How do I create an absence request on behalf of employee?
Once an employee has booked time off, Self-Service notifies you by email that the absence request needs to be approved. But if an employee is unable to do so, you can create an Absence Request on their behalf. It is automatically approved if you are the sole manager, otherwise, the request must go through tiered approval. The submitted or cancelled requests that come through the Sickness and Absence module must be approved in order to keep track of an employee’s history of absences.
You can create an Absence Request in either Approval, Calendar or Team calendar.
Navigate to the Managing Sickness & Absence page, by clicking the Sickness Approvals menu option under Management.
Click the Add Request button or click a cell in the calendar. The Add Request form appears.
Select the Absence Type from the drop down list.
Select the Start Date and time period.
Select the End Date and time period. The days are automatically calculated.
Enter the date management was First Notified of the absence.
Enter the date the employee returned to work, if applicable.
Enter any relevant notes.
Select the desired option(s).
Enter the Medically Certified Until date, if necessary.
Select the Absence Reason.
Click the Approve button. The Confirm button appears.
Click the Confirm button. The following changes have occurred.
The request is approved automatically.
The request's status in Approvals is now Approved Booking.
The date(s) in the Calendar is now colour-coded as a request.
The date(s) under the employee’s name in the Team calendar is now colour-coded as Approved Booking.
The employee's Calendar and Team calendar are updated accordingly.
How do I update an employee's absence request?
After a request is submitted by an employee, you may want to change its details. For example, if the employee extends or cuts short their sick days.
You can update an Absence Request in either the Approvals, Calendar or Team calendar views.
Navigate to the Manage Sickness page, by clicking the Sickness Approvals menu option under Management.
Click the desired Absence Request. The Absence Request form appears.
Make the necessary changes.
Click the ReSubmit button.
Click the Confirm button. The following changes occur:
The date(s) in under the employee’s name in the Approvals, Calendar and Team calendar views now reflect the updates.
The date(s) in the employee's Calendar and Team calendar views is automatically updated to reflect the changes.
How do I delete an employee's absence request?
From time-to-time, you may want to delete an employee’s approved or rejected request within Self-Service if the absence record is no longer needed.
You can delete an Absence Request in either Approval, Calendar or Team calendar.
Navigate to the Manage Sickness page, by clicking the Sickness Approvals menu option under Management.
From the Employee drop-down list, select the desired employee. The associated Absence Request records appear.
Double-click the desired request. The Edit Sickness Record form appears.
Click the Delete button.
Click the Confirm button. The following changes have occurred.
The request is deleted automatically from the Approvals list.
The date(s) in Calendar and Team calendar is now cleared of the request.
The request is deleted from the employee’s Calendar and Team calendar.
How do I approve an absence cancellation request?
Depending on how your system is configured, once an employee submits an absence request, Self-Service notifies you by email that the request needs to be approved.
But if you create your own Absence Request or a request on behalf of an employee, it is automatically approved if you are the sole manager. Otherwise the request must go through tiered approval.
Any submitted or cancelled requests that come through the Sickness & Absence module must be approved in order to keep track of an employee’s history of absences. Although you can approve/reject a request in Approvals, Calendar or Team calendar, if you have several requests to approve, you can do so quickly.
Navigate to the Managing Sickness page, by clicking the Sickness Approval menu option under Management.
Highlight the desired Absence Request in Approvals.
Click the desired check box in the Approve/Reject column.
Click the Submit Requests button.
The request record for each absence in the Approvals view has changed to Approved Booking.
The Calendar and Team calendar are updated accordingly.
The date in the employee's Calendar and Team calendar is now colour coded to reflect the status: Approved Booking.
How do I sign off the contents of a return-to-work declaration?
Return-to-Work (RtW) declarations are required for specific categories of absence that are fully approved and have a Return to Work date set. The absence categories requiring a RtW declaration are configured in your system and are normally for Sickness. Once an employee has submitted a declaration within Self-Service, you as their manager, will receive an email stating that a declaration has been submitted to you. You need to then sign-off the contents.
Within the Declarations view, you can keep track of the following:
who has submitted a RtW declaration.
whose RtW declaration has been signed-off.
who still needs to create and submit a RtWdeclaration.
The employee must submit a declaration for this sickness before it can be signed-off
To review and sign off a declaration
Navigate to the Managing Sickness page, by clicking the Sickness Approvals menu option under Management.
Go to the Declarations view by clicking the Declarations button. The list of declarations are displayed, including whose have been signed off.
Filter the list by the desired employee, if necessary.
Open the desired declaration with the status "Submitted".
In the employee's Return to Work Declaration form, review the declaration.
Click the Sign-Off button. The declaration now has the status: Signed Off.