User Guide for Atlas eservices - My Leave This guide is for training in the Atlas eservices My Leave module. The Atlas 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 leave types that require HR approval. In addition it includes a section particular for Leave Monitors. Contents 1. Enter the name of your Supervisor, HR Focal Point and Leave Monitor... 2 2. Make an Annual Leave request... 6 3. Make a Paternity Leave request... 12 4. Make a Sick Leave request... 16 5. Make a Maternity Leave request... 21 6. Make a Home Leave request... 25 7. Make a Special Leave request... 30 8. Common Absence Features... 34 8a. Save an Absence Request... 34 8b. View Monthly Schedule (Holiday and Weekend schedule)... 36 8c. View Absence Request History... 39 8d. View Absence Balances... 41 8e. Edit an Absence Request... 43 9. Approve an Absence Request... 46 10. Monitoring Leave (for Leave Monitors)... 50 11. FAQ... 51 Page 1
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 in Copenhagen. 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
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
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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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
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
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
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
Note: If you do not receive this message and you do not receive an email 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 ps.support@undp.org. m. Once you click OK you will receive a confirmation email. This is to confirm that the leave request has been submitted correctly. See example below. n. At the same time an email 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 email 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 email. Page 10
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
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
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
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
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 email 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 ps.support@undp.org. m. Email Notifications: 1. Once you submitted the leave request you will receive an email that the leave has been submitted. 2. At the same time an email is forwarded to your supervisor for approval. 3. Once approved by your supervisor, an email 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
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
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
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 For Certified Sick Leave you can only select Certified Sick Page 18
Family Emergency and Uncertified Sick Leave Leave 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
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 email 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 ps.support@undp.org. n. Email 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 email that the leave has been submitted. 2. At the same time an email is forwarded to your Leave Monitor for confirmation. o. Email 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 email that the leave has been submitted. 2. At the same time an email is forwarded to your supervisor for approval. 3. Once approved by your supervisor, you and the Leave Monitor will receive confirmation. Page 20
5. Make a Maternity 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 21
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
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. Page 23
k. Click Browse, locate the document you want to upload and click Upload 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 email 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 ps.support@undp.org. o. Email Notifications: 1. Once you submitted the Maternity Leave request you will receive an email that the leave has been submitted. 2. At the same time an email is forwarded to your supervisor for approval. 3. Once approved by your supervisor, an email 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
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
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
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
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 email 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 ps.support@undp.org. p. Email Notifications for Home Leave: 1. Once you submitted the Home Leave request you will receive an email that the leave has been submitted. Page 28
2. At the same time an email 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
7. Make a Special 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 30
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
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. Page 32
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 email 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 ps.support@undp.org. k. Email Notifications for Special Leave Without Pay: 1. Once you submit the Special Leave you will receive an email confirming that the leave has been submitted. 2. At the same time an email 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 email confirmation of approval and the Leave Monitor will be notified by email. 6. In addition HR will update Atlas in Job Data to reflect the SLWOP period. Page 33
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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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 3 different weekend schedules - Saturday/Sunday, Friday/Saturday or 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
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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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 email will go to the supervisor for approval, etc. Page 39
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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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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
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 and re-enter a new request. Or you can wait for the request to be approved or denied. Then you can edit it. d. You can edit a leave that has the status Approved, Denied or Saved. Page 44
Note: If you edit a leave request that has been approved or denied, it will need to be reapproved. A new email will therefore be forwarded to your Supervisor, etc. Page 45
9. Approve an Absence Request a. To approve an absence request as a supervisor, you can either click the link in the bottom of your email notification or you can log into Atlas HCM (the HR module in Atlas) and click the folder eservices 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
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
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
g. In addition to the on-screen confirmation you will also receive email 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
10. Monitoring Leave (for Leave Monitors) The role of the Leave Monitor will change slightly. The main 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. As it is today then the balances for part-time employment will still need to be adjusted manually. But the plan is that by August 2011 this will be updated automatically in Atlas. There will be more information on this. Today Leave Monitors will adjust the monthly leave days from 2.5 days to 2 days (if the part time is 80%) and from 2.5 days to 1.25 days (if the part time is 50%). c. And for unforeseen reasons, there may be a need to assist with adjusting leave balances. Page 50
11. FAQ Q. Who is my HR Focal Point? A. If you are International staff your HR Focal Point will be from OHR/Benefits & Entitlements Services in Copenhagen. 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. Q. Who is my Leave Monitor? A. The Leave Monitor will be someone located in your office, since monitoring of leave is decentralized to the individual units/offices. If in doubt please ask your supervisor or your local HR office. Q. Where can I find the HR policies on the different leave types? A. You can locate the leave policies on the in the POPP for leave Q. My leave was approved, but my leave balance has not been updated? A. 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 run from the 15th to the end of a month. So as a general rule then if you have an approved leave before mid month on the 15th, then the balance will be reflected this month. Otherwise, it will be reflected the following month. Q. I got sick during my annual leave. Can I adjust my leave? A. At any time can you edit an approved leave. If you get sick during your annual leave period, you can adjust your already approved annual leave (see the section Edit An Absence Request). At the same time you have to enter a new sick leave request for the period you were sick (see the section Make A Sick Leave Request). Q. I cannot log into Atlas eservices? A. All staff in UNDP should have access to Atlas eservices. If you cannot log in then: Click the link to Atlas HCM (the HR module in Atlas) Page 51
Click Forgotten Password and you will receive an email within one minute with your log in details. If the system still cannot recognize you, please send an email to ps.support@undp.org who will ask the security team to set you up. In addition you may also want to ask your local ARGUS focal point, if you have been set up with a user name and password. The ARGUS focal point is responsible for creating the Atlas roles for local staff. Q. I don t remember my user name and password? A. If you don t remember your user name and password the do the following: Click the link to Atlas HCM (the HR module in Atlas) Click Forgotten Password and you will receive an email within one minute with your log in details. Q. Can I ask my assistant to approve leave on my behalf? A. No, it is not possible as the Atlas user name is personal and should not be given to other staff members. If you think others should have the responsibility to approve leave, then the staff member would need to change the name in the Approver User List. Page 52
Q. I can log into Atlas HCM but I cannot see the eservices folder? A. We have noticed that for some reason a browser sometimes will not refresh the page. You can force the refresh by clicking the Home button. Page 53