Access as a leave representative is restricted to those who require access in order to fulfill their job responsibilities. The data steward for each operational area makes the final determination about what access is granted.
Employees who are granted access as a leave representative are responsible for protecting their access privileges. All employees should be familiar with the following policies: Acceptable Use Of Information Systems, and Policy 7000: Acceptable Use and Administration of Computer and Communications Systems. Violators may be subject to disciplinary and legal action.
PID sign-on enables tailored access based on the user’s job function. Therefore, logged on sessions should never be left unattended.
Certain information in the leave system is sensitive and should be considered private. Information obtained from the leave system should never be shared outside the workplace or used for any purpose that is not related to assigned job responsibilities. Please refer to the guidelines for Policy 4082: Appropriate Use of Electronic Personnel and Payroll Records.
Leave Representative Access To request access as a leave representative an online access request may be entered by going to http://www.computing.vt.edu/content/banner-access. Click on “For Finance, HR, Student Accounts Receivable, or Financial Aid use the Online Banner Access Form. You will login with your PID and password then proceed to fill out the request.
Please note: At the end of completing your access request online you will need to print the last page and have it signed by a Dean, Director or Department Head. This paper copy must submitted to Department of Human Resources (Mail Code 0318).
Leave System Support For questions in regards to the leave reporting system please send an email to leave@vt.edu.
General Leave Support For general leave support please contact the HR Service Center at hrservicecenter@vt.edu or 540- 231-9331.
Leave System Introduction The leave system allows employees and departmental leave representatives to enter time worked and/or leave usage for each leave period. The system automatically calculates leave earnings for each employee based on type of employee and years of service.
System Features
- Paperless
- Announcements
- Time worked entry for non-exempt staff employees
- Overtime calculations for non-exempt staff employees
- Online supervisor approvals
- Flexible routing
- Department management
- Email notifications
Leave System Process Configurations The leave system allows for multiple ways to have the time worked and/or leave usage entered in the system. Each department should chose the process that works best for them. The different processes are listed below. If you department needs a variation to one of these please contact Human Resources to make sure the process will meet audit requirements.
Employee Enters/Routed to Supervisor
- Employee logs into the leave system using PID and PID password.
- Employee enters time worked and/or leave usage.
- Employee submits the report to the supervisor for approval.
- Supervisor approves/rejects the report in the system.
- Report for leave period is completed when approved in the system.
Employee Enters/Routed to Supervisor and Leave Representative
- Employee logs into the leave system using PID and PID password.
- Employee enters time worked and/or leave usage.
- Employee submits the report which is routed to both the supervisor and leave representative for approval.
- Supervisor and leave representative approves/rejects the report in the system. (Leave representative can be set up to approve before or after supervisor approval)
- Report for leave period is completed after all approvals are taken place the system.
Leave Representative Enters/Routed to Employee and Supervisor
- Leave representative logs into the leave system using PID and PID password.
- Leave representative enters time worked and/or leave usage on behalf of employee.
- Leave representative submits the report which is routed to both the employee and supervisor for approval.
- Employee and supervisor approves/rejects the report in the system.
- Report for leave period is completed after all approvals are taken place the system. 4
Leave Representative Enters/Routed to Supervisor
- Leave representative logs into the leave system using PID and PID password.
- Leave representative enters time worked and/or leave usage on behalf of employee.
- Leave representative submits the report which is routed to supervisor for approval.
- Supervisor approves/rejects the report in the system.
- Report for leave period is completed when approved in the system.
Leave Representative Enters/Report is Printed for Signature
- Leave representative logs into the leave system using PID and PID password.
- Leave representative enters time worked and/or leave usage on behalf of employee.
- Leave representative submits and prints the report for signatures.
Please Note: If the department keeps a paper copy of time worked and/or leave usage that is signed by supervisor and employee, this source document should be stapled to the printed copy from the leave system and kept in departmental files for 4 years.
Time Worked and/or Leave Usage Entry Procedures The following procedures listed below are for time worked and/or leave usage entry into the leave system.
Staff Non-Exempt Employee Entry (Full-Time) The following steps are for staff non-exempt full-time employees entering their own time worked and leave usage.
- Log into http://www.hr.vt.edu/leavereport using your PID and PID password.
- Under the Pending Tasks section on the home page click on Report Leave and/or Time Worked then click on a leave period for entry.
- In the active boxes for the leave period enter the appropriate code for time worked (T) and leave usage (see box labeled Work and Leave Types for list of leave codes). You may also click on the plus sign (+) on each box to enter the hours. At the end of each work week will be a total of hours worked and leave usage. If you work over 40 hours in a work week the system will automatically calculate the overtime.
Please Note: Important messages, such as authorized closings, will appear above the calendar.
