Note: In order for the Edit Leave Request Substitutes option to be available in Web Link, a user must be defined with rights to edit substitutes (within the User Security option in the School Accounting System), and also must be defined as an approver or set up as a user to edit substitutes for an approval path in the School Accounting System.
Select the Employee Information menu, Leaves, 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 in Payroll 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, Approval Path Employees is specified for the Calendar Display field 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, enter All Employees in the Calendar Display field 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 in the School Accounting System display on the calendar.
Note: Fully approved leave requests (and FMLA leave requests, if applicable) appear on the calendar in solid yellow, 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 (in the School Accounting System) display using their designated colors.
Tip: The calendar automatically displays for the current month. 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 navigation buttons located in the top left corner of the calendar to toggle to a different month, 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 button located in the top right corner of the calendar; by default, the Month button is selected. If desired, click the Download PDF Calendar button to download and print the calendar using the format currently displayed (by day, week, or month).
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 link located to the left 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, click once 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 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); or if it is a leave request for an employee for whom you do not have rights to edit the substitute, a message will appear instead stating you do not have rights to view the leave request.
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:
Click the Add Row button located in the upper left corner of the Substitutes List.
In the newly added line at the bottom of the Substitutes List, enter the ID of the employee in the Employee ID field, or click the Search 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 Calendar Search button to select the desired date. The Start Date of the leave request will appear as the default, but can be changed if needed.
Note: On some mobile devices, the date cannot be keyed and the Calendar Search button must be used to select the desired date.
Enter the ending date for when the substitute will work in the End Date field. Use the mm/dd/yyyy format or click the Calendar Search 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: On some mobile devices, the date cannot be keyed and the Calendar Search button must be used to select the desired date.
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 Search 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.
Note: If the date entered for the substitute in the End Date field is more than 30 days from the date entered in the Start Date field, a message will appear stating the dates are more than 30 days apart; click OK.
A message will appear stating the leave request was saved; click OK.
Repeat these steps if additional substitutes need to be entered for the leave request.
Note: To edit an existing substitute entry, click in the field for the desired entry and make the necessary changes. To delete a substitute entry, click the Delete link located to the right of the desired entry.
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.
If desired, enter any additional information to track for the leave request in the Your Comment field. The comment can be up to 1,000 characters long. If a comment was previously entered by the user, the previous comment will appear, but can be changed.
Note: If the substitute information previously entered or the Substitute Needed field is changed, a comment will automatically be added in this field stating the fields that were changed.
Tip: Only the leave request is saved, the comment will be added to the Comments List displayed below the Your Comment field. 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 the Comments List cannot be changed.
After all the changes have been made and saved, click the Cancel button to close the Edit Leave Request Substitutes Detail screen (or Edit Leave Request Substitutes Detail - FMLA screen, if applicable).
Repeat Steps 4-5 to enter substitutes for all the desired leave requests.