Entering Leave Requests

Note:  In order for the Leave Request Entry option to be available in Web Link, a user must be defined with rights to enter leave requests and have the Employee ID field completed (within the User Security option in the School Accounting System).

  1. Select the Employee Information menu, Leaves, and then Leave Request Entry.

  1. If there are any unsubmitted leave requests previously entered and saved by the current user (or rejected or recalled leave requests not yet cancelled or deleted; or also any unsubmitted leave requests entered and saved for the current user by a different user with rights), the Leave Request Search screen will appear.  To continue working with an existing leave request, select the desired leave request by double-clicking on the entry or clicking on the entry once and then clicking the Select button.  Otherwise, to enter a new leave request entry, click the Cancel button.  If there are not any unsubmitted leave requests (or rejected or recalled leave requests not yet cancelled or deleted), the Leave Request Entry screen will appear immediately in order to enter a new leave request entry.

  2. If applicable, enter the ID of the employee making the leave request in the Employee ID field, or click the Search button to select the correct one.  If the user does not have rights to enter leave requests for others, the ID of the employee tied to the current user appears as the default and cannot be changed.  If the user has rights to enter leave requests for others, the ID of the employee tied to the current user appears as the default, but can be changed to an employee that is included in an employee group assigned to the user with the WL Leave Request Entry usage field selected (within the User Security option in the School Accounting System).  Only an employee that is tied to a user (within the User Security option in the School Accounting System) can be entered here.

Tip:  If submitting a leave request on behalf of another employee (not for yourself), once the leave request is posted, the system tracks the employee entered here as the actual submitter for the leave request, but does add an automatically generated comment for the user who completed the override submission stating the leave request was submitted on behalf of the employee.

  1. Enter the ID of the leave to be used in the Leave ID field, or click the Search button to select the correct one.  Only active leaves that are set up for the employee and tied to an active approval path in which the employee is included, as based on the specified employee group(s), can be entered here.

  2. The Unit of Tracking field displays the data entered in the Unit of Tracking field in the Leave File for the specified leave and cannot be changed.  The field is for informational purposes only (does not affect any entries for the leave).

  3. The Cancelled field will be disabled when entering a new leave request.

Note:  Once a leave request has been entered and submitted, if it is rejected (not approved) or recalled, the leave request can be edited and then cancelled by selecting this field, if desired.

  1. Enter the starting date for when the employee will be absent in the Start Date field.  Use the mm/dd/yyyy format or click the Calendar Search button to select the desired date.

  2. If applicable, enter the starting time for when the employee will be absent on the specified date in the Start Time field.  Use the hh:mm AMPM format (or hh:mm if military time is used).  This field is disabled if the All Day field is selected.

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.  Also, the AM or PM does not have to be entered; if using regular time (not military time), the hours specified in the AM Range field in the Leave Request Options option in the School Accounting System will default to AM while the other hours will default to PM.  After advancing from the field, the time will be formatted to regular or military time as specified in the Time Display field in the Leave Request Options option in the School Accounting System; for example, if Regular is selected in the Time Display field and 1400 (or 14:00) is entered, the system will convert it to 2:00 PM.

  1. If the employee will be absent for the full day on the specified date(s), select the All Day field.  A checkmark will appear in the box if the field is selected.

  2. Enter the ending date for when the employee will be absent in the End Date field.  Use the mm/dd/yyyy format or click the Calendar Search button to select the desired date.  The date entered in the Start Date field appears as the default, but can be changed as needed.

  3. If applicable, enter the ending time for when the employee will be absent on the specified date in the End Time field.  Use the hh:mm AMPM format (or hh:mm if military time is used).  This field is disabled if the All Day field is selected.

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.  Also, the AM or PM does not have to be entered; if using regular time (not military time), the system will default to use AM or PM based on the nearest one within a 12-hour period from the specified Start Time.  After advancing from the field, the time will be formatted to regular or military time as specified in the Time Display field in the Leave Request Options option in the School Accounting System; for example, if Regular is selected in the Time Display field and 1400 (or 14:00) is entered, the system will convert it to 2:00 PM.

  1. Enter the number of units of the leave for which the employee is requesting to use in the Number of Leave Units to Use field.  The number entered here must be a positive number, and can be up to 14 digits long and will be rounded to 4 decimal places by the system if capable.

  2. 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.

  3. The Leave Balances for the leave (and main leave, if applicable) for the employee appear below the Number of Leave Units to Use field.  The balances will only display if the dates for the leave request are within a fiscal year currently set up for the leave for the employee.  The Current Posted Balance reflects the total units of leave available after taking into account all posted entries.  The Unposted or Approved Entries reflects the total of all absence entries (including approved leave request entries) in unposted batches of Employee Absences, Pay Period Entries, and Time Cards, and approved leave request entries not yet brought into a batch.  The Pending Approval Entries reflects the total of all the leave request entries that have been submitted but not yet approved.  The Unsubmitted Entries reflects the total of all the leave request entries that have not yet been submitted (and leave requests that have been rejected or recalled and not yet cancelled or deleted).  The Total Balance reflects the Current Posted Balance, less the Unposted or Approved Entries, less the Pending Approval Entries, less the Unsubmitted Entries.

  1. 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.  

Tip:  Once 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 for your 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.  

Note:  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).

  1. If the specified leave is defined in the Leave File to display additional sections and fields when entering leave requests, the Additional Leave Request Fields section appears.  If applicable, complete the additional fields for the leave request as follows:

Tip:  Any field defined as required must be completed for the leave request.

Note:  If the leave is defined to not display any additional sections and fields, the Additional Leave Request Fields section will not appear.

  1. The sequences from the approval path for the specified leave appear in the Approvals List and cannot be changed.  

  2. Click the Save button.

Note:  If the leave for the entry has a negative balance (or the main leave has a negative balance, if applicable) and the Warn if Negative Balance field is selected in the Leave File in the School Accounting System for the leave, a message will appear prompting to save the entry; click OK to save the entry with the negative balance or click Cancel to not save the entry in order to make changes.  If the leave for the entry has a negative balance (or the main leave has a negative balance, if applicable) and the Prohibit Entry if Negative Balance is selected in the Leave File in the School Accounting System for the leave, a message will appear stating the entry cannot be saved; click OK.  If the leave request for the employee matches another entry that was previously saved and/or posted for that particular leave with the specified start date, a message will appear prompting to save the entry; click OK to save the entry or click Cancel to not save the entry in order to make changes.  If the date entered 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.

  1. A message will appear stating the leave request was saved; click OK.

  2. If desired, submit the leave request at this time, or wait until all leave requests have been entered, and then submit them all.  To enter another leave request, click the Add New button, click OK when prompted to continue, and then repeat Steps 3-19.

 Steps to Submit Leave Requests

Note:  After submitting a leave request, notification emails for approval will be sent to the appropriate users as based on the approval paths used with the leave requests if designated to do so in the Email Manager option (in the School Accounting System).  If there were notification email messages that did not go through, an error will be tracked in the Activity Log option (on the System Log tab) in the School Accounting System and an alert will appear on the main School Accounting System screen.  If an email is rejected, the rejection notice will be sent to the appropriate address for the designated email address in the Email Manager option.

Tip:  If desired, the Save and Clear button could have been utilized in Step 18 (instead of the Save button) to save the leave request and add another one.

  1. After all leave requests have been entered and submitted, select the Home option on the top of the screen to close the Leave Request Entry screen.

Tip:  The number of unsubmitted leave requests (for the current user) appears at the bottom of the screen.