Maintaining leave of absence requests

The Administrator maintains the resource Leave of Absence request.

  1. Select Absence Management > Maintain Absences > Absences by Resource.
  2. Select a resource and the Leave of Absence tab.
  3. On the Details tab, specify this information:
    Leave Number
    A unique sequential number that is assigned per leave request per resource.
    Status
    This is the status of the leave request. For example, requested, approved, or rejected based on actions taken by users. The default value is Requested.
    Type
    This is the user-defined description of the leave of absence. This field is selected when the leave is requested.
    Requester
    The person requesting the leave. For example, manager or resource.
    Request Date
    The date the leave was requested.
    Beginning of Leave Date
    This is the date the leave is scheduled to start.
    Estimated Return
    The date the resource is estimated to return to work.
    Reason
    Describes the reason the resource has requested a leave of absence.
    Intermittent
    Select whether this is an intermittent leave of absence. For example, a resource takes every Wednesday off for medical treatment. Clear the check box if this is a continuous absence. The leave is determined by the dates of the leave, not by hours tracked.
    Reason Class
    If this is an intermittent leave, select a reason class. Reason class is used to identify which records in the resource service and event table are counted when determining the amount of leave taken.
    Additional Information
    Specify additional notes or comments for this absence.
    Leave Request Document
    Browse to attach a document related to the leave request.
  4. On the Eligibility tab, specify this information:
    Begin Service Date
    This is the date that is used to calculate the start date for the length of service.
    Through Service Date
    Specify a date if service should be calculated through a specific date. If this field is blank and an hours date range is specified, the ending date of the range is used. Otherwise, the Leave Begin Date is used.
    Minimum Service Time
    Specify the minimum amount of employment service that is required to qualify for a leave of absence.
    Units
    Specify the unit of time that applies to the minimum service time amount.
    Minimum Service Hours
    Specify the number of hours that must be worked to qualify for a leave of absence program.
    Service Class
    Specify a service class to limit the hours that are counted toward the minimum to those within the class. If this field is blank, all types of service are counted.
    Date Range Option

    If you select Service Date, the service date is used.

    If you select Prior 12 Months, the 12 month period ending on the leave begin date will be used.

    If you select Date Range Specified, a beginning date must be specified on the parameters. Optionally, specify ending date.

    1. In the Calculated Service section, this information is displayed:
      Service Dates
      Display only.
      Length of Service
      Display only.
      Hours Date Range
      Display only.
      Total Service Hours
      Display only.
      Service Requirement Met

      This is the result of the calculation that is performed when you add all of the Service Eligibility fields and click Save. This shows whether the requirement has been met. Specify the date range to use to count hours of service.

      See Calculating service eligibility for leave of absence.

      Hours Requirements Met
      This is the result of the calculation that is performed when you add all of the Hours Eligibility fields and click Save. This shows whether the requirement has been met.

      See Calculating hours eligibility.

    2. Specify the date range to use to count hours ofIn the Federal section, specify this information if the leave is qualified under a federal leave program. For example, FMLA:
      Resource Eligible
      Select whether the resource meets the eligibility criteria for a federal leave program.
      Leave Qualifies
      Select whether this specific leave request meets the criteria for a leave of absence under the program.
      Eligibility Dates
      Specify the date range during which this leave request is covered by the leave program. For example, if a resource is on a leave of absence for 15 weeks: The first 12 weeks are covered under FMLA, and the last 3 weeks are covered by a company personal leave program.
    3. In the State or Province section, specify this information:
      Resource Eligible
      Select whether the resource meets the eligibility criteria for a state leave program.
      Leave Qualifies
      Select whether this specific leave request meets the criteria for a leave of absence under the program.
      Eligibility Dates
      Specify the date range during which this leave request is covered by the leave program. For example, a resource is on a leave of absence for 15 weeks: The first 12 weeks are covered under FMLA, and the last 3 weeks are covered by a company personal leave program.
    4. In the Company Leave section, specify this information:
      Resource Eligible
      Select whether the resource meets the eligibility criteria for a company leave program.
      Leave Qualifies
      Select whether this specific leave request meets the criteria for a leave of absence under the program.
      Eligibility Dates
      Specify the date range during which this leave request is covered by the leave program. For example, a resource is on a leave of absence for 15 weeks: The first 12 weeks are covered under FMLA, and the last 3 weeks are covered by a company personal leave program.
  5. On the Tracking tab, specify the leave completion details including information for tracking documentation.
    Notification of Rights
    The date that the resource is notified of their rights under the terms of the leave.
    Manager Notified
    The date that the resource's manager is notified of the resource's leave.
    HR Notified
    The date that the HR department is notified of the resource's leave.
    Documents Received
    The date that all of the documentation that is required for the leave is completed.
    Leave Authorization Document
    If applicable, an electronic copy of the leave authorization document can be attached.
    1. Complete the Leave Completion section when the leave has ended.
  6. On the Benefits and Pay tab, track Disability, Workers' Comp, Benefits eligibility, and Paid status during leave.
    Disability, Disability Begin Date
    Specify whether the leave request is related to a disability and specify the begin date.
    Workers Comp
    Specify whether the leave request is covered by Workers Compensation. The default is Not Determined.
    Benefits Eligible, Premiums Paid Through
    Specify whether the resource is eligible for benefits during the leave. If you select Yes, then specify the date through which insurance premiums are paid.
    Paid Status, Paid Through
    Specify whether the resource is paid during the leave. If you select Yes, then specify the date through which the resource will be paid.
  7. On the Contract Information tab, specify the resource's contact information.
  8. Click Save.
  9. To view Leaves of Absence, select Maintain Absences > Leave of Absence.

    Requests are organized by status: Pending (requested), Approved, On Leave, and History. Canceled, Rejected, and Completed leaves are displayed in the History tab. All applicable actions can be taken from these lists.

  10. To view time off requests, select Maintain Absences > Time Off Requests.

    Requests are organized by status: Draft (requested), Submitted, Submitted By Approval Group, Approved, and All. Canceled and Rejected requests are displayed in the All tab, including Approved requests that have been processed. All applicable actions can be taken from these lists.