From the Payroll screen, select the Options menu, Leave Requests, and then Edit Leave Request Substitutes.
The Edit Leave Request Substitutes screen will appear.
All the leave requests (and FMLA leave requests, if applicable) for which you have rights to enter substitutes (as defined in the approval paths) display in the Leave Requests Pending Substitute Assignments List and also on the calendar at the bottom of the screen. Only the leave requests that have been submitted, are pending or fully approved, and have not yet been brought into a batch of Employee Absences or Pay Period Entries appear in the list. By default, only the leave requests designated with needing a substitute appear in the list; if desired, change the filters to modify the leave requests displayed here. On the calendar, the Approval Path Employees button is selected by default to display not only the leave requests listed in the Leave Requests Pending Substitute Assignments List, but also any fully approved leave requests for which you have rights to edit the substitutes that were brought into a batch of Employee Absences or Pay Period Entries. If desired, click the All Employees button to display all the leave requests for all employees and all leaves, including those which you do not have rights to edit the substitutes. The leave requests (and FMLA leave requests, if applicable) for the specified number of past years and forward as designated in the Leave Request Options display on the calendar.
Note: Fully approved leave requests (and FMLA leave requests, if applicable) appear on the calendar in solid blue, while the pending leave requests appear in blue hashed lines. Unsubmitted, rejected, recalled, and cancelled leave requests do not show on the calendar. The events added within the Manage Calendar option display using their designated colors.
Tip: The calendar automatically displays for the Start Date of the leave request selected (highlighted) in the Leave Requests Pending Substitute Assignments List. Click once on a leave request in the Leave Requests Pending Substitute Assignments List to display the calendar for that Start Date. If desired, use the month thumbnails located to the right of the calendar to toggle to different months, and then select a date within a desired month to display in the calendar or click the Today button to view today's date in the calendar. To change how the calendar is viewed (by month, week, or day), click the Month, Week, or Day tab located in the top left corner of the calendar; by default, the Month tab is selected. If desired, click the Print Calendar button to print the calendar.
To view the details included on a leave request and then edit (enter) the substitute (or edit the Substitute Needed field, if necessary), click the Edit button located to the right of the desired leave request in the Leave Requests Pending Substitute Assignments List.
Tip: If desired, to also view the details for a leave request, double-click on the item within the calendar. If the selected leave request is one which you have rights to edit the substitute (also appears in the Leave Requests Pending Substitute Assignments List at the top of the screen), continue editing the substitute following the steps below; otherwise, if it is a leave request that you do not have rights to edit the substitute or the leave request has been brought into a batch of Employee Absences or Pay Period Entries (does not appear in the Leave Requests Pending Substitute Assignments List), the inquiry screen will appear instead and then only the options for completing a leave request inquiry will be available (refer to the steps for completing a leave request inquiry).
The details for the selected leave request will then display in the Edit Leave Request Substitutes - Detail screen (or Edit Leave Request Substitutes - Detail - FMLA screen, if applicable).
In the Substitutes List (located in the lower right-hand side of the screen), enter the substitute information for who will work during the employee's absence, if desired. To enter a substitute, complete the following:
In the blank line (indicated with an asterisk) at the bottom of the Substitutes List, enter the ID of the employee in the Employee ID field, or click the down-arrow button to select the correct one.
Enter the starting date for when the substitute will work in the Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. The Start Date of the leave request will appear as the default, but can be changed if needed.
Enter the ending date for when the substitute will work in the End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. The End Date of the leave request will appear as the default (if applicable), but can be changed if needed.
Note: If the date entered in this field is more than 30 days from the date entered in the Start Date field, a warning icon will appear to the right of the Start Date and End Date fields; verify the dates entered are correct.
If desired, enter the number of units the substitute will work (and be paid) in the Units field. The number can be up to 14 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable.
If desired, enter the ID of the pay code for which to pay the substitute in the Pay Code ID field, or click the down-arrow button to select the correct one.
If desired, enter a comment for the substitute in the Comment field. The comment can be up to 1,000 characters long.
Click the Save button.
Repeat these steps if additional substitutes need to be entered for the leave request.
Note: To remove a substitute, click the Delete button located to the left of the desired record; when prompted to delete the line, click Yes.
If necessary, edit the Substitute Needed field for the entry. In the Substitute Needed field, enter the correct response (Yes or No) for whether or not a substitute is needed in the employee's absence, or click the down-arrow button to select the correct one.
In the Comments List (located in the upper right-hand side of the screen), enter a comment to track for the leave request in the Comments field, if desired. The comment can be up to 1,000 characters long. The system will automatically display the ID of the current user in the User ID field and the date the comment was entered (or updated) in the Date Updated field; the information in these two fields cannot be changed.
Note: If the substitute information previously entered or the Substitute Needed field is changed, a comment will automatically be added in the Comments field stating the fields that were changed.
Tip: Only one comment per user can be added for each leave request (not including the automatically generated comment for submitting a leave request on another employee's behalf); so if you previously entered a comment, the previous comment will appear, but can be changed.
Click the Save button to save the changes and return to the Edit Leave Request Substitutes screen.
Repeat Step 4 to enter substitutes for all the desired leave requests; then click the X in the upper right-hand corner to close the Edit Leave Request Substitutes screen.