Steps
to Complete the Email ManagerNote: The Leave Request Options option is only available to organizations that have licensed the Web Link module and is only accessible to supervisors.
From the Payroll screen, select the Options menu, Leave Requests, and then Leave Request Options.
Note: The Leave Requests submenu is only available to organizations that have licensed the Web Link module.
Click the General tab to complete the general leave request options.
To permit approvers to change the information in fields while approving a leave request, select the Allow Approver Edit field. A checkmark will appear in the box if the field is selected.
Note: For regular leave requests, the Employee ID and Leave ID fields cannot be changed even if this field is selected. For FMLA leave requests, the Employee ID and FMLA Reason fields cannot be changed even if this field is selected.
If the Allow Approver Edit field is selected, the Requires Restart of Approval field is enabled. If applicable, to send a leave request back through the entire approval process if a field is changed while approving a leave request, select the Requires Restart of Approval field. A checkmark will appear in the box if the field is selected.
Select the Allow Approvals Out of Sequence field to enable the Approve Leaves Out of Sequence field within the Leave Request Approvals option in order to permit users to approve leave requests out of the normal sequence order if needed. A checkmark will appear in the box if the field is selected.
If desired, select the Allow Mass Approval Process in Web Link field to allow users to process multiple leave request approvals at once from within the Web Link module; or else leave the field unselected to only allow users to process one leave request approval at a time. A checkmark will appear in the box if the field is selected.
Note: If this field is selected, users are able to approve (or reject) multiple leave requests at once without viewing the details for the leave requests; this is applicable for approving leave requests from within the Web Link module only (the ability to process multiple leave request approvals at once is always available from within the Payroll module).
If desired, select the Allow Display of All Employees on Approval Calendar in Web Link field to enable the Calendar Display field on the calendar that appears within the Leave Request Approvals option in the Web Link module in order to permit the approver to view all the leave requests for all employees and all leaves; or else leave the field unselected to disable the Calendar Display field to restrict the approver to view only the leave requests for those employees the approver has rights to approve. A checkmark will appear in the box if the field is selected.
Note: This field is applicable for the calendar that appears within the Leave Request Approvals option in the Web Link module only (the ability to view the leave requests for all employees and all leaves on the calendar within the Leave Request Approvals option in Payroll is always available).
In the Number of Years of Leave Entries to Display in the Calendar field, enter the number of past years of leave request entries to show on the calendar that displays within the various leave request options. Enter 0 to show the leave requests from the current date and forward, 1-99 for the number of past years prior to the current date and forward, or leave the field blank to show all leave requests entered for all past years and forward.
Tip: Typically, 0 or 1 is entered in this field.
Enter the time format (Regular or Military) for which to display the start and end time for leave requests in the Time Display field, or click the down-arrow button to select the correct one. To display the start and end time for leave requests using the format of regular time (for example, 04:00 PM for 4 o'clock in the afternoon), enter Regular. To display the start and end time for leave requests using the format of military time (for example, 16:00 for 4 o'clock in the afternoon), enter Military.
Note: The format only applies to how the start and end time for leave requests display after being entered and does not define the format in which the entries must be made. For example, entries can be made using the format of military time with the Time Display field set to either Regular or Military; the field just defines how the time will display for the entries after advancing from the field.
Tip: The Time Display field affects how the start and end time displays for leave requests in the Leave Request Entry option, Leave Request Entry - FMLA option, Leave Request Approvals option, Leave Request Inquiry option, FMLA screen in the Employee File, and Select Leave Requests/Substitutes for Processing option, and also for events added in the Manage Calendar option.
If Regular is specified as the Time Display, the AM Range field is enabled. In the AM Range field, enter the range of times to have default as morning hours (with AM) when entering the start time for leave requests. For example, to have the hours 7 through 11 default to AM (and hours 12 through 6 default to PM), enter 7:00 and 11:59 in the From and To fields for the AM Range field.
Note: The colon does not have to be entered between the hour and the minutes; for example, enter 8 o’clock as 800 or 0800.
Tip: The AM Range field sets the default used in the Leave Request Entry option, the Leave Request Entry - FMLA option, the Leave Request Approvals option, the FMLA screen in the Employee File, and the Manage Calendar option.
To send notification emails for leave requests, click the Go To button for the Email Information field to open the Email Manager option and then complete the following: 1) complete the General Options tab (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab, add an email address to use when emailing leave request notifications; and 3) complete the Leave Request Options section on the Web Link tab.
