User Guide for Atlas HR eservices - My Leave

Transcription

1 User Guide for Atlas HR eservices - My Leave This guide is for training in the HR eservices My Leave module. The HR eservices module is located in the Atlas HCM - the HR module in Atlas. This document covers training for staff members on how to apply for Annual Leave, Sick Leave, Maternity & Paternity Leave, Special Leave and Home Leave. For supervisors there is a section on how to approve leave, and for HR there is a section on how to approve the leave types that require HR approval. In addition it includes a section particular for Leave Monitors and there is a FAQ available. Training is available in OnDemand My Leave. Contents 1. Enter the name of your Supervisor, HR Focal Point and Leave Monitor Make an Annual Leave request Make a Paternity Leave request Make a Sick Leave request Make a Maternity Leave request Make a Home Leave request Make a Special Leave request Common Absence Features a. Save an Absence Request b. View Monthly Schedule (Holiday and Weekend schedule) c. View Absence Request History d. View Absence Balances e. Edit an Absence Request Approve an Absence Request a. Approve an Absence Request (as a Supervisor) b. Approve a Maternity Leave Request (as HR Focal Point) d. Approve a Home Leave Request (as HR Focal Point) e. Approve a SLWOP Leave Request (as HR Focal Point) Monitoring Leave (for Leave Monitors) a. The role of the Leave Monitor b. Create an Absence Report c. Check if a staff member s leave balance was processed d. Use a query to investigate if your office have approved leave that was not processed Page 1

2 1. Enter the name of your Supervisor, HR Focal Point and Leave Monitor For all leave types, the first step you have to do is to fill in the name of your Supervisor, HR Focal Point and Leave Monitor. You only need to do this once. Once you filled in the names, it will be saved for the next time you want to apply for leave. If needed, you can edit it at any time. Note on HR Focal Point: If you are International Staff your HR Focal Point will be someone from the OHR/Benefits & Entitlements Services or OHR/JPO Service Centre in Copenhagen. If you are international staff you can check here who is your HR Focal Point. o There is one exception for Home Leave. If you are international staff in a country office and applying for Home Leave then you have to change the HR Focal Point name to someone from your local HR office. Administration of Home Leave is decentralized to the individual country office. If you are international staff in a HQ location your HR Focal Point will remain to be someone from Benefits & Entitlements Services. If you are Local Staff then the HR Focal Point will be someone from your local HR office. If in doubt, please ask your local HR office. a. log into Atlas HCM (the HR module in Atlas) and click the folder eservices Page 2

3 b. Click the folder My Leave, and the sub menu My Leave c. Fill in the names (first name and last name) of the HR Focal Point, Leave Monitor, and Supervisor in the box Approver User List d. If the names cannot be located then use the search function by clicking the search symbol. You can add up to 3 supervisors if applicable or you can add the name of the person who will approve leave if your current supervisor is away from the office. Click the + sign to add a supervisor. Page 3

4 When you click the search symbol you can locate a person by different criteria. In this example the Last Name is used. Once the Last Name is entered click Look Up and a list of names will appear to select from. e. Once you have filled in the names, click Save NOTE!! IT IS VERY IMPORTANT YOU SAVE THIS INFORMATION BEFORE CONTINUING. Page 4

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6 2. Make an Annual Leave request a. log into Atlas HCM (the HR module in Atlas) and click the folder eservices b. Click the folder My Leave, and the sub menu My Leave c. If you have not already done so, please fill in the names of the HR Associate, Leave Monitor, and Supervisor in the box Approver User List. This is explained in more detail in this document in the section 1. Enter the name of your Supervisor, HR Focal Point and Leave Monitor. Note! It is important that this information is entered and saved before applying for leave. Page 6

7 d. Click the icon for Annual Leave e. Enter the Start Date and End Date. Please note that the Start Date or End Date cannot be on a weekend or an official holiday. Page 7

8 f. If applicable click Yes for Half Days. Select Half Days Options as applicable. Note that the half days will not indicate if taken in the morning (AM) or in the afternoon (PM). If needed then use the comment field for this. Page 8

9 g. Click Calculate Duration and it will calculate the number of Annual Leave days. h. Select Supervisor. The names available will be the names you specified in the previous page when filling in the Approver User List. i. Add attachment(s) if applicable. For Annual Leave it is typically not required to add any attachment. j. Add any relevant comments. Example: Relevant information could be information on any backstopping arrangements while you are on leave. k. Click Submit to submit the request to your supervisor or click Save for Later if you want to save the leave request for later submission. l. You will receive an on-screen message that the absence was successfully submitted. Click OK Page 9

