submitting a leave request click on this page or press the enter or page down key to continue press...

EMPLOYEE ACCESS SYSTEM

SUBMITTING A LEAVE REQUEST

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Reduces the cost and inefficiency of a paper process Provides employees access to their own up-to-date leave balance from any

computer with internet access Ensures that the leave balance that appears on your online pay stub is

correct Provides an electronic process for leave requests Archives all leave requests with the actual date the leave was taken

This document contains detailed instructions for employees to follow to enter leave requests into

this software.

In the spring of 2009, the Employee Access System was introduced to ECISD employees. All employees use this

software system to access their earnings/pay stub, W2 and leave balance information. A component of this system is

the Employee Leave Request. For ECISD and its employees, this software

Login to Employee Access

Point with your mouse to For Staff from the ECISD website Home pageA list of options will drop down from the For Staff tab

Click on Employee Access Website


If this is your first time to use Employee Access, click on Employee Access Instructions to read the instructions for Creating Your Employee Access Account


Once you have an Employee Access account, you may get to the Login screen at a later time by clicking on the Employee Access Website link


Key in your User ID and Password and click the Login button◦ If you have forgotten your User ID or Password, go back to the Employee Access Instructions and

follow the instructions for How to Retrieve or Reset Your Login Information (at the end)

Login to Employee AccessMain Login

Screen

Main Menu


Your name is displayed at the center of the top of the page Point to Leave Request with the mouse

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Main Menu

Submitting a Leave Request

The Leave Request options display to the right of the pointer Click on Entry

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Leave Request Entry


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Key in the code for the type of leave you are requestingo The cursor automatically advances to the next field if you key in directly o See the Leave Balances at the bottom or click on the Leave Code spyglass

Leave Request Entry



If you click on the spyglass to look up a code, click on the open

circle to the left of the code to select it

Leave Request Codes

04 – Vacation◦ Accrues September through June◦ May be requested if your balance on the date(s) it will be taken will

cover it (current balance is negative)

07 – Old State Leave◦ May be used just like New State Leave

08 – Loss of Pay◦ Used if you need to take leave but have none available when needed◦ Will dock your pay


Leave Request Codes

18 – Worker’s Comp◦ Not the same as Comp Time◦ Used for time off related to a Worker’s Compensation claim

20 – Comp Time Taken◦ Used to schedule comp time ◦ Does not post to Payroll◦ Actual Comp Taken is balanced in Kronos◦ Not necessary to balance a few minutes shortage at the end of a week◦ Check with your Supervisor



Click to access Calendar feature

System messages appear in red

Previous and Next buttons appear when there is additional data on a previous or next screen

Screen Functionality

Click on the red or green buttons to select codes or enter information

Leave Request Entry


Key in the date on which your leave will begin (From Date) and end (To Date) OR click on the calendar to look it up

o Enter numbers for the month, day, and yearo Do not include weekends unless your work schedule includes themo Enter date ranges that include half and full days on separate lines


Leave Request Entry


When you use the calendar, click on the date to select ito Select the appropriate month with the blue arrows or choose a month, enter the year and click Select


Leave Request Entry


Key in the time at which your leave will begin (From Time)o Enter numbers for hour (01-12) and minute (00-59)


Leave Request Entry


Key in either an “a” or a “p” to indicate A.M. or P.M. timeo Noon is 12:00 P.M. and midnight is 12:00 A.M.


Leave Request Entry


Or select A.M. or P.M. from the drop down list


Leave Request Entry


Press the Tab key to go to the next field (To Time) or click in the To Time field

Key in the time at which your leave will end (To Time)


Leave Request Entry


Key in the portion of a day you are requesting for each day inthe range you entered ( .5 = ½ day, 1 = a full day)

You may only use leave in half or full day increments – do not enter leave in hours Additional dates may be requested in the remaining four lines


Leave Request Entry


The computer will later calculate your Total Days across all the days you have entered between From Date and To Date


Leave Request Entry


If you are requesting leave for multiple days that are mixed full and half days, enter the half days on separate lines. This will prevent errors from occurring in the total days calculation.

When you have entered all you need, click on the Edit button.


