Using & Reporting Leave
Proper Procedures for Using and Reporting Leave
Supervisors and eligible staff employees are expected to abide by the leave policies outlined in the NDUS Human Resource Policy Manual:
- Annual Leave Policy NDUS HR Policy 6
- Sick Leave Policy NDUS HR Policy 7
- Other Paid Leave Policy NDUS HR Policy 20
In addition, staff employees and supervisors are responsible for:
- Submitting and approving all leave in a timely basis - no later than two business days following the end of the pay period, in which the leave was taken,
- Ensuring that requested and approved leave does not exceed available balances - unless approved in advance by the supervisor up to a maximum of 40 hours, and
- All required work hours in each seven-day workweek are accounted for by paid hours worked, unpaid time or paid leave.
How to Report and Approve Leave
- Navigate to the Employee Self Service Homepage
- Select the "Time" tile
In the left nav, select "Manage Absence" - Under "Create a new Request", choose the start date of the leave and the end date of the leave
- In "Absence Name" choose the type of leave taken
- Click "Apply Absence"
If leave taken was a partial day click "Partial Day"
Partial Days
For absences of less than a full day, use this field to enter the number of hours
that you were absent.
The available values in the Partial Days field when the absence is calculated in days
include:
- All Days – Indicates that every day of absence is a partial day.
- None – Indicates that all days are full days at your regularly scheduled hours.
- Start Day Only – Indicates that every day of the absence with the exception of the first day was a full day off.
Check the total amount of hours under "Duration" before submitting to make sure they
are correct
When ready, click the black "Submit" button
All requested leave must be approved by the supervisor prior to taking the leave.
- Click on Approval Tile on MSS hompage to Approve submitted absence requests
- Click on check box below Absence Request to Approve multiple request at one time.
If you click on a absence request you will open the Absence Details page and can Approve, Deny or Pushback the request
Request History
Click Request History link to view the transaction history for this absence request.
Approver Comments
Enter any comments related to the approval action you take.
Approval Chain
- Click this item to open the Approval Chain page, where you can review information about all approvers for the transaction
- Choose either Deny, Approve or Push Back
- If you click the Deny button, the employee will be notified by email, and the absence
request will now appear in your denied status.
If you click the Push Back button, the employee will be notified via email and it will be removed from your list of pending approvals.
If you click the Approve button, the employee will be notified by email, and the absence will now be ready for processing.
Questions
For any additional questions, please contact the Payroll Office at 701.777.4226.