10 Note: If you do not receive this message and you do not receive an confirming the submission of your leave request, it was not submitted correctly for some reason. Please try to submit it again. If this does not work please contact m. Once you click OK you will receive a confirmation . This is to confirm that the leave request has been submitted correctly. See example below. n. At the same time an is forwarded to the Supervisor for approval. See example below. o. Once the Supervisor has approved the Annual Leave in Atlas eservices you will receive an notification the leave has been approved, and the status of the Annual Leave will change from Submitted to Approved. At the same time the Leave Monitor will be copied on this . Page 10

11 p. Your Annual Leave balance will be updated with the approved leave request, once payroll is calculated. This takes place in the end of the month, and your new balance will appear on your pay slip. You can read more on how to view your leave balance in the section View Your Balance in this document. Page 11

12 3. Make a Paternity Leave request a. log into Atlas HCM (the HR module in Atlas) and click the folder eservices b. Click the folder My Leave, and the sub menu My Leave c. If you have not already done so, please fill in the names of the HR Focal Point, Leave Monitor, and Supervisor in the box Approver User List. This is explained in more detail in this document in the section 1. Enter the name of your Supervisor, HR Focal Point and Leave Monitor. Note! It is important that this information is entered and saved before applying for leave. Page 12

13 d. Click the icon for Paternity Leave e. Enter the Start Date. Note that the End Date will default to 28 days later and holidays are not considered. Amend the End Date if applicable. For Paternity Leave it is possible to take less than 28 days or divide the 28 day period into two periods. Note that for Paternity Leave it is not possible to select Half Days. Paternity Leave days is not deducted from Annual Leave. Page 13

14 f. Click Calculate Duration. Note it will default to 28 days unless you change the End Date. Holiday schedule will not affect the calculation. g. Select Supervisor h. Click Add Attachment to upload relevant and required documentation. Required documentation for a Paternity Leave would be a birth certificate for the newborn child. i. Click Browse, locate the document you want to upload and click Upload Page 14

15 j. The uploaded document(s) will now appear in the list. Fill in comments as applicable. k. Click Submit to submit Paternity Leave for approval. l. You will receive a message that the absence was successfully submitted. Click OK Note: If you do not receive this message and you do not receive an confirming the submission of your leave request, it was not submitted correctly for some reason. Please try to submit it again. If this does not work please contact [email protected]. m. Notifications: 1. Once you submitted the leave request you will receive an that the leave has been submitted. 2. At the same time an is forwarded to your supervisor for approval. 3. Once approved by your supervisor, an is forwarded to the HR Focal Point for final approval of eligibility for Paternity Leave and confirmation that required documentation has been received. 4. When approved by the HR Focal Point you and the Leave Monitor will receive confirmation. Page 15

16 4. Make a Sick Leave request a. log into Atlas HCM (the HR module in Atlas) and click the folder eservices b. Click the folder My Leave, and the sub menu My Leave c. If you have not already done so, please fill in the names of the HR Focal Point, Leave Monitor, and Supervisor in the box Approver User List. This is explained in more detail in this document in the section 1. Enter the name of your Supervisor, HR Focal Point and Leave Monitor. Note! It is important that this information is entered and saved before applying for leave. Page 16

17 d. Click the icon for Sick Leave e. Select in the dropdown Filter by Type if it is Certified Sick Leave or Uncertified Sick Leave Note: for Uncertified Sick Leave less than 3 days there is no supervisor approval. If you select more than 3 days as uncertified sick leave, an error message occur and the absence cannot be requested. Page 17

18 f. Select in the dropdown Absence Name the applicable leave For Uncertified Sick Leave the Absence Names can be Family Leave or Uncertified Sick Leave For Certified Sick Leave there is only the Certified Sick Leave Option. g. Select in the dropdown Reason the specific leave type For Uncertified Sick Leave the Reason Names can be Family Emergency and Uncertified Sick Leave For Certified Sick Leave you can only select Certified Sick Leave Page 18

