EmpowerHR LEAVE ENTRY - University of South...

Version 1.0 Last updated 4/2/2010

EmpowerHR – LEAVE ENTRY

Written and Distributed by Payroll Services Human Resources

\\Cedata\hru\HRUInternal\HR Manuals\Payroll Services Manual\Leave\Leave Entry.docx 04/02/10

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Payroll Services Manual

DOCUMENT CONTROL SHEET

Contact for Enquiries and Proposed Changes If you have any questions regarding this document contact:

Name: Carey Edge Title: Payroll Team Leader Phone: (08) 8302 1773 Fax: (08) 8302 1812 Email: [email protected] Located at: \\Cedata\hru\HRUInternal\HR Manuals\Payroll Services Manual\Leave\Leave Entry

Web address of this document:

http://www.unisa.edu.au/hrm/manuals/empowerhr/leave.doc

Revision History

Revision Date Name Description of Revisions

1.0 30-Oct-09 Sarah Robinson Updated in line with new look and feel process associated with version 9

mailto:[email protected]

http://www.unisa.edu.au/hrm/manuals/empowerhr/leave.doc


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INDEX

DOCUMENT CONTROL SHEET ................................................................................................................... 2

Approving Leave Requests ....................................................................................................................... 4

LEAVE PROCEDURES ............................................................................................................................. 4

LEAVE BOOKINGS.................................................................................................................................. 4

Rejecting Leave Requests ......................................................................................................................... 7

Deleting Leave Requests .......................................................................................................................... 9

Deleting a Leave Booking in the Past ..................................................................................................... 11

Error Messages/ Warning Screens ......................................................................................................... 17


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Approving Leave Requests Recreation Leave, Personal Leave, Special Leave with Pay, Family Responsibility Leave, ERL and Pre-Natal Leave are now applied for and entered via myHR.

LEAVE PROCEDURES Conditions relating to leave are governed by the relevant Industrial Instrument. Leave policies and procedures can also be found at http://www.unisa.edu.au/hrm/industrial/policies.asp. LEAVE BOOKINGS Once a leave request has been entered (by the employee) and accepted (by the manager) via myHR, the leave request will then be transferred to Empower. Once logged onto Empower you will receive an “Alert Request”:

The “Alert Request” will not be visible immediately. If you still cannot view the “Alert Request” link 2-3 minutes after logging-in, please contact the Human Resources Systems Administrator on x22213 or x21618. Select the “Click Here” link. The following screen will appear listing all leave requests waiting to be processed throughout the University:

(Note: All leave requests awaiting processing can be seen, however, HR personnel can only accept and process the bookings for staff that they have access to.)

https://my.unisa.edu.au/staff/myHR

http://www.unisa.edu.au/hrm/industrial/default.asp

http://www.unisa.edu.au/hrm/industrial/policies.asp


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Sort the list of leave requests by clicking on the “Section” header:

Highlight and double click on the leave request that you would like to view and process. The following screen will appear:

Select the “Accept” button if the appropriate manager has authorised the request. If the request has not been authorised by the correct person, please follow the instructions further on in the manual on how to reject leave.


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Selecting “Accept” will take you to the booking screen:

Click “Save” to finalise the booking. The following message will be displayed to finalise the booking:

Select “OK” to close the screen and finalise the booking.


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Rejecting Leave Requests If the incorrect staff member has approved the leave request or if there is a problem with the staff member’s request, the leave booking needs to be rejected. To reject a leave booking, highlight and double click the leave request:

Explain the reason as to why the request is being rejected in the “Message” field. (Note: the “Message” field has a 100 character limit) Example:

Sarah needs to redirect this request to Daniel for approval, you will need to resubmit this request

Select “Reject” to inform the staff member that their request has not been accepted. The following screen will appear to confirm the deletion of this request:


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Select “Yes” to finalise the deletion of the leave request. The text that is entered into the “Message” field will show in bold on the email that the staff member will receive to advise their request has not been processed. (E21) A leave request, for Recreation Leave, from 21 Oct 2009 to 21 Oct 2009, for Sarah Robinson that you approved, has been rejected. Sarah Robinson Sarah needs to redirect this request to Daniel for approval, you will need to resubmit this request https://my.unisa.edu.au/staff/myHR *Please ensure that you alert the employee should they need to resubmit their leave request as the rejection process WILL remove the request from the system.

https://my.unisa.edu.au/staff/myHR


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Deleting Leave Requests A leave request may only be deleted via the “Alert Request” link if the request is for future leave and has not already been paid. To delete a leave request in the future and that has not already been paid, highlight and double click the request:

Select “Accept” to confirm the deletion of this request. The following screen will appear:


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Select “OK” to process the deletion. If the employee is a security staff member and receives a leave loading payment at the time of the booking rather than as a lump sum in the 1

st pay run of December, the following screen will appear:

As you have cancelled the original leave booking, you will also need to cancel the leave loading. Click on “Save” to do this.

Select “Yes” to confirm the cancellation.


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Deleting a Leave Booking in the Past If a staff member has requested to delete a leave booking, and the booking is in the past, you will need to delete the booking manually. To delete a leave booking in the past, go to Tasks > Leave > Leave Bookings > Employee Standard Bookings:

Enter the staff members employee ID number and select find now:


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The employees name, position and classification will appear. Double click on the employee’s name or

select the button. The following screen will appear:

Enter the following information: FIELD NAME EMPLOYEE Enter the Employee ID. Tab. FIELD NAME EMPLOYMENT

Tab over this field. No information required.


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FIELD NAME LEAVE

Enter the same type of leave as the leave request you wish to delete. For example, if the booking is for recreation leave then you must enter ‘annl’. Use the look-up window to select the leave type code. Tab. FIELD NAME FROM Enter the date that the original leave booking commenced. Tab. By duplicating the information entered in the original leave booking, EmpowerHR will search and display the original record. The following screen will appear:

Select “Yes” to confirm that you would like to delete this leave booking.


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Select “Yes” to perform a pay reversal (as the booking will have already been paid). This will ensure the reversal is shown on the employee’s next payslip.

The next pay date will be displayed. Tab over this field.


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Select “OK”.

Click on “Save”. The following screen will appear to confirm that the leave booking has been deleted:


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Error Messages/ Warning Screens You may experience various error messages/warning screens when processing leave requests:

This error message occurs when a staff member has requested that their leave booking be deleted via myHR, and the leave booking is in the past. You will need to reject this leave request and manually delete the leave booking.

This screen occurs when the leave being entered is for a pay period that has already begun being processed as part of the payroll cycle. Select “Yes” to continue.

This screen will generally follow the screen above warning that the pay period has already begun being processed as part of the payroll cycle. Select “Yes” to continue.


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This screen will appear when the leave request if:

the employee is fractional and they have requested a leave day outside of their work pattern,

the employee has requested a non-working day (Saturday, Sunday or Public Holiday) Select “OK”. Contact Payroll Services to advise of an updated work pattern for the employee or advise the staff member that they have requested a non-working day and reject the leave request.

This screen will appear when the leave booking exceeds an employee’s leave entitlement. This warning screen will be handled differently depending on your area’s policies and procedures regarding staff leave balances. If your area/supervisor permits a staff member generating a negative leave balance, select “Ignore” to continue with processing the booking. If your area/supervisor does not permit a staff member to generate a negative leave balance, select “OK” and reject the leave booking. *Note: Any personal leave in advance of 12 days must be approved by the University Council.

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