Human Resources
Deakin University
4.3 |
4.3 LEAVE DATA |
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This area provides access to your leave details. You are able to view your Leave Balances and Leave Bookings. Full-time staff members (both Continuing and Fixed Term) are also to request leave via StaffConnect.
4.3.1 Current Job SelectionPrior to booking leave you must ensure that the correct job is displayed. Please refer to section 4.2.1 for further information on Current Job Selection.4.3.2 Leave RequestIMPORTANT – Part–time staff members must provide HRSD with their current work pattern to ensure that leave requests are calculated correctly. To submit or update your work pattern select the Work Pattern Notification option from the menu in StaffConnect or alternatively complete a hard copy Work Pattern Notification Form available on The Guide.Follow these steps to apply for leave: • Click on the Leave Data menu item. • Click on Leave Request from the sub-menu. The "Leave Request" screen will then be displayed as shown in Figure 31 below. 
Figure 31 – Leave Request screen The above screen will show information in four sections: • Leave Request – this displays any pending (unapproved)/rejected leave requests. • Leave Balances – this displays your leave balances for Long Service Leave, Recreation Leave, and Sick Leave (as calculated nightly). • Whole Day/Part Day Leave Booking – this takes you to a leave booking screen. • Future Leave Bookings – this displays any approved leave bookings for dates in the future. Future Leave Bookings will disappear from this list once the date has elapsed. Leave Requests within StaffConnect are divided into two categories: • Whole Day Leave Requests • Part Day Leave Requests 4.3.2.1 Whole Day Leave RequestsTo make a Whole Day leave request simply click on the Whole Day Leave Booking link on the Leave Request screen as shown in Figure 31.Clicking on this link will display the Whole Day Leave Request screen as shown in Figure 32.  Figure 32 – Whole Day Leave Request screen Then simply enter the data into each of the fields as follows: Leave Code: Click on the down arrow at the end of the field and select the type of leave you wish to request. At this stage only certain leave types can be entered via StaffConnect, these are: – Compassionate Leave – Conference Leave – Flexi Time – Long Service Leave – Outside Study Program Leave – Recreation Leave – Sick Leave All other leave types must still be applied for via a hard copy leave request form and forwarded to HRSD for processing. Start Date: Enter the date that your leave is to start into the Start Date field. You can use the pop up calendar at the end of the field to assist you or if entering manually, the date format for StaffConnect is: DD–MMM–YYYY eg. To enter 6 February 2005, it would be entered as: 06–FEB–2005. End Date: Enter the end date of the leave, or use the pop up calendar at the end of the field. Please note: The end date is the last day of your leave, not the day you are returning to work. Unit: Click on the down arrow at the end of the field and select Hours. Medical Cert.: Only use this field for Sick Leave requests. Click on the down arrow at the end of the field and select either "Yes" or "No". Sick Leave With a Medical Certificate Where a Sick Leave request has a Medical Certificate attached to it, you must give the certificate to your Approver/Supervisor for sighting/confirmation. Where the Approver/Supervisor approves the request he/she will then forward it to the Salary Services Team within the HRSD, for filing. Where a Sick Leave transaction is rejected, the Approver/Supervisor will return the medical certificate to the employee. Please Note: As Doctor's handwriting is notoriously difficult to read, please print onto the top of the medical certificate, the staff member's name in block letters and the staff member's Staff ID number. Sick Leave Without a Medical Certificate University Policy, allows you to take 6 days without a Medical Certificate in any Anniversary entitlement year. You are also able take 5 days Family Leave in any Anniversary entitlement year, which is deducted from your Sick Leave balance. Other Doc.: This can be used to alert the Approver/Supervisor, that there is other documentation to support the request. eg. For Conference Leave, you may need to send the Conference documentation to your Approver/Supervisor before they can approve the request. Reason: The reason codes are used to define the leave reason for Sick Leave and Compassionate Leave. Valid reason codes are: Sick Leave Normal Sick Leave Family Sick Leave Compassionate Leave All other codes shown in the list. Salary %: Not used by Deakin University. Leave it blank. Comments: Allows you to add any extra information about the leave request, which will be seen by the Approver/Supervisor. This field has a maximum of 70 characters (including spaces). Once you have entered all of the relevant details, click on the Add button located beneath the data fields. You will now receive a "Success" message as shown in Figure 33. Please Note: An e–mail will automatically be sent to your approver/supervisor advising them that you have submitted a transaction for approval. You will in due course, receive an e–mail from your approver/supervisor advising if the transaction has been approved or rejected. 