19 h. Select the Start Date and End Date (Half Days are possible) and click Calculate Duration Note: In case of certified sick leave beyond 20 days, medical reports must be submitted to the medical services. If you select more than 3 days as uncertified sick leave, an error message occur and the absence cannot be requested. i. Click Add Attachment to upload relevant and required documentation if applicable. Required documentation for Certified Sick Leave will be a Doctor s certificate. If you do not have the certification at the time of requesting the Certified Sick Leave, a medical certification should be submitted to your Leave Monitor upon return. j. Click Browse, locate the document you want to upload and click Upload k. The uploaded document(s) will now appear in the list. Fill in comments as applicable. Page 19

20 l. Click Submit to submit Sick Leave m. You will receive a message that the absence was successfully submitted. Click OK Note: If you do not receive this message and you do not receive an confirming the submission of your leave request, it was not submitted correctly for some reason. Please try to submit it again. If this does not work please contact [email protected]. n. Notifications for Sick Leave: Sick Leave (certified or uncertified) does not require approval from your supervisor. 1. Once you submitted the leave request you will receive an that the leave has been submitted. 2. At the same time an is forwarded to your Leave Monitor for confirmation. o. Notifications for Family Leave: Note: Family Leave is considered an uncertified sick leave, but even then it requires approval from your supervisor. The policy is that Family Leave should be planned when possible, but sometimes this is not possible. For this reason a Family Leave requires approval from your supervisor. 1. Once you submitted the sick leave request you will receive an that the leave has been submitted. 2. At the same time an is forwarded to your supervisor for approval. 3. Once approved by your supervisor, you and the Leave Monitor will receive confirmation. 5. Make a Maternity Leave request Page 20

21 a. log into Atlas HCM (the HR module in Atlas) and click the folder eservices b. Click the folder My Leave, and the sub menu My Leave c. If you have not already done so, please fill in the names of the HR Focal Point, Leave Monitor, and Supervisor in the box Approver User List. This is explained in more detail in this document in the section 1. Enter the name of your Supervisor, HR Focal Point and Leave Monitor. Note! It is important that this information is entered and saved before applying for leave. Page 21

22 f. Click the icon for Maternity Leave g. Fill in the Start Date. Note that the End Date will fill in with a date 16 weeks later. It is not possible to take more or less than 16 weeks and the Holiday schedule will not affect the calculation. Half Days Option is not available for Maternity Leave. Page 22

23 h. Click Calculate Duration. The calculation will default to 112 days. i. Select Supervisor j. Click Add Attachment to upload relevant and required documentation. Required documentation for a Maternity Leave will be a certificate from a licensed practitioner or midwife attesting the pregnancy and indicating the anticipated date of birth. k. Click Browse, locate the document you want to upload and click Upload Page 23

24 l. The uploaded document(s) will now appear in the list. Fill in comments as applicable. m. Click Submit to submit Maternity Leave for approval. n. You will receive a message that the absence was successfully submitted. Click OK Note: If you do not receive this message and you do not receive an confirming the submission of your leave request, it was not submitted correctly for some reason. Please try to submit it again. If this does not work please contact [email protected]. o. Notifications: 1. Once you submitted the Maternity Leave request you will receive an that the leave has been submitted. 2. At the same time an is forwarded to your supervisor for approval. 3. Once approved by your supervisor, an is forwarded to the HR Focal Point for final approval of Maternity Leave and confirmation that the required documentation has been received. 4. When approved by the HR Focal Point you and the Leave Monitor will receive confirmation of approval. Page 24

25 6. Make a Home Leave request a. log into Atlas HCM (the HR module in Atlas) and click the folder eservices b. Click the folder My Leave, and the sub menu My Leave c. If you have not already done so, please fill in the names of the HR Focal Point, Leave Monitor, and Supervisor in the box Approver User List. This is explained in more detail in this document in the section 1. Enter the name of your Supervisor, HR Focal Point and Leave Monitor. Note! It is important that this information is entered and saved before applying for leave. Page 25

26 f. Click the icon for Home Leave g. Note that for Home Leave the field Filter By Type will show Annual Leave and the Absence Name will show IP-Home Leave Take. The reason for this is that the Home Leave days are deducting your annual leave balance, except for travel time. Page 26

27 h. Fill in Start Date and End Date and click Calculate Duration. Note: Please enter the full period of the Home Leave including the travel time. The Leave Monitor will then adjust the Home Leave period with the travel time, so travel time is not deducted from your annual leave balance. i. Select Supervisor name Page 27

