Substitutes can be entered or assigned to a leave request from within the Leave Requests option.
Note: For users with rights to approve leave requests, substitutes are able to be assigned during the approval process (from the Approvals tab in the Leave Requests option); refer to Approving Leave Requests. For users with rights to edit leave request substitutes, substitutes are assigned from the Substitutes tab in the Leave Request option, by completing the steps below.
How to assign leave request substitutes:
Select the Leave Requests menu (or select the Leave Requests menu and then Substitutes).
On the Leave Requests screen, select the Substitutes tab if not already selected.
Note: The Substitutes tab is only available if the user has rights to edit leave request substitutes (within the User Security option).
Tip: A user must be designated to edit substitutes for an approval path (in the Leave Request Options) in order to assign substitutes to leave requests using the Substitutes tab in the Leave Request option.
The leave requests for which the user has rights to assign substitutes appear in the list. By default, only the leave requests needing a substitute that have been entered and submitted for dates within the last six months, and are pending or are fully approved but not yet brought into a batch of Employee Absences or Pay Period Entries, display. If desired, change the filters to modify the leave requests displayed on the screen.
Note: The leave requests also display in the calendar at the bottom of the screen (for the number of past years designated in the Leave Request Options and forward). The view options for the calendar are:
Approval Path Employees - displays the leave requests shown in the list, as well as the fully approved leave requests (for which the user has rights to assign the substitutes) that were brought into a batch of Employee Absences or Pay Period Entries.
All Employees - displays the leave requests for all employees and all leaves, including those the user does not have rights to assign substitutes.
Tip: The fully approved leave requests show on the calendar in green and pending in orange, while the unsubmitted, rejected, recalled, and cancelled leave requests do not display on the calendar. The events added within the Manage Calendar option display using their designated colors.
Click the View/Edit link to the right of a leave request in the list, or double-click on the leave request.
The selected leave request displays showing the details.
In the Substitutes section, enter the substitute information for who will work during the employee’s absence:
Enter the ID of the employee who will work in place of the absent employee in the Employee field.
Enter the starting date for when the substitute will work in the Start Date field.
Enter the ending date for when the substitute will work in the End Date field.
If desired, enter the number of units the substitute will work (and be paid) in the Units field.
If desired, enter the ID of the pay code for which to pay the substitute in the Pay Code field.
If desired, enter a comment for the substitute in the Comment field.
Tip: If necessary, multiple lines to record the substitute information can be entered. If needed, to delete a line, click the Delete button to the right of the desired line, and then click the Delete button when prompted.
If necessary, edit the Substitute Needed field for the leave request to specify whether a substitute is needed in the employee’s absence.
If desired, to enter a comment for the leave request, click the Add Comment button, enter the comment, and click the Save button.
Tip: If the Substitute Needed field is changed, the field change is automatically tracked in the activity log (changes to the fields in the Substitutes section are not tracked as part of the activity log). If desired, to view the activity log items for the leave request in addition to the comments, select Comments & Activity Log in the Viewing field.
Click the Save button to save the changes.
Click the X to close the leave request.