Leave Request Entry Edit


If the values entered are acceptable, Total Days are calculated for each line and the screen is

changed Important: Check the Total Days on each line you

have entered and make sure they are what you wanted




Notice the message in red prompting you to enter a reason code You must enter a Reason/Category for each line entered




If you wish to change any Leave Code or any other information you have entered on this screen up until now, Click on the Change LV Code button to do it before entering any Reason/Category -- you may have to enter all Reason/Category values all over again



The message in red tells you to make any changes needed and click on the Edit button




Now click on the red button to select a Reason/Category




Click on the open circle to the left of one Reason Code to select ito We are not currently using Category Codes




Save your selection by clicking on the Close button




Click on the green button to enter Comments to explainthe reason for your leave




Key a short descriptive comment in the window provided

Click on the Close button to save your Comments Repeat this process for each Leave Request line

o Comments are optional unless required by your supervisor




Click on the red Notes button to display the note(s) that are attached to some Leave codes; click on the Close button to close it




When you are satisfied with your entries and have checked that Total Days are correct click on the Submit button




CONGRATULATIONS! You have completed your task!o Notice the message in red and the changes to your Leave Balances




If you wish to enter more requests, click the Clear button and begin again


Other Leave Request Options


If you wish to check the status of your requests or make corrections to them, click on the Menu button to go to the Main Menu


Main Menu

Checking Your Leave Requests

To check on the status of your leave request,point to Leave Request with the mouse and click on Pending

Pending Requests


Use the blue arrows to see requests that fill more than one screen

Pending Requests


The status of each request is in the Pending Approver columno Approved leave that has been taken remains in the display until a Payroll is processed

Pending Requests


Click on the red Detail button to display the Reason/Category

Pending Requests


Click on the green Comments button to display your comments

Corrections


If you wish to make corrections to a pending requestclick on the Menu button to go to the Main Menu

Main Menu

Correcting Leave Requests

Point to Leave Request with the mouse and click on Correction

Request Corrections


Click the open circle at the left of the line you wish to change

Request Corrections


The Make Correction and Delete buttons appear

Request Delete


If you wish to delete the request, click on the Delete button

Request Delete


Click the OK button if you are sure you want to delete the request Your supervisor will receive an e-mail that it has been deleted

o Click the Cancel button if you wish to keep the request in the system

Request Correction


If you want to make a change to a request, select it andclick on the Make Correction button

Request Correction


If you change your mind, click on the Return to Correction buttonto skip or cancel any changes you started making

Request Correction


Otherwise, make your changes and click on the Edit button

Request Correction


Check your Reason/Category and Comments to make surethey still apply to the change(s) you made

Request Correction


You can still cancel the changes you are making by clicking onthe Return to Correction button

Request Correction


Or you can make more changesby clicking on the Change LV Code button

Request Correction


If you have completed all the changes to this leave requestClick Submit

Request Correction


Click on the OK button to submit the changed request for approval

Request Correction


Notice the message in red – Return to Correction doesnot cancel your changes at this point

Request Correction


Click on the Return to Correction button to go back to thefull list of requests to make any other corrections

Request Correction


Or click on the Menu button to go back to the Main Menu

Request Correction


If you are finished with Employee Access for now you mayclick on the Log Off button to exit the system

Main Menu

Checking Leave Balances

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More Leave Balance details are available from the Main Menu

Main Menu


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Click on Leave Balances

Leave Balances


Outstanding includes requests not yet approved or notprocessed through Payroll

Leave Balances


Available Balance includes requests not yet approved or notprocessed through Payroll

Leave Balances


The NOTE in red does not apply to departments using theLeave Request system

Leave Balances


Then you will be able to see up to the last 18 months of leavetransactions

Leave Balances


Enter a From and a To date (month, day, and year) or leavethem blank and click the Retrieve button

Leave Balances


Leave you have taken shows as NOT PROCESSED untilthe Payroll is processed

Leave Balances


Leave that does not post to Payroll, for example, Civic Leave,shows as NOT POSTED-PAYROLL

Leave Balances


Click on the Menu button for additional Employee Access orclick on the Log Off button to exit the system

Sign In

Log Off Employee Access

The Sign In screen displays when you log off

EMPLOYEE ACCESS SYSTEM


Press both mouse buttons at the same time and hold to restart this presentation

Click on Employee Access Contact List for information about who to call

Questions

submitting a leave request click on this page or press the enter or page down key to continue press...

Documents

leave request entry

leave requests

leave request codes

leave balances

leave code spyglass

time john p doe slide

entry john p doe slide

date john p doe slide