28 j. Add relevant or required attachment(s) if applicable and enter a comment if applicable. Very important note: Please note that this system is a leave request system. It is not a travel system, and payment for your travel is not part of this system. It is therefore important in addition to entering your Home Leave in this system that you also fill in the paper form Request for Home Leave with your itinerary and give it to your HR Focal Point for processing of the payment. For HQ locations your HR Focal Point will be OHR/Benefits & Entitlement Services (BES) in Copenhagen. If you attach the Request for Home Leave form in this system, BES can also process the payment. For Country Office locations, make sure that your local HR Office receives the Request for Home Leave form for processing of your payment. j. Click Submit to submit the Home Leave request k. You will receive a message that the Home Leave request was successfully submitted. Click OK Note: If you do not receive this message and you do not receive an confirming the submission of your leave request, it was not submitted correctly for some reason. Please try to submit it again. If this does not work please contact [email protected]. p. Notifications for Home Leave: 1. Once you submitted the Home Leave request you will receive an that the leave has been submitted. Page 28

29 2. At the same time an is forwarded to your supervisor for approval. 3. Once approved by your supervisor, it will be forwarded to OHR/Benefits and Entitlements (BES) for final approval. 4. Once approved by your HR Focal Point, you and the Leave Monitor will receive confirmation. Note: the next step is to provide your itinerary to either OHR/BES if you are in HQ location or to your local HR Office if you are in a Country Office, for processing of payment of your travel. Page 29

30 7. Make a Special Leave request Note: Before you log in it is a good idea to fill in the SLWOP Details form. This you are kindly asked to upload when you apply online. Furthermore, please note that for SLWOP you are asked to exhaust your Annual Leave days before you take SLWOP. If you have any Annual Leave days, then you should 1) apply for Annual Leave using eservices for the AL days you have left, and 2) apply for SLWOP in eservices for the remaining period. a. To apply for SLWOP log into Atlas HCM (the HR module in Atlas) and click the folder eservices b. Click the folder My Leave, and the sub menu My Leave c. If you have not already done so, please fill in the names of the HR Focal Point, Leave Monitor, and Supervisor in the box Approver User List. This is explained in more detail in this document in the section 1. Enter the name of your Supervisor, HR Focal Point and Leave Monitor. Page 30

31 Note! It is important that this information is entered and saved before applying for leave. d. Click the icon for Special Leave e. In the dropdown option field Reason select Special Leave Without Pay. Note: other Special Leaves are available; such as Special Leave With Half Pay or Full Pay, but these Special Leaves are granted leaves and cannot be applied for. Page 31

32 f. Enter Start Date and End Date and click Calculate Duration g. Enter Supervisor name h. Click Add Attachment to add relevant or required documentation if applicable and enter comments as applicable. Note: Supporting documentation for Special Leave Without Leave is always required, whether the reason is for childcare after a Maternity Leave period, for personal reasons, or other. Read the SLWOP policy for information on this. In addition you will also need to provide details on your SLWOP request using the SLWOP Details form. Upload it in the Leave Module when you apply. Page 32

33 i. Click Submit to submit Special Leave Without Pay for approval. j. You will receive a message that the Special Leave request was successfully submitted. Click OK Note: If you do not receive this message and you do not receive an confirming the submission of your leave request, it was not submitted correctly for some reason. Please try to submit it again. If this does not work please contact [email protected]. k. Notifications for Special Leave Without Pay: 1. Once you submit the Special Leave you will receive an confirming that the leave has been submitted. 2. At the same time an is forwarded to your supervisor for initial approval. 3. Once approved by your supervisor, your HR Focal Point will process the final approval and confirming eligibility: - if you are local staff or on a TA contract the HR Focal Point will be from your local HR office - if you are located in NY or IP staff on FTA contract the HR Focal Point will be from the Benefits & Entitlements Services (BES) office in Copenhagen. 4. As part of the HR approval, the HR Focal Point will either (outside the system): - if you are local staff or on a TA contract: the local HR office will request the Head of Office for final approval - if you are located in NY or IP staff on FTA contract: the HR Focal Point in BES will request the OHR/BAS Advisor and OHR Director for final approval. 5. Once the approval process is finalized, the HR Focal Point will approve the Special Leave request in Atlas eservices and the staff member will receive confirmation of approval and the Leave Monitor will be notified by In addition HR will update Atlas in Job Data to reflect the SLWOP period. Page 33