- Click on the Save button. If you are not ready to submit the leave report at this time then you may exit the system.
- When you are ready to submit the report you will need to checkmark the box beside the verify statement then click on the button labeled “Save and Submit”.
Please Note: Depending on the departmental set up either the leave representative’s or supervisor’s PID will be listed in the Approver box. If this is not correct please contact your departmental leave representative before submitting the report.
- An email will be sent to notify the approver that the report is ready for review. If there is an error they will have the option to reject the report which will be returned back to you for correction.
- Once the report has been approved you will receive a confirmation email.
Staff Non-Exempt Employee Entry (Part-Time) The following steps are for staff non-exempt part-time employees entering their own time worked and leave usage.
- Log into http://www.hr.vt.edu/leavereport using your PID and PID password.
- Under the Pending Tasks section on the home page click on Report Leave and/or Time Worked then click on a leave period for entry.
- In the active boxes for the leave period enter the appropriate code for time worked (T) and leave usage (see box labeled Work and Leave Types for list of leave codes). You may also click on the plus sign (+) on each box to enter the hours. At the end of each work week will be a total of hours worked and leave usage. The system will automatically calculate hours worked over the normal schedule and overtime for over 40 hours worked.
Please Note: Important messages, such as authorized closings, will appear above the calendar.
- Click on the Save button. If you are not ready to submit the leave report at this time then you may exit the system.
- When you are ready to submit the report you will need to checkmark the box beside the verify statement then click on the button labeled “Save and Submit”.
Please Note: Depending on the departmental set up either the leave representative’s or supervisor’s PID will be listed in the Approver box. If this is not correct please contact your departmental leave representative before submitting the report.
- An email will be sent to notify the approver that the report is ready for review. If there is an error they will have the option to reject the report which will be returned back to you for correction.
- Once the report has been approved you will receive a confirmation email.
Faculty/Staff Exempt Employee Entry The following steps are for faculty/staff exempt employees entering their own leave usage. These employees are not required to enter time worked.
- Log into http://www.hr.vt.edu/leavereport using your PID and PID password.
- Under the Pending Tasks section on the home page click on Report Leave and/or Time Worked then click on a leave period for entry.
- In the active boxes for the leave period enter the appropriate leave usage code (see box labeled Work and Leave Types for list of leave codes). You may also click on the plus sign (+) on each box to enter the hours. At the end of each work week will be a total of leave usage.
Please Note: Important messages, such as authorized closings, will appear above the calendar.
- Click on the Save button. If you are not ready to submit the leave report at this time then you may exit the system.
- When you are ready to submit the report you will need to checkmark the box beside the verify statement then click on the button labeled “Save and Submit”.
Please Note: Depending on the departmental set up either the leave representative’s or supervisor’s PID will be listed in the Approver box. If this is not correct please contact your departmental leave representative before submitting the report.
- An email will be sent to notify the approver that the report is ready for review. If there is an error they will have the option to reject the report which will be returned back to you for correction.
- Once the report has been approved you will receive a confirmation email.
Approve/Reject Report for Staff Non-Exempt Employees Follow these steps to approve or reject reports that have been submitted for staff non-exempt employees.
- Log into http://www.hr.vt.edu/leavereport using your PID and PID password.
- Under the Pending Tasks section on the home page click on Approve employee leave then click the leave period for review.
- At the top the screen click on the drop list to select an employee’s name or enter a VT ID number and click on the search icon.
- Review each work week. If the time worked and/or leave usage is correct then click on the Approve button beside each week. If there needs to be a correction to the work week then click on the Reject button.
Please Note: The Approve or Reject button must be selected for each work week before the report can be submitted.
- If the report is ready to be approved then click on the Approve button at the bottom of the screen.
If the report needs to have a correction a comment field will appear once a reject button is selected. An explanation on why the report is being rejected will need to be entered. This information will be sent in an email to the person who submitted the report so that they can make the correction and re-submit it.
Approve/Reject Report for Faculty/Staff Exempt Employees Follow these steps to approve or reject reports that have been submitted for faculty/staff employees.
- Log into http://www.hr.vt.edu/leavereport using your PID and PID password.
- Under the Pending Tasks section on the home page click on Approve employee leave then click the leave period for review.
- At the top the screen click on the drop list to select an employee’s name or enter a VT ID number and click on the search icon.
- Review the leave usage. If the leave usage is correct then click on the Approve button at the bottom. If there needs to be a correction then click on the Reject button.
If the report needs to have a correction a comment field will appear once a reject button is selected. An explanation on why the report is being rejected will need to be entered. This information will be sent in an email to the person who submitted the report so that they can make the correction and re-submit it.
Recall a Report Follow these steps to make a correction to a leave report that has been submitted.
- Log into http://www.hr.vt.edu/leavereport using your PID and PID password.