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User Guide GDA Employee V2(13.12.2016) PAGE 2
Table of Contents
1. Types of absences covered by the GDA application ....................................................................................... page 3
1.1 Absences/ time off without salary reduction ..................................................................................... page 3
1.2 Absences/ time off with salary reduction .......................................................................................... page 4
2. Connecting to the application ........................................................................................................................ page 4
3. Application welcome page .............................................................................................................................. page 5
3.1 “Vacation” and “Overtime / Comp time” balance ............................................................................. page 5
4. Create or modify an absence .......................................................................................................................... page 6
4.1 Cancel an absence notification ............................................................................................................ page 8
4.2 Notification of a refused absence ....................................................................................................... page 8
5. Display the list of absence notifications .......................................................................................................... page 9
5.1 Filter the list of absence notifications ................................................................................................. page 10
5.2 Examine an absence notification ......................................................................................................... page 10
5.3 Modify an absence notification ........................................................................................................... page 11
5.4 The different statuses of an absence notification ............................................................................... page 11
6. Display the absence calendar .......................................................................................................................... page 12
6.1 Explanation of colors used .................................................................................................................. page 12
6.2 Different views of calendar lists .......................................................................................................... page 13
6.3 Select the timescale for the view ........................................................................................................ page 15
6.4 The different calendar functions ......................................................................................................... page 15
6.5 View absences in the Outlook calendar .............................................................................................. page 16
User Guide GDA Employee V2(13.12.2016) PAGE 3
1 Types of absences covered by the GDA application
As an employee of the University of Geneva, you can report your absences via the “Gestion des absences” (GDA) application found on the University’s online portal.
All employees can use the GDA application to report absences of the following types:
Absences/ time off without salary reduction
Professional absences
Training
Various types of absences/ time off (without salary reduction)
Union leave—max. 5 business days per year
Official summons
Military service, civil defense
Special leave
Death of spouse/ registered partner, father, mother, or child— 5 days
Death of grandparent or grandchild—3 days
Death of father or mother of spouse / registered partner—2 days
Death of uncle/aunt or niece/nephew of employee; death of grandparent or grandchild of employee’s spouse/registered partner – 1 day
Death of sibling, brother-in-law/sister-in-law, or son-in-law/daughter-in-law – 2 days
Death of a friend who is not a relative – 0.5 to 1 business day
Moving – 2 days (once per year)
Wedding of a child of the employee or the employee’s spouse – 1 day
Wedding or civil union of the employee – 5 days
Illness of a member of the employee’s household (without salary reduction)
Birth or adoption of a child – employee – 10 days
1.1
User Guide GDA Employee V2(13.12.2016) PAGE 4
Please note:
if you wish to report an absence related to an illness, and accident, or childbirth, please contact your Faculty / Subdivision Absence manager .
1.1 Absences/ time off without salary reduction (continued)
Overtime / Comp time
Overtime – Nursing
Overtime – Extra pay
Overtime / Comp time totals
Reclaiming Overtime / Comp time
Vacation
Absences / time off with salary reduction
Illness of a friend not in the employee’s household (with salary reduction)
Connecting to the application
The absence management application is accessible on the University’s online portal, at the following address: https://portail.unige.ch
For security reasons and to protect confidentiality,
ISIS authentification is required to access the online portal
1.2
2
User Guide GDA Employee V2(13.12.2016) PAGE 5
Once you have logged on to the portal, click on the “Mon UNIGE” tab. This tab provides each UNIGE employee with access to a wide array of HR information.
The “gestion des absences” (absence management) application is found under this tab
Application welcome page
The welcome page for the
“gestion des absences” application
for employees has a number of sections:
Balances: “Vacation” and “Overtime / Comp time”
The screen shows the simulated “Vacation” and “Overtime / Comp time” balances for the current year.
These balances reflect the figures validated by hierarchical superiors (and the human resources division for Accident-Illness), minus requests that have been sub-mitted but not yet validated, as recorded in the electronic records.
The “Vacation” balance is divided into two parts: “balance from previous years” and “current year” vacation. Please note that vacation balance from previous years is debited in priority, before that from the current year.
1.1
3
2
3.1
User Guide GDA Employee V2(13.12.2016) PAGE 6
Create or modify an absence
To create a new absence notification, click on
then select the reason for the absence. The form for the selected absence type will then open automatically.
Once the form is open, you can edit the reason for the absence using the “groupe d’absence” (“absence group”) and “type d’absence” (“absence type”) fields.
1.1
4
User Guide GDA Employee V2(13.12.2016) PAGE 7
The dynamic form adapts to the reason given for the absence. The question mark to the right of the fields (in red below) provides additional information on the field to be filled out. Please note that by default you will be listed as working full time (100% FTE). To attach documentation, please use the pdf format.
Additionally, it is important to click on
Before clicking on
It is possible to save your draft and leave the incomplete absence--you can come back to it later to modify it. At this point, you can also
Your request
After submission, you will also receive a pop-up message that will con-firm that your absence has been successfully saved.