34 8. Common Absence Features 8a. Save an Absence Request For all absences you may decide to Save the request for later submission. a. If you click Save (instead of Submit) you will receive the following on-screen confirmation. b. The next time you log on to My Leave, your saved request(s) will show under Pending Leave Requests. The status will show Saved. c. If you click the link, the saved leave request will open. You can now Submit it as you would normally do. Page 34

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36 8b. View Monthly Schedule (Holiday and Weekend schedule) a. For all absence requests you can view the monthly schedule. In the link View Monthly Schedule you can view the Holiday schedule, the Weekend schedule and the planned absences. Note: In UNDP we operate with different Holiday schedules. Some holidays are common to UNDP and are shared with all offices, but some are specific to the country you are working in. The holidays you can see in View Monthly Schedule will both be the common UNDP holidays, as well as the holidays specific to your duty station. In addition we work with 4 different weekend schedules Thursday/Friday, Friday/Saturday, Saturday/Sunday and Sunday/Monday. It is important that you are on the correct weekend schedule, otherwise your balances may calculate incorrectly. b. If you click the link View Monthly Schedule the following will appear. You will note that there are different symbols for Holidays and Planned Absences. Note that in this example, the weekend is Saturday/Sunday. Page 36

37 c. If you request an absence where the absence starts or ends on a holiday or a weekend, you will receive the following error notification. Note that this is not applicable for Special leave, Maternity and Paternity leave. For these absences the period may start or end on a holiday or a weekend. Page 37

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39 8c. View Absence Request History a. You can view the absence history in the link Absence Request History in the left menu or View Absence Request History in the bottom of the leave request. b. When you click the link View Absence Request History you will see the following screen. Note: Even though there is an active Edit button you can click on, it is not always that you can edit it. From the time when you have submitted a leave, and until it has been approved or denied, it is not possible to edit (it will in this period have the status Submitted). In this period it is only possible to cancel the leave request. If the absence have been approved or denied, then you can click Edit to edit the request. If you edit the request, and submit it again, it will start over with the approval process; meaning that an will go to the supervisor for approval, etc. Page 39

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41 8d. View Absence Balances a. You can view your absence balances by clicking the link Absence Balances on the menu or the View Absence Balances that will appear in the bottom of the absence window. Note: The absence balances are updated when the Payroll Process is run. So even if you have an approved absence in the system, it will only be reflected in the balances when the Payroll Process is run. The Payroll Process is typically run from the 15th to the end of a month, so as a general rule then if you have an approved leave before the 15th, then the balance will be reflected this month. Otherwise, it will be reflected in the balance the following month. b. When you click Absence Balances you can view the balance of your absences. Page 41

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43 8e. Edit an Absence Request a. To edit a leave click the left menu Absence Request History. b. Click the Edit button for the particular leave you want to edit. c. You cannot edit a leave that has the status Submitted. Page 43

44 If you click the Edit button for a leave that has the status Submitted, you will notice that the only option you have is to cancel the leave request. Note: From the period that you have submitted the leave and until your supervisor has approved or denied it, you cannot edit a leave. The option you have is to Cancel the request. The leave request will then get a status of Rework. Once it has the status of Rework you can edit the cancelled request. Or you can wait for the request to be approved or denied. Then you can also edit it. d. You can edit a leave that has the status Approved, Denied, Rework or Saved. Page 44

45 Note: If you edit a leave request that has been approved, denied or cancelled, it will need to be reapproved. A new will therefore be forwarded to your Supervisor, etc. Page 45

46 9. Approve an Absence Request 9a. Approve an Absence Request (as a Supervisor) a. To approve an absence request as a supervisor, you can either click the link in the bottom of your notification or you can log into Atlas HCM (the HR module in Atlas) and click the folder eservices/my Leave/Approve Absence Requests. b. The Absence Requests window defaults to Pending absence requests. In addition you can also select Approved or Denied absence requests. Page 46

47 c. Click the Name of the requestor to either view, approve or deny the request. d. When you click the Name the specific Absence Request will open up. Page 47

48 e. If you click Approve you will be asked to confirm the approval. f. If you click No to this Approval Confirmation then you are taken back to the particular absence request. If you click Yes you will receive an on-screen confirmation. Click OK Page 48

49 g. In addition to the on-screen confirmation you will also receive notification that it has been approved. Depending on the type of absence various roles will be notified: For Annual Leave, Family Leave: the staff member and the Leave Monitor will be notified For Maternity, Paternity Leave, Home Leave, Special Leave: the HR Office will be notified (and once approved by HR, the staff member and the Leave Monitor will be notified). Page 49

