Submit an Absence When on Multiple Assignments, Secondments or as a Program Coordinator
Learn how to perform this action in the HRMS.
Steps
This knowledge article will show you how to create an absence record when on multiple assignments.
If you have a PC assignment, are seconded or have multiple assignments, please ensure you select this method to add your absence days. Failure to do so may result in more days that are being deducted.
1. Sign in to the HRMS using your single sign-on ID and password.
2. Click on ‘Time and Absence’.
3. Click on ‘Add Absence’.
4. Select absence ‘Type’ from the drop-down.
5. Click ‘Edit Entries’.
6. Click ‘Add’.
7. Click the calendar icon to select the absence date.
Note: For Full-Time Employees, Duration will default to Full day. Click on the dropdown to select Half day, if needed. For Non-Full Time Employees, the number of hours will update after selecting the assignment in the next step.
8. Click the ‘Business Title’ dropdown to select the correct assignment name.
Note: You must select the correct active business title against the absence type submission. If you have multiple assignments, select the Business Title for which you are entering the absence against. If you have multiple assignments with the same Business Title, you must provide additional information in the Comments and Attachment section below.
9. Confirm the total absence duration is correct, and click ‘OK’.
Note: For Full-Time Employees, confirm the total absence duration is 1 day. For Non-Full Time Employees, ensure the correct number of work hours are selected.
Note: If you need to submit another day for the leave, click ‘Add’ and repeat steps 7-9.
10. Select a ‘Reason’ (if applicable*) from the dropdown menu.
Note: Please make sure the total days of your leave is accurate before you submit your absence to your manager.
If you are an employee with multiple assignments who is submitting a Paid Absence Request and have multiple assignments with the same name, then you must add the following details in the ‘Comments and Attachments’ section before submitting this absence request.
Information to include:
1. Assignment #
2. Job details
3. Manager’s name
4. Department name
For more information, visit this KB article on how to view employment information.
Failure to include this information prior to submitting an absence request may delay the approval process.
11. Click ‘Submit’.
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.
Why are my Absence submissions showing up on my Time Card?
For Non-Full Time Employees, your paid and unpaid absence submissions are shown on your time card to inform you that you have an absence logged for a given day, in order to create awareness that you should not accidentally submit your time for that date, when submitting your time card. On the time card, saved absence entries now display in read-only mode. You can make changes to these entries by deleting them and reentering them on your time card or using Existing Absences. Paid leaves are visible as un-editable entries on your time card, and you can make changes to these entries by deleting them and re-entering using the existing Absence task. Unpaid leaves can be edited through the time card screen. Note – any changes to the unpaid absence submission from the time card screen will reflect the update in the HRMS Absence work area.
How do I get an Absence approval in the absence of my Manager?
Click here to learn how.