Steps
to Complete the Email Manager
Tip: Regardless if the system is set up to send email notifications or not, an alert will appear on the Payroll screen if leave requests are pending the approval of the user currently logged into the system.
Click the Save button.
Click the Leave Approval Paths tab to define the approval paths for leave requests at your organization.
Note: Each leave can be tied to only one approval path for use with leave requests; if only one approval path is set up, all the applicable leaves must be tied to it. At least one approval path must be defined for use with leave requests.
If your organization has licensed the Human Resources module, click the FMLA tab (only enabled if the module is licensed).
To permit users to enter and submit requests for approval for family and medical leave, and then once approved, add it to the FMLA screen in the Employee File, select the Allow FMLA Leave Requests field. A checkmark will appear in the box if the field is selected.
Note: If this field is selected, the Leave Request Entry - FMLA option will be enabled for those users with the applicable rights.
If the Allow FMLA Leave Requests field is selected, complete the remaining fields on the FMLA tab as follows:
The Approval Path ID field will be completed with the ID of FMLA and it cannot be changed.
The Approval Path Description field will be completed with FMLA Leave Request and it cannot be changed.
Enter the ID of the user who manages all the FMLA leave requests for the FMLA 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 for the FMLA approval path is able to approve FMLA leave requests 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, enter the ID of the user to receive an email notification upon final approval of each FMLA leave request as a reminder the entry is ready for processing in Payroll in the User ID for Fully Approved Email Notification field. 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.
If desired, in the User ID for FMLA Leave Request Email Notification field, enter the ID of the user to receive an email notification upon final approval of each FMLA leave request as a reminder the entry can be added to the FMLA screen in the Employee File. 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 FMLA Leave Request Approved Message field on the Web Link screen (tab) in the Email Manager option.
In the Approval Path List, define the sequences (rules) for the FMLA approval path. To add a sequence (rule) to the FMLA 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 FMLA leave requests for the particular sequence, enter Group Manager Approver. To have a designated user approve the FMLA 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 FMLA 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 FMLA 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 FMLA 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 FMLA leave requests for the particular sequence on the FMLA 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 FMLA 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 FMLA leave request one time for this sequence.
If applicable, repeat these steps until all the sequences have been added for the FMLA 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 the FMLA 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 the FMLA 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 FMLA approval path.
Note: To remove a user from being able to edit substitutes for the FMLA approval path, click the Delete button located to the left of the desired record; when prompted to delete the line, click Yes.
If desired, complete the Additional Leave Request Fields List with any additional sections and fields to display when an employee enters a FMLA leave request (will appear on the Leave Request Entry - FMLA screen, if applicable). To add sections and fields to the entry screen for FMLA leave requests, complete the following:
In the blank line (indicated with an asterisk) at the bottom of the Additional Leave Request Fields List, enter a unique sequence number for what order to list the section of additional fields on the entry screen in the Section 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 section to list, and 2 for the second, etc.
Enter a description to use as the heading or name of the section to display with the fields on the entry screen in the Section Name field. The description can be alphanumeric and up to 1,000 characters long.
Click the plus sign (+) in the box in front of the section sequence number to expand the record and add fields to the section.
To add a field to a section, complete the following:
In the blank line (indicated with an asterisk) at the bottom of the list, enter a unique sequence number for what order to list the additional field in the section on the entry screen in the 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 field to list in the section, and 2 for the second field, etc.
Enter a description to use as the field name to display on the entry screen in the Field Name field. The description can be alphanumeric and up to 1,000 characters long.
Enter the type of the field being added (Date, Label, Numeric, Text, or Yes/No) in the Type field, or click the down-arrow button to select the correct one. To add a field that only allows a date to be entered using the mm/dd/yyyy format, enter Date. To add a field that is just a heading and does not allow any input, enter Label. To add a field that allows a number up to 14 digits long (including the decimal point and comma(s) if applicable, and rounded to 4 decimal places by the system if capable), enter Numeric. To add a field that allows up to 255 characters to be keyed in, enter Text. To add a field that allows only Yes or No to be specified, enter Yes/No.
Note: Once a field has been used with an FMLA leave request entry, the Type field cannot be changed.
If desired, select the Required field to require the employees to complete the additional field when entering FMLA leave requests for the leave. A checkmark will appear in the box if the field is selected.
If applicable, repeat these steps until all the sections and fields have been added.
Note: To remove a section or remove a field from a section, click the Delete button located to the left of the desired record; when prompted to delete the line (and the data records for any fields that have been used with FMLA leave request entries, if applicable), click Yes.
Sample
Leave Request Additional Fields Setup
Click the Save button.