50 9b. Approve a Maternity Leave Request (as HR Focal Point) a. The approval flow for a Maternity Leave Request is that it first forwarded for approval to the Supervisor. Once the Supervisor approves the leave an is forwarded to the HR Focal Point for action as applicable. The link in bottom of the will take you directly to the leave request. or you can log into Atlas HCM (the HR module in Atlas) and click the folder eservices eservices/my Leave/Approve Absence Requests. b. To process Maternity Leave PA you will need to ensure that the staff is eligible, that required documentation has been received (medical doctor or midwife certification of expected date of birth), and contract period is covering the Maternity Leave period as applicable. c. Best practice when you receive a ML request for processing is to inform the SM on the process going forward. A way to save time is to insert the standard for ML within the Leave Modules text box for approver comments. The staff member will then receive this information automatically with the approval notification. Page 50

51 Standard for Maternity Leave: Dear Staff Member, This introduces you to some of the main aspects to be aware of when applying for Maternity Leave. The best place to start is by reading the Maternity Leave circular. You are entitled to 16 weeks of leave with full pay which normally commences six weeks prior to the anticipated date of birth. Moreover, some other options, like Special Leave Without Pay (SLWOP) or Halftime work are possible, as mentioned in the circular. PREPARING FOR MATERNITY LEAVE The following documents should be submitted to this office prior to the delivery date: 1. The online request for Maternity Leave should be send to your supervisor for approval least 3 months in advance of the expected delivery date. A certificate from a licensed practitioner or midwife attesting the pregnancy and indicating the anticipated date of birth should be attached to this online request. (Mandatory) 2. Maternity Leave may be postponed to less than six weeks before birth (no later than two weeks before birth however). However, this requires a certificate from a licensed medical practitioner or midwife that indicates that that the staff member is fit to work. (Mandatory if applicable) AFTER BIRTH The following documents should be submitted to this office within the first 3 weeks of the delivery date: 1. Childs birth certificate (stating full name and place of birth) (Mandatory) 2. Questionnaire on dependency status (P.84) (Mandatory) 3. Updated P1 (personal induction form) (Mandatory) only applicable for staff serving at a US location Updating the following documents is optional 3. Insurance form (to include child in insurance, should be submitted within 30 days after birth, otherwise the child can only be enrolled during the annual UN Insurance enrolment campaign in June/July of every year) a. If you are local staff MIP b. If you are international staff either Van Breda Medical and Dental insurance (for Country Office) or HQ Insurance application form (for HQ NY) 4. Designation of Beneficiary form (to change beneficiary for your life insurance if applicable) 5. Designation, change or revocation of beneficiary form (to change beneficiary for outstanding amounts for the Page 51

52 organization) 6. Pension Fund Designation of Beneficiary Form (for staff enrolled in UNJSPF original should be sent to N.Y.) For updates to the beneficiary forms, please send the original signed and properly witnessed documents to your HR Associate as soon as possible - electronic copies are not valid. THIS IS WHAT HR WILL DO 1. The child will be included as beneficiary and recipient of dependency allowance, as well as, included in insurance scheme as applicable 2. You will be officially placed on Maternity Leave (Special Leave with Full Pay) 3. Travel to join of the child (travel cost and 30 days DSA at half rate applicable at the time of arrival at duty station) may be applicable for international staff. This entitlement is contingent of the duration of valid appointment and will be reviewed accordingly. Furthermore, If the child is born at the duty station, travel portion will not be applicable and only DSA portion is paid as per the valid rates for the date of birth. For insurance and reimbursement of medical expenses during Maternity Leave then see Annex I (page 12) of the Van Breda circular or go to the Van Breda website or the Medical Insurance Plan (MIP). Please inform this office if you are considering requesting for Special Leave Without Pay (SLWOP) in conjunction with the ML. Please note that any SLWOP extending beyond one month duration will have a direct impact on the insurance and pension enrolment and contributions. Staff members have the option of maintaining their enrolment during the SLWOP period by shouldering full cost of own contribution in addition to the organization s contribution. Please let us know if you are contemplating this option in order to be able to best advise you on the related procedures. Please do not hesitate to contact your HR office if you have any questions. Best regards, d. Click Approve to acknowledge receipt of the leave request or Deny to reject the leave request. Page 52

