From the Payroll screen, select the Options menu and then Leave Request Options.
Note: The Leave Request Options option is only available to organizations that have licensed the Web Link module and is only accessible to supervisors.
Click the Leave Approval Paths tab.
Click the New Record button.
Enter a unique ID for the approval path in the Approval Path ID field. The ID can be alphanumeric and up to 10 characters long (no spaces). The ID cannot be FMLA as that is reserved by the system to use with the FMLA approval path if the Allow FMLA Leave Requests field is selected on the FMLA tab in the Leave Request Options.
Note: To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the description, leave the ID field blank; once the record is saved, the ID will be assigned.
Select the Active field to stipulate the approval path is currently used by the district. A checkmark will appear in the box if the field is selected. When adding a new approval path, the Active field is selected by default.
Enter a description for the approval path in the Approval Path Description field. The description can be up to 40 characters long.
Enter the ID of the user who manages all the leave requests for the approval path in the Override Approver ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: The user who is defined as the override approver is able to approve leave requests for the approval path in place of a designated user in the approval process, if needed.
Tip: If the user entered in this field is not currently set up in the User Security option with rights to approve leave requests in Web Link or Payroll, a message will appear after advancing from the field asking to add the rights at this time; click Yes to edit the rights for the user now, or click No to wait and edit the rights for the user later.
If desired, in the User ID for Fully Approved Email Notification field, enter the ID of the user to receive an email notification upon final approval of each leave request for the approval path as a reminder the entry is ready for processing in Payroll. If the ID is not known, click the down-arrow button to select the correct one.
Note: In order to send notification emails to the user in this field, complete the following: 1) complete the General Options tab in the Email Manager option (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab in the Email Manager option, add an email address to use when emailing leave request notifications; 3) complete the Leave Request Options section on the Web Link tab in the Email Manager option; and 4) verify the employee tied to the user specified in this field has an email address entered in the Employee File with the Other Communication field selected. The notification emails use the verbiage as entered in the Fully Approved Message field on the Web Link screen (tab) in the Email Manager option.
All the leaves defined in the Leave File that are not tied to any other approval path appear in the Leaves List. In the Leaves List, select the leaves that will use the approval path. To select a leave, click in the box for the Selected column to the left of each desired leave ID. A checkmark will appear in the box if the leave is selected.
Note: At least one leave must be selected for the approval path. Also, a leave can be tied to only one approval path; if only one approval path will be set up, all the applicable leaves must be tied to it.
In the Approval Path List, define the sequences (rules) for the approval path. To add a sequence (rule) to the approval path, complete the following:
In the blank line (indicated with an asterisk) at the bottom of the Approval Path List, enter the sequence number for what order to obtain the approval (the order the sequence is processed) in the Approval Sequence field. The sequence number can be up to 2 digits long (1-99). For example, enter 1 as the sequence number for the first approval needed, and 2 for the second, etc. Multiple approvals (sequences) can have the same sequence number if the approvals can be completed at the same time (notification emails would be sent at the same time as well, if applicable).
Enter the type of the approval (Group Manager Approver or Specific User) to be obtained for the sequence in the Approval Type field, or click the down-arrow button to select the correct one. To have the user specified as the Group Manager Approver ID from the applicable employee group(s) approve the leave requests for the particular sequence, enter Group Manager Approver. To have a designated user approve the leave requests for the particular sequence, enter Specific User.
Note: If Group Manager Approver is selected as the Approval Type and the employee who submitted the leave request is included in more than one employee group defined to be used with leave requests, each of the different users specified as the Group Manager Approver ID from all of the employee groups will need to approve the leave request for the particular sequence. For example, if an employee is included in three different employee groups that are defined to be used with leave requests and each employee group has a different user specified as the Group Manager Approver ID, all three group manager approvers for the three employee groups will need to approve the leave request for this approval sequence.
If Specific User is specified as the Approval Type, the User ID field is enabled. If applicable, enter the ID of the user to approve the leave requests for the particular sequence on the approval path in the User ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Tip: If the user entered in this field is not currently set up in the User Security option with rights to approve leave requests in Web Link or Payroll, a message will appear after advancing from the field asking to add the rights at this time; click Yes to edit the rights for the user now, or click No to wait and edit the rights for the user later.
If Specific User is specified as the Approval Type, the Employee Groups to Approve List is enabled. If applicable, in the Employee Groups to Approve List, select the employee group(s) including the employees for whom their leave requests must be approved by the specified user. To select an employee group, click in the box under the desired employee group ID. A checkmark will appear in the box if the employee group is selected.
Note: At least one employee group must be selected.
Tip: To select multiple employee groups in a row, press and hold the Shift key, and then click the first employee group to have selected and then click the last employee group; all the employee groups starting with the first one clicked through the last one clicked will be selected. If multiple groups are selected and an employee is included in more than one of the selected groups, the specific user will only have to approve the employee's leave request one time for this sequence.
If applicable, repeat these steps until all the sequences have been added for the specified approval path.
Note: To remove a sequence, click the Delete button located to the left of the desired record; when prompted to delete the line, click Yes.
In the Edit Substitutes List, define the users who are able to edit (enter) the substitutes for the leave requests tied to this approval path. To add a user, complete the following:
In the blank line (indicated with an asterisk) at the bottom of the Edit Substitutes List, enter the ID of the user to edit the substitutes for the leave requests for this approval path in the User ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Tip: If the user entered in this field is not currently set up in the User Security option with rights to edit leave request substitutes in Web Link or Payroll, a message will appear after advancing from the field asking to add the rights at this time; click Yes to edit the rights for the user now, or click No to wait and edit the rights for the user later.
In the Employee Groups for Substitute Edits List, select the employee group(s) for which the user can edit the substitutes. To select an employee group, click in the box under the desired employee group ID. A checkmark will appear in the box if the employee group is selected.
Note: At least one employee group must be selected.
Tip: To select multiple employee groups in a row, press and hold the Shift key, and then click the first employee group to have selected and then click the last employee group; all the employee groups starting with the first one clicked through the last one clicked will be selected.
If applicable, repeat these steps until all the users have been added for the specified approval path.
Note: To remove a user from being able to edit substitutes, click the Delete button located to the left of the desired record; when prompted to delete the line, click Yes.
Click the Save button.