📹 Leave Manager Role Video Demonstration
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Users with Leave Management access maintain absence thresholds, escalated approvals, sub categories, blackout dates, view district leave balances/details, escalate approvals, revert leave requests, export leave requests, view staff leave expense reports and export leave historymaintain sub categories.
Role: Users with Leave Manager, District Manager or Admin roles.
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Absence Thresholds
Allows percentage threshold to be createdEnter ‘allowable' percentage, by building, to notify users and approvers if there are outstanding leave requests, . The threshold percent is the percent of positions allowed to take leave on a given day for the specified building, that exceed the allowable threshold.
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per positions at that building.
Formula
Example: If a building has 50 employees and they only allow 10 to take leave per day, they will enter a threshold percentage of 20%.
The formula to determine if a building is over the threshold is leaveRequestCount / positionCount. It’s the number of positions taking leave at a building divided by the total number of positions at that building.
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If threshold has been exceeded for that day and you are submitting a new leave request for the same datethat day, you will receive an the following error preventing you from posting your leave request.
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If threshold has been exceeded and you are approving a leave request, a warning notification is displayed stating there are open leave requests for a certain date and building that exceed the percentage of absences allowed for that day. These leave requests will also be highlighted in red. However, this This is only a warning and you may proceed with approving (or rejecting) them.
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NOTE: Leave requests that have met the threshold value will be highlighted on the leave request grids:
INITATED leave requests will be highlighted red (pink)
APPROVED leave requests should be highlighted yellow
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Blackout Dates
Blackout Dates consist of a period of time or specific date where leave requests or timesheets are typically restricted (i.e. holidays, etc). Refer to district policy and/or USPS Job Calendars on what leave types and dates in conjunction with employees/positions or pay groups and departments are considered blackout periods on the district calendar.Roles: Users with Admin and District Manager roles.
Create a Blackout Date
From Blackout Dates,
Click ‘Create’
Provide a label for the blackout period.
Check the escalate flag notify managers if you want the leave request to bypass the normal workflow and go directly to the Leave Manager/Timesheet Manager for approvalto send an email to Leave Managers if any leave is requested during the blackout date range.
Check ‘Enabled’ to activate the blackout date.
Check ‘Entire Day’ if it applies to the entire day or leave unchecked to select a start/ending time (i.e. 2 hour delay)
Check if it ‘Applies to Leave Request’ and/or ‘Applies to Timesheet’
Select start and end dates and start/ending times (if ‘entire day’ is unchecked) for your blackout period.
If specific leave types should be included in the blackout date, select all that apply.If specific timesheet activity types should be included in the blackout date, select all that apply.
You can filter by employee and their position. (or leave blank to include all positions for an employee).
If specific employees aren’t selected, you can filter by Pay Group and/or Department Codes.
Click ‘Create’ to save your Blackout date or ‘Cancel' to exit without saving changes.
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If the district wants to restrict leave requests during blackout dates, in System>Configuration>Leave Type Configuration, the ‘Disallow Blackout Date’ box can be checked for specific leave types. This will prevent an employee from creating a leave request for the specified leave type during a blackout period.When creating a timesheet, if a blackout date overlaps one of the period line items that are auto generated, that line item will not be added and a notification will display. If a line item is manually added on a blacked out date, an error dialog should appear, and it should not be possible to save the edited timesheet.
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Blackout Dates Grid Options
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The District Leave Analysis provides leave balance information balances as well as leave request details for all staff. It is split into two grids.
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Allows user to view exported leave requests, revert exported leave requests and export (reverted) leave requests again. In order for a leave request to appear on this grid, it must first be exported via Leave Requests>Export Leave Requests option.
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Please refer to the end of this option for more information regarding ‘Combined Exported Leave Detail Report’.
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View Requests: ability to view all exported leave requests inclusive of the date range used when exporting the leave. You may then click on the on each leave request to view the details.
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Revert Leave Details: ability to remove exported flag from selected leave requests in order to revert their status back to ‘approved’ in ESS. The leave requests will be displayed in the Leave Requests>Export Leave Requests menu again. Select one or more leave requests to convert and click ‘Remove Exported Status Flag from Selected Records’.
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The reverted leave will be back at an approved status.
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Export Again: Ability to recreate the already exported leave in a CSV file that may be uploaded into USPS. This option does not change the status of the leave request.. requests, they remain with an exported status.
