The Leave Requests menu includes the ability to create new leave requests as well as view or cancel existing requests. If your user account have been granted additional roles (other than the Standard User role), you may have additional options under the Leave Requests menu.

Create Leave Request

Role: For users with User role.

Allows a user to create a new leave request for an active position that is eligible for leave. Once the request is created, it will follow the employee’s approval work flow.

Role:

To create a leave request:

• Under Leave Requests, click ‘Create Leave Request’

• Enter the desired leave information

• Click ‘Create Leave Request’ to submit your request. You will receive a notification in the upper right corner of the screen stating the request was created successfully as well as an email that your request has been submitted. The ‘leave type’ and ‘total time request’ fields will be reset (and highlighted in red) to indicate you can enter your next leave request if desired.

Fields Defined

• Position: Pulled from the employee’s active position that is eligible for leave. If the employee has multiple positions, it will display the first active position by default. User has the ability to select a different position.

• Leave Type: Select the desired leave. If the user is eligible for sick, vacation and/or personal leave, once selected, it will display their current leave balance (including on-going leave requests).

• Reason: Enter a reason for the request. The district may configure this field to be required depending on leave type selected.

• Start of Leave/End of Leave: Enter the beginning and ending date and time of your request.

  • If you prefer the leave time to always default to your set work schedule, please refer to User Profile section of the Home chapter. Even though a default work schedule may be set, the user can always overwrite it when entering their leave request.

  • NOTE: If you enter a date that is in the past you will receive a warning message that the date exists in the past. You can still create the request for the date in the past by clicking submit.

• Total Time Requested: Display in hours or days increment depending on how employee’s position is configured. Click on + to increase total time or - to decrease total time.

• Phone Number: Optionally enter a phone number. If you prefer the phone number to default to a specific number, please refer to User Profile section of the Home chapter

• Comments: Optional comment field allow you to enter any comments you want your supervisor to be aware of.

• Substitute Comments: This information will then be displayed to anyone who has access to view your request. 

• Substitute Needed: If tracking sub calling in ESS, district may optionally configure ESS to require this box be checked for specific leave types.

  • NOTE: District may alternatively use a third party sub-calling software instead of ESS

  • Refer to ‘Default Substitute Needed’ option under Leave Type Configuration on the System chapter for more information.

• Upload Files: Allows user to upload a supporting document they would like attached to their leave request.

Elevated Create Leave Requests

Role: For users with Leave Manager, District Manager or Admin role.

Allows user to create a leave request for another ESS user in their district.

To create an Elevated Leave Request:

• Under Leave Requests, click ‘Elevated Create Leave Request’

• Select the Employee you are creating the leave request for

• Enter the desired leave request information for the employee and click ‘Create Leave Request’ to submit the request on behalf of the employee.

My Leave Requests

Displays a user’s existing leave requests in a grid format. The user has the following options:

View Leave Requests

user may view the details of their leave request.

• Leave Request Details: includes the information entered on the leave

• Leave Request Daily Details: displays the week(s) inclusive of the leave request beginning and ending dates, the start and end time of the request, and the amount of leave requested. If the leave has been exported from ESS, the Exported box will be checked.

• Leave Request Approval Trail: Tracks the activity on the leave request, from original requester to final approver. The ‘Note’ column on the grid will indicate the Group Chain the leave request is tied to.

Edit Leave Requests

user may edit their leave request as long as the request status is ‘initiated’ or ‘rejected’. Once the request has been approved through the entire workflow, the status will change to ‘approved’. Once approved, the user can no longer edit the leave request. ‘Cancelled’ leave requests cannot be edited.

Cancel Leave Requests

user may cancel their leave request as long as the status is initiated or approved,

View Supervised Leave

Allows users ability to view their staff’s detailed leave request information by clicking on

Role: For users with Leave Supervisor for Staff, District Manager or Admin role.

• Leave Request Details: includes the information entered on their leave

• Leave Request Daily Details: displays the week(s) inclusive of the leave request beginning and ending dates, the start and end time of the request, and the amount of leave requested. If the leave has been exported from ESS, the Exported box will be checked.

• Leave Request Approval Trail: Tracks the activity on the leave request, from original requester to final approver. The ‘Note’ column on the grid will indicate the Group Chain the leave request is tied to.

View District Leave

Allows users the ability to view detailed leave requests for anyone in the district by clicking on

Role: For users with Substitute Coordinator, Substitute Coordinator Read-only, Leave Manager, District Manager or Admin role

• Leave Request Details: includes the information entered on their leave

• Leave Request Daily Details: displays the week(s) inclusive of the leave request beginning and ending dates, the start and end time of the request, and the amount of leave requested. If the leave has been exported from ESS, the Exported box will be checked.

• Leave Request Approval Trail: Tracks the activity on the leave request, from original requester to final approver. The ‘Note’ column on the grid will indicate the Group Chain the leave request is tied to.

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’.

Role: For users with Leave Manager, District Manager, or Admin role

Available approved leave requests are displayed in the grid (example below)

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 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 will be provided with two export methods:

• CSV File: All filtered leave appearing in 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 -

Once leave is exported, the status of the leave requests will change from ‘Approved’ to ‘Exported’ and the 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.

More Information on Leave Requests

AESOP Integration

If the leave request originated from Absence Management (AESOP), the AESOP Origin, AESOP Absence Instance ID and AESOP Configuration Number will be displayed below the Supervisor information on the Leave Request Details screen.