Last Update: |
04/23/08 5:27 PM | ||
Submit Leave Request |
ESS | ||
Update the following table as necessary when this document is changed.
Perform this procedure to submit a Leave Request to your supervisor for approval.
Business Process Procedure Overview |
Employee Self-Service (ESS) enables employees to perform their own administrative tasks in support of life and work events.
The Leave Request service is located in the 'My Working Time' Workset in ESS. Employees will use this service to submit a leave request to their supervisor. The request will be sent via workflow and the supervisor can either approve or reject the request.
The Leave Request process will help supervisors manage their team and staffing requirements.
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Procedure:
1. Start all ESS applications by logging on to the BEACON Portal.
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2. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
The NCID is used by all NC State employees to access SAP |
R |
Enter value in NCID. Example: zsapxss0001 | |
The employee's system password |
R |
Enter value in Password. Example: ******** |
Information: After the initial log-on, there will be no additional log-on prompts to access business functions due to Single Sign-On (SSO).
Information: After the user is logged on, the business packages and tabs on the main page will vary by the user, depending on their roles and authorizations. For example, only managers will see a tab on their screen for My Staff (MSS) when they log on to the portal.
Critical: When using web applications that maintain or create data, always ensure you leave the application (or log off) when you complete your work. This will prevent record locking.
4. After logging on, the user will be defaulted to the BEACON Home Page.
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5. Click the My Data (ESS) 
tab.
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Information: The Overview page shows all the available Worksets in ESS. A Workset is a grouping of web applications by functional area (e.g. Benefits, Time Management, etc.).
6. Users can go to the next level of navigation, the Area page, by selecting the Workset in three possible actions. Select the Workset, 'My Working Time,' by performing one of the following functions:
Activity |
Notes |
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Select the Workset tab. The Workset tabs are located below the Business Package tab (i.e. ESS, MSS, etc.). |
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Click the icon for the Workset, 'My Working Time.' |
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Click the main hyperlink for the Workset, 'My Working Time.' |
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Information: The Area page includes all the associated web applications for that Workset, the links to access the applications, and a short description of each application (if applicable).
7. To go to the Leave Request service, click the hyperlink 
.
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Information: The 'Leave Request' overview has four header displays:
· Team Calendar
· Calendar
· Time Accounts
· Overview of Leave
8. The 'Leave Request' overview screen will default to the Calendar. The calendar displays a three-month period and can be scrolled forward and back.
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Information: The Calendar days are color coded to indicate the status of the employee's leave requests:
· Absent (Blue) - Indicates a scheduled absence or approved leave request.
· Multiple Entries (Light Blue) - Indicates a pending leave request that includes more than one absence type for one work day (e.g. 4 hours of Vacation and 4 hours of Comp Time).
· Sent (Pink) - Indicates a pending leave request to be approved or rejected.
· Deletion Requested (Red) - Indicates a previously rejected leave request. The action is on the employee to either delete the request or resubmit it.
9. Click 'Show Team Calendar.'
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Information: The 'Team Calendar' displays the employee's other team members' scheduled absences and pending leave requests. Employees can use the team calendar to make decision when planning time off (for example, if the majority of the team is scheduled off on Friday).
Information: The 'Team Calendar' uses the same color code as defined in the main calendar display for Leave Request.
Reference: The 'Team Calendar' is also available to managers in Manager Self-Service (MSS My Staff).
See BPP MSS-MyTeam_TeamCalendar.doc
10. Click 'Show Time Accounts.'
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Information: The Leave Balances are not deducted during the Leave Request process. The deductions are made after the absence is entered on the time sheet and Time Evaluation is executed.
Reference: The 'Time Accounts' service is also available in ESS as a standalone display.
See BPP ESS-Time-QuotaOverview.doc
11. Click 'Show Overview of Leave.'
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Information: Note Text The 'Overview of Leave' section shows the status of all the employee's leave requests. This is also where the employees will maintain (change, resend, or delete) their leave requests, when necessary. To maintain a request from the 'Overview' list, select an item. It will open the same fields as when requesting a new request. Follow the same steps as when creating a New request (follow next steps).
12. To submit a new leave request, input the applicable data at the bottom of the screen:
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Field Name |
Description |
R/O/C |
Values |
Description of the type of leave the employees is taking |
R |
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Enter the date |
R |
||
R |
|||
The manager responsible for approving the activity |
R |
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Additional text that the approver may require |
R |
14. Click 
to review the leave request before sending.
Information: Other possible actions:
· Click 
to cancel the leave request (do not send).
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15. Click 
to send the leave request to the approver. The 'send' button is the step that triggers the workflow and sends the leave request to the approver's in-box.
Information: Other possible actions:
· Click to cancel the leave request (workflow not sent to approver).
· Click 
to go back to the previous screen and change the leave request data.
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If |
Then |
You want to request another Leave Request. |
Click |
You want to navigate back to the My Working Time Overview page. |
Click |
You want to navigate all the way back to the main ESS Overview page. |
Click |
Reference: BPP MSS-MyTeam_ApproveLeaveRequest.doc
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