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If you need to cancel an exported leave request that has already been posted to USPS, after using the revert option above, the leave request will be back at an approved status. From there, the user can cancel the leave request in ESS. In USPS, the district may create an adjustment to the employees attendance/leave record.
Combined Exported Leave Detail Report
The combined history export will allow users to reexport (exported) leave if needed.
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In order to re-export leave, perform the below steps. Note: The filter row can be used to narrow down the search.
select which Export History exports to include
once selected, click "Combined Exported Leave Detail Report”
select 'all' or specific leave request items to include in the .csv file
if you want the column headers included on the .csv, make sure to check ‘print column headers'
Click on Print Exported Leave Detail Report to generate a .csv file. This file can then be imported into USPS manually via the USPS Utilities>Attendance/Absence import.
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Export Leave Requests
Allows users the ability to export leave requests with a status of ‘approved’ in order to post leave information into USPS. Once exported, the leave request status will be updated to ‘exported’ and the leave request will no longer appear in the Export Leave Request grid.
Available approved leave requests are displayed in the grid (example below)
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When viewing your leave requests via My Leave Requests (or Supervised or District Leave) options, you will be able to view the ‘exported’ leave requests.
On the bottom half, by default the grid displays all fully approved leave requests waiting to be exported unless you filter them by entering a start and/or ending date, or any of the other filter options in the top half of the Export Leave screen.
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User may filter approved leave requests by:
Start Date and End Date: Enter a start date or a start and ending date and it will filter the grid on approved leave inclusive of the date(s) entered
Specific Employees: Select one or more specific employee(s) approved leave
Specific Pay Groups/Building Codes: Option to select one or more pay groups and/or building codes associated with approved leave
Leave Type/Appointment Type: Select approved leave by one or more specific leave types (sick. personal, etc) or appointment types (certified, classified)
Once your grid includes the desired leave you would like to export, click on ‘Export Leave Requests’you filtering is complete, you have the option to generate a ‘preview’ report of the absences that will be included in the export. You may select the leave requests you would like exported (or select the top box to select all, and click on ‘Print Pre-Export Report’ to generate the leave-request-export-report.CSV file. The spreadsheet will include the absence data that will be exported out of ESS. Once you have reviewed the preview report, the selected leave will remain in the grid so that you may continue on to perform the actual export using the ‘Export Leave Requests’ option.
Once again, ensure the leave requests needed for your export are selected on the grid (or select the top box to select all) and click Export Leave Requests. You will be provided with two export methods (you can only choose one export method):
CSV File: All filtered leave appearing in the grid will be saved into a CSV file called ‘leave-request-export.csv’. The file can then be imported into USPS manually via the USPS Utilities> Attendance/Absence Import.
Direct to USPS: All filtered leave appearing in the grid will be automatically posted to USPS. A resulting ‘leave-request-export-errors.csv’ will be generated listing the number of records that were posted successfully as well as any possible errors that prevented certain leave entries from posting to USPS.
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Once the leave is has been exported, the status of the leave requests will change from ‘Approved’ to ‘Exported’ be updated in ESS to an ‘exported’ status and the exported leave will no longer appear in the Export Leave Request grid. When viewing your leave requests via My Leave Requests (or Supervised or District Leave) options, you will be able to see ‘exported’ leave requests that you have created or approved.run will be stored under the ‘Exported Leave History’ menu option.
Print Grid Extract Report contains all information that is contained in the Print Pre-Export report with the addition of the Employee Name.
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Leave Expense Report
Allows user to view all district leave requests that contain leave expense information. This is a view only grid.
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. The user may use the filter row to filter leave requests as well as use the more button to add or remove columns from the grid.
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to view the leave request details. You may click ‘Print Leave Expense Form’ to download a copy of the leave expense information in PDF format.
to download a PDF version of the leave expense report. It PDF will include today’s date as part of the filename. (leave-expense-report-2024-11-15.pdf)
For more information on defining leave expenses information on a leave request, please refer to System>Configuration>Leave Expenses Configuration.
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A sub category further defines a leave type. For example, when creating a personal leave request, sub categories can be displayed allowing the user to select a specific category of personal leave (i.e. family emergency, personal business, etc.) If you require staff to select a sub category while creating their leave request, you can denote that requirement for specific leave types in the System>Configuration>Leave System>Configuration>Leave Type settings.
Create a Sub Category
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