Adding a Leave Request

Step 1: Leave Reason

• Select the correct federal and state leave reason. If a federal or state leave reason is not applicable, you will need to select that option, as well. You can also select any additional programs that you may have added into the system.
• There are Notes sections throughout the program. This is for internal use only. You do have the capability to run a report on notes per employee.

Step 2: Eligibility

• Enter the date the request was submitted. You can backdate the leave request if necessary.
• Enter in the average number of hours the employee works per week.
• You will then be asked the 12-week requirement questions, along with the state and additional program requirement questions. If you answer "No" to any of the requirements, the system will flag it immediately, letting you know the employee doesn’t qualify based on the criteria. You can also track anyone who is denied leave.

Step 3: Entitlement

• This tab provides information on what the employee is eligible for under each leave program being tracked. If they have taken leave previously this year you will see exactly what is available as of the current date.

Step 4: Certification

• Select whether certification is required. If yes, the system will then prompt you to fill in dates and will have you select at least one item in the certification required box.
• Enter the main contact that documented the need for leave (i.e. healthcare provider). This is not a required field.
• Select whether recertification is required and, if applicable, include the frequency.

Step 5: Administrative

• Select applicable boxes for the health insurance and substitution of paid leave.
• The contact information will auto-fill from the Parameters section.
• Answer whether the employee is a key employee or not.

Step 6: Status

• The drop-down provides several status options, which can be changed at any time. (Reports can be run on Leave Status).
  • Open - You have started a request but have not approved it. It will allow you to select what additional information is still needed.
  • Approved/Open – Employee is using leave time
  • Approved/Closed – Employee has returned to work, exhausted leave, the employee was terminated, or certification not renewed.
  • Denied – Provide reason for denial

You can then choose to Finish the Leave Request, or you can Schedule Leave. (To Schedule Leavee at a later time, simply go into the specific Leave Request and select the Schedule Leave tab.)

Step 1: Enter dates to apply leave

• If applicable, Flag leave as Intermittent. Then, select dates on the calendar.
• Or, select a date range for leave if the employee will be gone on a continuous basis (Modify dates on the calendar as necessary).

Tip: Quickly schedule leave for a Monday-Friday employee by selecting a Standard Work Schedule, which blocks weekends, entering the start and end date in the date range fields, and then apply to Calendar.

When finished, click Continue.

Step 2: Enter amount of time for each day

• Enter the amount of time the employee was gone for each date. If the amount of time for each date is the same, enter that number in the top box and hit Calculate to apply the same number of hours into each box giving you a running total of availability.
• If the time is different each day you can click in each box to enter the time. The program will track down to the minute for you.

When you are finished, select Generate Forms to go to the Forms section, which will allow you to print forms, or Save & Edit Later to save your work and return to the leave request list.

Set Up Email/Calendar Notifications

You can set up email notifications or calendar appointments to notify you of critical due dates. You can also manage custom dates and notifications.

Click the “edit” button next to the notification you would like to set up.

Check the “Send Notification” box. Then, choose how you would like to receive your notification.

Eligibility Notices

When viewing the leave request, select the Notifications tab. Select Edit in the Eligibility Notice box.

Choose a date for when the eligibility notice is due, and check the box to Send Notification for Eligibility Notice Due. This will expand for additional information to be entered. Enter where the notification should be sent and set the frequency in which the notifications are sent. Click Save.