53 e. If you click Approve you will be asked to confirm the approval. f. If you click No to this Approval Confirmation then you are taken back to the particular absence request. If you click Yes you will receive an on-screen confirmation. Click OK g. In addition to the on-screen confirmation you will also receive notification that it has been approved. For Maternity Leave the staff member and the Leave Monitor will be automatically notified upon approval. Page 53

54 9d. Approve a Home Leave Request (as HR Focal Point) a. The approval flow for a Home Leave Request is that it is first forwarded for approval to the Supervisor. Once the Supervisor approves the leave request an is forwarded to the HR Focal Point requesting approval. The link in bottom of the will take you directly to the leave request. or you can log into Atlas HCM (the HR module in Atlas) and click the folder eservices eservices/my Leave/Approve Absence Requests. b. To approve Home Leave you will need to ensure that the staff member is eligible. c. Standard practice when you receive a HL request for approval is to inform the SM on the process going forward. We have typically used standard s for this. A way to save time is to insert the standard for HL within the Leave Module s text box for approver comments. This way the SM will receive this information automatically with the approval notification. Page 54

55 Standard for Home Leave: Dear Staff Member, Your Home Leave request has been approved. However, please note that it is only your leave that has been approved. In order for us to initiate the payment of your travel, kindly complete the Request for Home Leave form and send the attached form to your HR Focal Point in BES Copenhagen or to your local focal HR point in the Country Office as applicable. Your Leave Monitor will also be copied on this , and will adjust the Home Leave request with the allowable travel time. The allowable travel time will not be deducted from your Annual Leave balance. Please note that all staff members going on official travel must obtain security clearance prior to the trip. Please process your request for security clearance online through the Travel Request Information Process (TRIP). Kindly visit the United Nations Department of Safety & Security's website for that purpose. For additional information on the HL entitlement, you can visit the Home Leave circular. Best regards, d. Click Approve to approve the leave request or Deny to reject the leave request. e. If you click Approve you will be asked to confirm the approval. Page 55

56 f. If you click No to this Approval Confirmation then you are taken back to the particular absence request. If you click Yes you will receive an on-screen confirmation. Click OK g. In addition to the on-screen confirmation you will also receive notification that it has been approved. For Home Leave the staff member and the Leave Monitor will be automatically notified upon approval. Page 56

57 9e. Approve a SLWOP Leave Request (as HR Focal Point) a. The approval flow for a SLWOP Request is that it first forwarded for approval to the Supervisor. Once the Supervisor approves an is forwarded to the HR Focal Point for processing as applicable. The link in bottom of the will take you directly to the leave request. or you can log into Atlas HCM (the HR module in Atlas) and click the folder eservices eservices/my Leave/Approve Absence Requests. b. To approve SLWOP you will need to ensure that the staff is eligible and that required documentation has been received. Note: Supporting documentation for Special Leave Without Leave is always required, whether the reason is for childcare after a Maternity Leave period, for personal reasons, or other. Read the SLWOP policy for information on this. The staff member should upload the following SLWOP Details form when applying for SLWOP. c. IMPORTANT: The SLWOP approval process can be complex. Before the HR Focal Point approves a SLWOP request the following approvals must be obtained outside the eservices Leave Module: Page 57

58 If the SM is local staff or on a TA contract the HR Focal Point will be from the local HR office. The local HR Focal Point will obtain approvals outside the system from the Head of Office for final approval. If the supervisor is the Head of Office, the HR Focal Point can consider it approved and can just approve it in the eservices Leave Module. If the supervisor is not Head of Office, the HR Focal Point will obtain approval outside the system (e.g. in an ) from the Head of Office. Once the Head of Office has approved the SLWOP, the local HR Focal Point can approve it in eservices. In addition HR will update Atlas in Job Data to reflect the SLWOP period. If the SM is located in NY or IP staff on FTA contract the HR Focal Point will be the BAS Advisor from the applicable OHR BAS Advisory Team in New York. The BAS Advisor will outside eservices - request the OHR Director for final approval. Once the approvals have been obtained the HR BAS Advisor will a) approve the Special Leave request in Atlas eservices and b) contact OHR Benefits & Entitlement Services who will update Atlas in Job Data to reflect the SLWOP period. d. Standard practice when you approve a SLWOP request is to inform the SM on the process going forward. We have typically used standard s for this. Standard for Special Leave Without Pay: Dear Staff Member, This is to confirm that we have received your approved Special Leave Without Pay request. In addition you should read and understand the SLWOP policy and the administrative procedures (either for IP FTA staff and staff in NY or local staff as applicable) If you have not already attached the SLWOP Details Form to the online application, please fill this in and send to your HR Focal Point as soon as possible. SELECT AS APPLICABLE You have opted for continued pension during your SLWOP period and are aware of the conditions hereof as specified in the SLWOP policy and the administrative procedures. Your monthly pension contribution (staff member and organization contribution) is: You have opted for continued insurance contribution during your SLWOP period and are aware of the conditions hereof as specified in the SLWOP policy and the administrative procedures. Your monthly insurance contribution (staff member and organization contribution) is: Please follow the payment instructions in the administrative procedures. Please remember to hand over your UNLP to your HR focal point and any equipment or ID card you may hold prior to your SLWOP. If you are a G-4 visa holder, please proceed to cancel your G-4 visa and submit a copy of your exit interview to our office. Best regards, Page 58