Figure 33 – Whole Day Leave Request confirmation message 4.3.2.2 How to Enter a Part Day Leave RequestTo make a Part Day leave request, follow these steps:• Click on the Part Day Leave Booking link on the Leave Request screen (as shown in Figure 31 above.) • Clicking on this link will display the Part Day Leave Request screen as shown in Figure 34 below.  Figure 34 – Part Day Leave Request screen • Simply enter the data into each of the fields as follows: Leave Code: Click on the down arrow at the end of the field and select the type of leave you wish to request. At this stage only certain leave types can be entered via StaffConnect, these are: – Compassionate Leave – Conference Leave – Flexi Time – Long Service Leave – Outside Study Program Leave – Recreation Leave – Sick Leave All other leave types must still be applied for via a hard copy leave request form and forwarded to HRSD for processing. Start Date: Enter the date that your leave is to start into the Start Date field. You can use the pop up calendar at the end of the field to assist you or if entering manually the date format for StaffConnect is: DD–MMM–YYYY eg. To enter 21 January 2005, it would be entered as: 21–JAN–2005. Hours: Enter the number of hours as a decimal.eg. 4 hours 30 minutes would be entered as 4.5, 2 hours 15 minutes would be entered as 2.25 Medical Cert.: Only use this field for Sick Leave requests. Click on the down arrow at the end of the field and select either Yes or No. Sick Leave With a Medical Certificate Where a Sick Leave request has a Medical Certificate attached to it, you must give the certificate to your Approver/Supervisor for sighting/confirmation. Where the Approver/Supervisor approves the request he/she will then forward it to the Salary Services Team within the HRSD, for filing. Where a Sick Leave transaction is rejected, the Approver/Supervisor will return the medical certificate to the employee. Please Note: As Doctor's handwriting is notoriously difficult to read, please print onto the top of the medical certificate, the staff member's name in block letters and the staff member's Staff ID number. Sick Leave Without a Medical Certificate University Policy, allows you to take 6 days without a Medical Certificate in any Anniversary entitlement year. You are also able take 5 days Family Leave in any Anniversary entitlement year, which is deducted from your Sick Leave balance. Other Doc.: This can be used to alert the Approver/Supervisor, that there is other documentation to support the request. eg. For Conference Leave, you may need to send the Conference documentation to your Approver/Supervisor before they can approve the request. Reason: The reason codes are used to define the leave reason for Sick Leave and Compassionate Leave. Valid reason codes are: Sick Leave Normal Sick Leave Family Sick Leave Compassionate Leave All other codes shown in the list. Salary %: Not used by Deakin University. Leave it blank. Comments: Allows you to add any extra information about the leave request, which will be seen by the Approver/Supervisor. • Once you have entered all of the relevant details, click on the Add button located beneath the data fields. You will receive a "success" message similar to that shown in Figure 33. Please Note: An e-mail will automatically be sent to your approver/supervisor advising them that you have submitted a transaction for approval. You will in due course, receive an e-mail from your approver/supervisor advising if the transaction has been approved or rejected. 4.3.3 Leave BalancesTo access your Leave Balance information, follow these steps:• Click on the Leave Data menu. • Click on the Leave Balances sub-menu item, which will provide you with your leave balances for Long Service Leave, Recreation Leave and Sick Leave, as shown in Figure 35 below. 
Figure 35 – Leave Balances Screen In addition to displaying leave balances as at the date of enquiry, you are also able to calculate leave balances at a future date. Click on the calendar icon to select your date, or you can enter the date manually in the format 31–DEC–2005, into the Enquiry Date field. Click on the Calculate Balances button again. Your balances for the three types of leave will then be displayed as at close of business on the date specified. This is particularly useful when planning Long Service Leave and Recreation Leave. Please note the following: a. All Leave Balances are shown in "days". b. All Leave Balances are displayed as full time equivalent (FTE). c. In relation to your Long Service Leave Balance, if you have not reached 10 years service, your Actual Balance will show as zero and the Pro-rata Balance will show what you have accrued to date. Please refer to the University's Staff Leave policy, located on The Guide, which can be accessed via the Leave Policies link on various leave and approval screens in StaffConnect (refer to section 4.3.7). d. All Leave Balances include future approved Leave Bookings. 4.3.4 Leave Booking EnquiryThis section allows you to view leave that has been booked and approved.• Click on the Leave Data menu. • Click on the Leave Booking Enquiry sub–menu item, • This will take you to the Leave Booking Enquiry selection screen where you can select the particular dates and type(s) of leave, as shown in Figure 36, below.  Figure 36 – Leave Booking Enquiry selection screen • Type in the selected date range in the oracle format (DD–MON–YYYY) or use the date icons to select dates from the pop up calendar. If you are not sure of the date ranges, delete the dates by highlighting the dates with the mouse and then press the 'delete' key on your keyboard. • Click the arrow on the Leave Code dialogue box to select a leave type that you wish to enquire upon or leave the field blank to select ALL leave booking types. • Do not enter anything into the Description field. • Click the Find button and the Leave Booking Enquiry display screen will appear as shown in Figure 37, below. 
Figure 37 – Leave Booking Enquiry display screen 4.3.4.1 Explanation of Display FieldsLeave data is displayed in a table format with the following fields:
4.3.4.2 Function ButtonsThe Leave Booking Enquiry display screen will show your Leave Bookings in a table format with the most recent records displayed first.A maximum of ten records (rows) will be contained in any table. Therefore, if you have more than ten records, there will be a further table(s) hidden from view that will contain your earlier records. Below the table that displays your Leave Booking details are six Function Buttons. These buttons will allow you to toggle between records as follows:
4.3.4.3 How to Reverse a Confirmed/Approved Leave BookingConfirmed/Approved Leave Bookings can be reversed by clicking on Leave Reversal from the Leave Data menu.Please Note: Confirmed/Approved leave bookings can only be reversed six months in arrears from the current date. Refer also to section 4.3.4 Leave Booking Enquiry Figure 37 shows the Leave Booking Enquiry display screen. Click on Reverse in the Action Column. The Leave Reversal screen will now be displayed as in Figure 38, as below. 
Figure 38 – Leave Reversal screen • Check the details of the leave booking, and if correct, click the Reverse button. You will be asked to confirm the deletion. Click OK. You will receive a Success message as in Figure 39, below. 
Figure 39 – Leave Reversal Success message 4.3.5 Leave Policies• Click on the Leave Data menu.The Deakin University Leave Policy link is available from the top of the following screens: Leave Request, Leave Balances, Leave Booking Enquiry, and Pending Transactions. If you are a Supervisor, this link will also appear on the Approve Transactions screen. • Click on the Deakin University Leave Policy link, and the Leave Policy Page will then be shown (from The Guide) as in Figure 40. If you have any questions in relation to Deakin University Leave Policies please contact your Payroll Adviser. 
Figure 40 – Deakin University Leave Policies |
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