LEAVE INFORMATION SYSTEM THROUGH EMPLOYEE DOCUMENTATION

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1 LEAVE INFORMATION SYSTEM THROUGH EMPLOYEE DOCUMENTATION A leave tracking system has been developed by Computing Services and Human Resources through the same site used to access for Pay Statements, T-4 s, and Salary of Record. This system enables an employee to input time off and bank overtime/plus time. Employees and managers will be able to see leave balance for vacation, overtime and plus time and total usage balance for other leaves. You will also be able to view the detail that makes up the balance of each leave. The use of the Leave Information System does not replace conversations between employees and managers when requesting time off or informing your manager of appointments that require you to be away from work. Once employees and managers have logged into Employee section of the system you will see a menu heading "Leave Plans. Employees will access the following pages: Managers will access the following pages: Leave Plan Summary Vacation Leave Request Other Leave Request Banking Overtime/Plus Time Managers Pending Approval List Manager s Leave Summary by Employee Manager-Employee Leave by Date Range

2 LEAVE PLAN SUMMARY The Leave Plan Summary screen shows you the leave plans and balances for each plan you have assigned to you as well as any pending requests waiting for your manager to act on. You can view the details of each leave by clicking on the leave plan name highlighted in blue, showing you the accruals and days/hours taken. See below for vacation and medical appointments.

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5 VACATION LEAVE REQUEST The vacation year runs from July 1 st to June 30 th of each year. In most cases, vacation is accrued in one vacation year for use during the following vacation year. Early in July your vacation accrual will be added to your leave balance. When you take days off as vacation leave you will enter the day(s) in the system by clicking on the menu item Vacation Leave Request. You will see your current year balance and any vacation approved for the next vacation year. If you enter vacation leave for the current year it will reduce the current balance, if you enter vacation leave for the next vacation year (eg after June 30) the total will show under approved for next year. Complete the following fields: - Request Begin Date Enter the start date of your vacation. If you are taking one day off the begin date and end date would be the same. If you are taking multiple consecutive days off enter the first day off in begin date and the last day off in end date. If the days are not consecutive you must enter one entry for each consecutive period. For example if

6 you are taking Monday, Tuesday, Wednesday and Friday off, do one entry for Monday to Wednesday and one entry for Friday. - Request End Date Enter the end date of your vacation. If you are taking one day off the begin date and end date would be the same. If you are taking multiple consecutive days off enter the first day off in begin date and the last day off in end date. If the days are not consecutive you must enter one entry for each consecutive period. For example; if you are taking Monday, Tuesday, Wednesday and Friday off, do one entry for Monday to Wednesday and one entry for Friday. - Total Days Requested Enter the total number of days in half day increments. A morning or an afternoon would be.5 of a day, Monday and Tuesday would be 2 days, etc. - Reason for Request This is not a required field. After you have completed the information click on SUBMIT. You will receive confirmation that an will be sent to your manager. Your manager will review and take appropriate action; you will receive an advising you that the vacation has been approved or denied when completed by the manager. Vacation Notes - Vacation cannot be entered in a previous vacation year. For example you cannot enter vacation taken during June in July. You can enter vacation for the next vacation year. For example in June you can enter vacation for July. Once approved this will show in the field Vac Approved Next Year until July 1 st then it will show in the current balance. - Past input is limited to 60 days from date of entry but cannot go back past the beginning of the benefit year (July 1 st ). Ensure these are entered in a timely manner. - Vacation can only be carried over from one year to the next with VP Approval. A copy of this approval must be sent to Human Resources before June - If you are taking vacation over two benefit years (June into July) you will need to do two entries. For example if you take vacation from June 24 th to July 5 th 2013 you must do two entries; one for the period June 24 th to June 28 th for five days and one for the period July 2 nd to July 5 th for four days (July 1 st is a holiday).

7 OTHER LEAVE REQUEST This screen is used to input time off for all other leaves: Sick Leave, Time-off from Overtime Bank, Time-off from Plus Time Bank, Medical Appointments, Jury Duty, Bereavement Leave, Storm Leave, Personal Leave (paid), Union Leave and Unpaid Leave. The top of the screen will show leaves that are assigned to you with their current balances. Complete the following fields: - Leave Plan Click on the drop down menu to select the leave plan. - Request Begin Date Enter the start date of your leave. If you are taking hours off in one day the begin date and end date would be the same. If you are taking hours off in multiple consecutive days enter the first day off in begin date and the last day off in end

8 date. If the days are not consecutive you must enter one entry for each consecutive period. - Request End Date Enter the end date of your leave. If you are taking hours off in one day the begin date and end date would be the same. If you are taking hours off in multiple consecutive days enter the first day off in begin date and the last day off in end date. If the days are not consecutive you must enter one entry for each consecutive period. - Total Hours Requested Enter the total number of hours. For example three days would be 21 hours, etc. - Reason for Request This is a required field for Personal Leave. Other Leave Request Notes: - Dates must be within the same benefit year (July 1 to June 30). - Past input is limited to 60 days from date of entry but cannot go back past the beginning of the benefit year (July 1 st ). Ensure these are entered in a timely manner.

9 BANKING OVERTIME/PLUS TIME This screen is used to bank overtime/plus time hours that you have worked. Please note that overtime is at the request of your manager. The top of the screen will show overtime/plus time and their current balances if available to you. Complete the following fields: - Leave Plan Click on the drop down menu to select either overtime or plus time. - Date Worked Enter the date the overtime/plus time was worked. - Start Time Enter the start time of the overtime/plus time. - End Time Enter the end time for the overtime/plus time.

10 - Total Hours Worked Enter the total number of hours that you worked (or if a call in and you worked less than four enter four). - Rate From the dropdown menu select the appropriate rate multiplier. For example; overtime at time and half would be 1.5, double time would be 2, and straight time would be 1. - Total Banked Hours Multiply the hours worked by the rate, enter total hours to be banked. - Reason for OT/PT Enter the reason you were requested to work overtime. - Overtime/Plus Time Notes: - Plus time arrangements are available to CUPE 3433 employees only after the employee requests such and with agreement of the manager. Written notice of the plus time arrangement and the method to track the time must be sent to the Director of Human Resources and to the Union. - You must use the Other Leave Request screen to enter time off from your overtime/plus time balance. ADJUSTING ERRORS If you have entered a leave and it has been approved by your manager and for some reason you do not take the time off (Dr appointment cancelled, need to cancel vacation, etc) you must do a negative entry to offset the original leave request. This entry would be done in the same way a request entry is done. Duplicate the information from the original request but put a minus sign in front of the hours or days that you had requested. Your manager would then approve and you will see both entries in the detail records, your balance would be adjusted accordingly.

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