59 d. Once you have obtained the required approval(s) click Approve to approve the leave request or Deny to reject the leave request. e. If you click Approve you will be asked to confirm the approval. f. If you click No to this Approval Confirmation then you are taken back to the particular absence request. If you click Yes you will receive an on-screen confirmation. Click OK g. In addition to the on-screen confirmation you will also receive notification that it has been approved. For SLWOP the staff member and the Leave Monitor will be automatically notified upon approval. Page 59

60 10. Monitoring Leave (for Leave Monitors) 10a. The role of the Leave Monitor The role of the Leave Monitor will change. The key change is that leave balances and Home Leave point balances will be updated automatically. However, for some leave types, adjustments to the balances are still required. a. For Home Leave, the Leave Monitor will still need to be adjust the leave period with travel time. The staff member will request the full leave period including travel time. Just as today it will be required to deduct the travel time, so it is not deducted from the annual leave balance. b. The part time calculation for annual leave has now been moved to Atlas production effective 1 September. This means that manual adjustment by the Leave Monitor is no longer required for parttime. Atlas now calculates the correct percentage for 50%, 80% or 100%. 50% work will now earn 1.25 days annual leave per month and be subtracted.5 days for each day taken. 80% work will now earn 2,0 days annual leave per month and be subtracted.8 days for each day taken. 100% work will now earn 2.5 days annual leave per month and be subtracted.1 days for each day taken. Following the policy only 50%, 80% and 100% are allowed. If anyone is entered at another percentage it will default to the nearest lower percentage (for example someone entered at 75% will default down to 50% and earn 1.25 days per month and be subtracted.5 days for each day leave taken). c. And for unforeseen reasons, there may be a need to assist with adjusting leave balances. 10b. Create an Absence Report a. You can create an Absence Report from Atlas / UN Reports => Global Payroll => Absence Reports (see below). In this you can specify if you want to view the leave report for the whole office, just a specific department or where you are the Leave Monitor or the Supervisor. Page 60

61 10c. Check if a staff member s leave balance was processed a. If you want to check for a staff member if the leave balance was correctly updated you can go to navigate to Atlas HCM /Global Payroll & Absence Mgmt / Payee Data / Maintain Absences / Absence Event. Enter an Index No / Employee ID and click Search. b. In the column Entry Source it will either say Administrator or Employee Self Service. Administrator means that it was entered by a Leave Monitor and Employee Self Service that it was entered by a Staff Member in eservices. Click the link Details to see if it was processed and the balances adjusted. Page 61

62 c. When you click Details you will get the following screen. The leave has not been updated if the process status says Not Processed. d. If the Process Status says Finalized and the Calendar Group ID is filled in then the balances have been adjusted correctly. Page 62

63 10d. Use a query to investigate if your office have approved leave that was not processed a. You can use a query to find out if there was an error with the updating of balances for any of the staff members in your office. In Atlas HCM go to Reporting Tools / Query / Query Viewer and enter the query name UN_SS_LEAVE_NOT_PROCESSED and click Search. b. The query will appear. You can select HTML or Excel to view the result. If you select Excel you will be able to sort it in different ways. Page 63

64 c. If you want to check for September, then input the end day of September. You can enter your own Salary Plan of % to view all. d. You will now have a list of staff that had leave approved, but for some reason it was not processed and balances were not updated for the particular month. Click the link to view the POPP on Absence Management. Page 64