2
User Guide GDA Employee V2(13.12.2016) PAGE 8
Cancel an absence notification
Si vous souhaitez annuler un avis d’absence, merci de bien vou-loir adresser votre demande à votre Gestionnaire d’absence. Une fois l’annonce en question annulée, vous recevrez un email de confirmation.
Notification of a « refused » absence
When you submit an absence request and it is refused by one or more designated approvers, you may modify your request and resubmit it.
You can either use the link received by email or log in via the online portal.
Simply click on “Edition” (“Edit”) and then make changes as required.
4.1
4.2
User Guide GDA Employee V2(13.12.2016) PAGE 9
Display the list of absence notifications
As an employee, you can view your absence notifications at any time, regardless of their status (draft, submitted, approved, or refused). To do so, simply select the tab “Accueil collaborateur/trice” (“Employee welcome”).
5
User Guide GDA Employee V2(13.12.2016) PAGE 10
Filter the list of absence notifications
You can easily find an absence notification using the filters at the top of the table.
You can filter your absence notifications list by reference, by status, by the name of the person processing them, and type of absence.
To reset all filters, click on
View an absence notification
Click on the icon to display the absence notification (read only).
When the notification is open, you will find two tabs: “Détails” (“Details”) and “Historique” (“History”). Under these tabs you can see details of the different steps through which the request has passed.
5.1
2
5.2
User Guide GDA Employee V2(13.12.2016) PAGE 11
Modify an absence notification
Click on this icon to change the absence notification and resubmit it (only possible for notifications with the status “Brouillon” (“Draft”) or
“Refusé” (“Refused”).
Click on this icon to delete the absence notification (only possible for notifications with the status “Brouillon” (“Draft”) or “Refusé” (“Refused”).
The different « statuses » of an absence notification
The “status” of your absence request indicates its current stage. There are five different statuses:
Brouillon(“Draft”) The request is being entered and recorded in the system. At this stage, no information has been sent to the approver(s). The absence notification is only visible to its creator. You can thus make changes to your request. Soumis (“Submitted”) The request has been recorded and submitted to the approval process. At this stage, you can no longer make changes to your request.
If you must make a modification, please contact your Absence manager.
Soumis RH Preliminary approval has been requested. Your request is now waiting for approval from your HR Manager responsible for this type of absence.
« Submitted RH »
Validé (“Approved”) The request has been approved and its processing is complete.
5.3
5.4
User Guide GDA Employee V2(13.12.2016) PAGE 12
Display the absence calendar
The application offers a calendar view which displays, for a given structure, reported absences awaiting approval (cross-hatched) and approved (solid color). Em-ployees see their own absence groups sorted by color. Employees are listed in alphabetical order.
Color key
Key for the colors used in the calendar view:
6
6.1
It is not possible to view absence groups by color
unless the employee in question has given you approval in
advance to view his/her absence groups (*see point 7.4).
This authorization must at minimum be granted to hierarchi-
cal superiors.
User Guide GDA Employee V2(13.12.2016) PAGE 13
Different views of calendar lists
You can select different types of lists:
by “Structure”, “Group”, or “Person”.
« Structure »
Choosing this option shows the structure to which you belong by default.
To change structures, click on the arrow on the right.
You can then either type the name of the structure you wish to see in the field,
or else display the “arbre des structures” (“structure tree”) by clicking on the arrow
on the left.
6.2
User Guide GDA Employee V2(13.12.2016) PAGE 14
« Group »
This option allows you to select an existing group (that you created earlier) or to create a new group. To create a new group, click on the icon
and enter a name for the new group.
You can then enter group members by typing a name in the field and then clicking on to add this person.
The “pencil” button allows you to change an existing group and the “trashcan” deletes the group.
« Person »
This option allows you to display absences for a specific person in your subdivision.
User Guide GDA Employee V2(13.12.2016) PAGE 15
Select the timescale for the view
Starting from a defined date, you can define the timescale for which you wish to view absences of employees in your structure: Day, Week, Month, Quarter,
Semester, or Year.
The different calendar functions
To skip from week to week or from month to month….
To return to your original selection (start over)
Calendar to more easily select the month you wish to display
The printer lets you print what is shown on your screen
Tool that allows others to view absence groups (special leave, training, vacation, illness / accident…)
6.3
6.4
Fonction « Paramètres »
Saisir le nom de sa hiérarchie et valider via le bouton ad hoc
User Guide GDA Employee V2(13.12.2016) PAGE 16
To return to the Calendar page, click on
At any time, you can also remove employees from your list of those authorized to view your reasons for absence by using the icon
located to the left of the names
View absences in the Outlook calendar
In addition to the calendar view, each approved absence will generate an entry in your personal institutional calendar in Outlook. This allows those with access to your
calendar to view your absence from the office.
Please note: for reasons of confidentiality, entries in Outlook only show absence dates, never the reason for the absences.
6.5
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