Steps
to Add an Employee GroupFollow the steps below to implement using leave requests within Web Link (and Payroll) for leaves.
Note: The Web Link module must be licensed in order to use leave requests.
Step 1: Define Employee Groups
Employee groups must be set up for use with leave requests in order to group employees together with a group manager designated for approving their applicable leave requests. If needed, employee groups can also be defined to allow users to enter leave requests for others within Web Link.
Note: There must be at least one employee group defined for use with approving leave requests, even if only specific users will be approving leave requests (and not the group manager).
Steps
to Add an Employee Group
Step 2: Define Users for Leave Request Access
Define the users to have access to the applicable options for leave requests in Web Link (and Payroll, if needed) by changing the desired users within the User Security option and adding new users if needed.
Note: If desired, use the View/Adjust Users option to update (add or remove) rights for existing users.
Refer to Examples 11 and 12 in the Sample User Setups for Web Link topic in the Help File for examples of users you may want to set up for access to leave requests in Web Link and the settings to define the rights for each.
Sample
User Setups for Leave Requests in Web Link
Step 3: Complete Leave Request Options
Complete the Leave Request Options option in Payroll, including defining the necessary approval paths to be used by the school district.
Steps
to Complete Leave Request Options
Step 4: Complete Applicable Fields for Leaves
In the Leave File, complete the following information for the applicable leaves:
On the General tab, select the Warn if Negative Balance field to display a warning message when an entry takes the employee into a negative balance for the leave. A checkmark will appear in the box if this field is selected. If the field is selected, a warning message displays in Payroll when making entries for pay period entries and employee absences, and in both Payroll and Web Link, when entering and approving leave requests and FMLA leave requests.
On the Web Link Leave Options tab, select the Display in Web Link Leave Balances Option field if users will have access to view the balances for the leave in Web Link. A checkmark will appear in the box if this field is selected.
Note: To have a leave not display in Web Link for a particular employee (and also not print on the check stub for the employee), select the Hide on Check & in Web Link field on the Leaves screen in the Employee File in Payroll for the desired employee and leave.
On the Web Link Leave Options tab, select the Prohibit Entry if Negative Balance field to not allow employees to enter a leave request (or FMLA leave request, if applicable) if the balance for the specified leave has a negative balance. A checkmark will appear in the box if the field is selected.
Note: This field only applies to entering leave requests (and FMLA leave requests, if applicable) in either Payroll or Web Link; it does not apply to approving leave requests or making absence entries in Employee Absences or Pay Period Entries.
On the Web Link Leave Options tab, complete the Additional Leave Request Fields section to include additional fields on the screen when entering leave requests for the leave.
Steps
to Complete Web Link Leave Options Tab in Leave File
Sample
Leave Request Additional Fields Setup
Step 5: Set Up System for Emailing Notification Messages, If Desired
If desired, set up the system to send notification email messages for leave requests. Notification email messages can be sent to the users who approve leave requests when leave requests are pending their approval, and if leave requests are recalled. Notification email messages can also be sent to the users who submit leave requests once the leave requests have been processed (received final approval or rejected). Also, notification email messages can be sent to the users defined to enter substitutes for leave requests once leave requests have been fully approved. Notification email messages can also be sent to the users who are designated to receive an email for leave requests that received final approval and to users who are designated to receive an email for FMLA leave requests that received final approval. To set up the system to email notification messages for leave requests, do the following:
1) Open the Email Manager option and 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 for the leave request notification emails; and 3) complete the Leave Request Options section on the Web Link tab.
Steps
to Complete Email Manager
2) Verify that the applicable employees have a valid email address entered in the Employee File with the Other Communication field selected. If needed, email addresses for employees can be imported; also, the Adjust Email Addresses option can be utilized to update the usage field for Other Communication for employees.
Steps to Import Employee Email Addresses
Steps
to Adjust Email Addresses
Step 6: Add Events in Manage Calendar Option, If Desired
If desired, use the Manage Calendar option to add events (such as holidays or closures) to the calendar that displays within the various leave request options.
Step 7: Applicable Users Enter and Submit Leave Requests
The applicable users enter and submit leave requests (and FMLA leave requests, if applicable). Typically, leave requests are entered and submitted by employees from within Web Link, if applicable, but can also be entered and submitted from within Payroll if needed.
Steps to Enter Leave Requests
in Web Link
Steps to Enter FMLA Leave Requests
in Web Link
Steps to Submit Leave Requests
in Web Link
Steps
to Enter Leave Requests in Payroll
Steps
to Enter FMLA Leave Requests in Payroll
Steps
to Submit Leave Requests in Payroll
Step 8: Applicable Users Approve Leave Requests and Enter Substitutes
The applicable users complete the approval process for the submitted leave requests (and FMLA leave requests, if applicable), and enter substitutes for leave requests if needed. Leave requests can be approved (and substitutes entered) from within either Web Link, if applicable, or Payroll.
Tip: The applicable users can enter substitutes for leave requests from within the Leave Request Approvals option or Edit Leave Request Substitutes option.
Note: If an approver has access to the Payroll module, an alert will appear on the Payroll screen if leave requests (and FMLA leave requests, if applicable) are pending the approval of the user currently logged into the system, regardless if notification messages are emailed for leave requests.
Steps
to Approve Leave Requests in Web Link
Steps
to Edit Leave Request Substitutes in Web Link
Steps
to Approve Leave Requests in Payroll
Steps
to Edit Leave Request Substitutes in Payroll
Step 9: Process Approved Leave Requests
When needed, a user with appropriate rights completes the Select Leave Requests/Substitutes for Processing option to select the approved leave requests (and FMLA leave requests, if applicable) to bring into a batch of Employee Absences or Pay Period Entries for processing in a Payroll check cycle. Also, for organizations that have licensed the Human Resources module, the approved FMLA leave requests can be processed on the FMLA screen in the Employee File, if applicable.
Steps
to Select Leave Requests/Substitutes for Processing in a Payroll Check
Cycle
Steps
to Process Approved FMLA Leave Requests on FMLA Screen in Employee File