Submit an Absence When on Multiple Assignments, Secondments or as a Program Coordinator

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 “Submit an Absence Record When on Multiple Assignments (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 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 into Employee Direct Access (EDA) 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: Duration will default to Full day. Click on the dropdown to select Half day, if needed. 

8. Click the ‘Assignment’ dropdown to select the correct assignment name.

Note: You must select the correct active assignment against the absence type submission. For Example; 1) if you are a Program Coordinator, select your Professor assignment, 2) if you are a seconded assignment, then select that assignment; 3) if you have multiple assignments, select the assignment for which you are entering the absence against.

9. Confirm the total absence duration is 1 day, and click ‘OK’.

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.

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 un-paid absence subsmissions 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.

 

Paid leaves are visible as an un-editable entries on your time card, whereas, un-paid 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.