Entering a Leave Request

Leave requests are entered using the Leave Requests option.  

How to enter a leave request:

Creating a new leave request:

1. Select the Leave Requests menu (or select the Leave Requests menu and then Inquiry).

2. On the Leave Requests screen, select the Inquiry tab if not already selected.

   Note:  The Inquiry tab is only available if the user has rights to enter leave requests (within the User Security option).

3. Click the New button.

Completing header section of a leave request:

4. At the entry screen, complete the header information:

• Enter the ID of the employee who is requesting the leave in the Employee field. If the user is defined with rights to enter leaves requests for others, the ID of the employee tied to the user appears as the default, but can be changed to an employee that is included in an assigned employee group (with the WL Leave Request Entry usage field selected in the User Security option). If the user is not defined with rights to enter leave requests for others, the employee tied to the user will default and cannot be changed.

  Note:  If the leave request is being entered for a different user, the employee specified here will be the one to receive the email notifications once the leave request has been processed (approved or rejected).

  Tip:  If the leave request is being entered for a different user, the leave request will show on the Inquiry tab (in the Leave Requests option) for both the user who entered the leave request and the employee specified in this field.

• For the Is This Request for FMLA field, select Yes or No to indicate whether the leave request is for FMLA (Family and Medical Leave Act).

  Note:  This field is disabled if the Allow FMLA Leave Requests field is not selected in the Leave Request Options.

• The FMLA Reason field displays only if Yes is selected in the Is This Request for FMLA field. If applicable, in the FMLA Reason field, enter the reason for the FMLA leave request (for example, birth of a child, care of a family member, etc.).

• Enter the ID of the leave that will be used in the Leave field.

  Note:  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.

• Enter the starting date when the employee will be absent in the Start Date field.

• If applicable, enter the starting time when the employee will be absent on the designated date in the Start Time field. This field is disabled if the All Day field is selected.

• If the employee will be absent for the full day on the designated date(s), select the All Day field.

• Enter the ending date when the employee will be absent in the End Date field.

• If applicable, enter the ending time when the employee will be absent on the designated date in the End Time field. This field is disabled if the All Day field is selected.

• Enter the number of units of the leave for which the employee is requesting to use in the Number of Units to Use field.

  Note: If applicable, the name of this field will have ‘Units’ replaced with the information entered in the Unit of Tracking field defined for the leave; for example, the field name displays as Number of Days to Use (instead of Number of Units to Use) if ‘Days’ is entered in the Unit of Tracking field for the leave.

  Tip: If the leave request causes the balance for the leave (or main leave, if applicable) to go negative and the Warn if Negative Balance field is selected in the Leave File, a message briefly appears at the top of the screen stating the entry has a negative leave balance.

• For the Substitute Needed field, select Yes or No to specify whether a substitute is needed in the employee’s absence.

• The balances for the leave (and main leave, if applicable) for the employee display for the applicable year based on the date of the leave request:

  • Current Posted Balance - the total units of the leave available after taking into account all posted entries.

  • Unposted or Approved Entries - the total of all absence entries for the leave in unposted batches of Employee Absences, Pay Period Entries, and Time Cards, and approved leave request entries not yet brought into a batch.

  • Pending Approval Entries - the total of the leave request entries for the leave that have been submitted but not yet approved.

  • Unsubmitted Entries - the total of the leave request entries that have not been submitted (and leave requests that have been rejected or recalled and not yet cancelled or deleted).

  • Total Balance - reflects the Current Posted Balance, less the Unposted or Approved Entries, less the Pending Approval Entries, less the Unsubmitted Entries.

  Tip: If applicable, click the More (⋮) button (in the top right corner of the balances section) and View Employee Leave Balances to view the balances for all the leaves for the specified employee.  After viewing the other leave balances for the employee, click the Close button to continue entering the leave request.

  Note: The More (⋮) button only displays if the Allow Display of All Leave Balances in Approvals in Web Link field is selected within the Leave Request Options, and only the leaves stipulated to display within Web Link appear for the employee.

• Click the Save and Continue button.

  Note:  If the leave request causes the balance for the leave (or main leave, if applicable) to go negative and the Prohibit Entry if Negative Balance is selected in the Leave File, the entry cannot be saved.

  Tip: 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 briefly appears at the top of the screen stating the dates are more than 30 days apart.

5. The Approval Status section displays showing the sequences from the approval path for the specified leave.  

6. If desired, to enter a comment to track additional information for the leave request, click the Add Comment button, enter the comment, and click the Save button.

Completing detail section of a leave request:

7. Complete the detail information:

• 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:

  • For Date fields - enter the correct date.

  • For Numeric fields - enter the applicable number.

  • For Text fields - enter the appropriate information using alphanumeric characters.

  • For Yes/No fields - select Yes or No, or if the field does not apply to the leave request, select N/A.

    Note: For Yes/No fields, the N/A option only appears if the field is not set at required.

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

• The Substitutes section displays but is utilized by the Business Office after the leave request has been submitted.

Saving and submitting a leave request:

8. Click the Save button.

   Tip:  If desired, click the Save and New button instead to save the leave request (and submit it later) and add another one.

9. To submit the leave request at this time, click the Submit button.

   Tip:  If needed, the leave request can be submitted later; refer to Submitting a Leave Request.

10. After all the leave requests have been entered, click the X to close the entry screen.

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. If there were notification emails that did not go through, an error will be tracked in the Activity Log (on the System Log tab) 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.