Submit an Absence Request 

Learn how to perform this action in the HRMS.

An Oracle Guided Learning (OGL) flow exists for this lesson. To learn this lesson within the system, follow the steps below:

1. Log into HRMS and click on the blue Guided Learning (GL) tab, located on the right.

2. In the GL search box, type “Create an Absence Record (Employee)”.

For detailed information regarding this lesson, please review the steps below which outline the guided learning steps plus additional information.

Steps

This knowledge article will show you how to submit an absence request through HRMS.

1. Sign into Employee Direct Access (EDA) using your single sign-on ID and password.

2. Click on ‘Time and Absence’. 

3. Click on ‘Actions’,  located on the right side of the window.

4. Click on ‘Maintain Absence Records’. 

5. Click on ‘+Add’. 

6. Click on drop-down ‘Type’ and select the appropriate absence type.

7. Select ‘Absence Type’ from the drop-down (e.g. Vacation Leave, Sick/STD Leave, Unpaid Leave, Paid Leave)

Note: Depending on the Absence Type selected, a ‘Reason’ may need to be included. Sample reasons for a sick leave may include “Care for immediate family,” and “Personal Illness or Injury” 

8. Select ‘Start Date’. 

Note: Absences can be past, present or future dated. 

9. Select ‘End Date’. 

10. Select ‘Start Date Duration’. 

Note: Half or full day must be selected from the drop-down. 

11. Select ‘End Date Duration’  

Note: Half or full day must be selected from the drop-down 

12. Confirm duration is accurate under ‘Date Duration’. 

13. Add ‘Reason’. 

Note: Only particular leaves require reasons. Enter comments as needed. 

14. Click ‘Submit’. 

15. Click ‘OK’. 

Note: Advanced Mode should be used for employees with multiple jobs or assignments on a secondment or as a program coordinator. Range of dates or weekly recurring absences can be added in Advanced Mode. Half or full day duration based on job or assignment ID can also be selected here. 

Click here to learn how to use Advanced Mode. 

Frequently Asked Questions

Do I have to send an email to my manager and then log into HRMS to record a sick day?

We advise to continue with the current practice for letting your manager know that you are taking a sick day before recording it in HRMS. For Non Full-time instructors, the absence will be recorded on their behalf. Delegates and Managers have the ability to record absences, like sick days, on behalf of the non full-time employee. Other employees have the ability to log into the system and record their own absences for themselves.

Faculty typically call in to the receptionist for absences. How will the system accommodate for the need to set up replacement teachers?

Any current departmental practices which have been put in place for ensuring the setup of replacement staff should continue. In addition, the staff member is now expected to submit the absence on HRMS.

Do the options in the drop down menu change based on absence type?

Yes, depending on what type of leave you select, there are different options for Reasons. For example, Paid Leave has various Reasons such as Jury Duty, Bereavement, and Religious Holidays while Sick only has Personal Illness or Injury and Care for Immediate Family. 

Does it matter if you future or back-date an absence?

Best practice would be to enter absences ahead of time or on time, but the system will pay retro.

If you save and close but forget to submit the absence, will you get a reminder?

No. We recommend not using ‘save and close’, due to the fact that it is easy to forget and the absence will not be processed.

Is absence entry for admin and support or academic as well?

Entering an absence is for anyone who does not use time cards.

Are we recording absences for part-time support here in absence or on the time card?

You will use time cards for part time support employees to record their unpaid absences, but employees should request paid leaves via the absence work area. 

Click here to view how part-time support employees record absences on HRMS.

Will the system stop employees from entering a leave if they no longer have a balance?

If an employee does not have a vacation balance, they cannot submit a vacation request. The system will prompt a warning that there is no balance to withdraw from. For sick, the employee can still submit a leave. The system allows for submission after sick bank is exhausted as they are eligible for a reduced pay percentage. 

Can I see how many sick or vacation days I have in my bank?

Sick and vacation balances and accruals can be viewed in the ‘Absence’ Work Area. 

Note: From August 5, vacation and sick balances will not be available for viewing until June and July absence information is updated in HRMS by HR. Up to date vacation and sick plan balances will be viewable by the end of September 2019.