Maintaining leave of absence requests

As an administrator, you can maintain the resource Leave of Absence request.

  1. In HRT, select Absence > Maintenance.
  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
    The date the leave is scheduled to start.
    Estimated Return
    The date the resource is estimated to return to work.
    Reason
    Provide the reason why the resource requested a leave of absence.
    Intermittent
    Select whether it is an intermittent leave of absence. For example, a resource takes every Wednesday off for medical treatment. Otherwise, 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. This field is used to identify which records in the resource service and event table are counted when determining the amount of leave taken.
    Additional Information
    Provide additional notes or comments for this absence.
    Leave Request Document
    Browse to attach a document related to the leave request.
  4. Click the Eligibility tab.
    1. a In the Calculated Service section, specify this information:
      Length of Service
      Display only. Shows the total duration an employee has been actively employed.
      Total Service Hours
      Display only. Shows the cumulative number of service hours an employee has accrued over their tenure.
      Service Requirement Met
      Display only. Shows if the employee has met the required length of service based on the configured eligibility criteria. The value displayed is calculated after all service-related fields are entered and the record is saved.
      Hours Requirement Met
      Display only. Shows if the employee has met the required number of service hours within the specified date range for eligibility. The value displayed is calculated based on the total service hours recorded and the configured requirement.
    2. Specify the date range to use to count hours of service.
    3. In the Federal section, specify this information if the leave qualifies under a federal leave program, such as 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 applicable leave program. For example, if a resource is on a leave of absence for 15 weeks: the first 12 weeks may be covered under FMLA, while the remaining 3 weeks are covered by a company personal leave program.
    4. 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.
  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, you can attach an electronic copy of the leave authorization document.
  6. When the leave has ended, fill in the Leave Completion section.
  7. 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.
  8. On the Contact Information tab, specify the resource's details.
  9. Click Save.