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EMPLOYEE ACCESS SYSTEM
SUBMITTING A LEAVE REQUEST
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SUBMITTING A LEAVE REQUEST
Reduces the cost and inefficiency of a paper process Provides employees access to their own up-to-date leave balance from any
computer with internet access Ensures that the leave balance that appears on your online pay stub is
correct Provides an electronic process for leave requests Archives all leave requests with the actual date the leave was taken
This document contains detailed instructions for employees to follow to enter leave requests into
this software.
In the spring of 2009, the Employee Access System was introduced to ECISD employees. All employees use this
software system to access their earnings/pay stub, W2 and leave balance information. A component of this system is
the Employee Leave Request. For ECISD and its employees, this software
Login to Employee Access
Point with your mouse to For Staff from the ECISD website Home pageA list of options will drop down from the For Staff tab
Click on Employee Access Website
Login to Employee Access
If this is your first time to use Employee Access, click on Employee Access Instructions to read the instructions for Creating Your Employee Access Account
Login to Employee Access
Once you have an Employee Access account, you may get to the Login screen at a later time by clicking on the Employee Access Website link
Login to Employee Access
Key in your User ID and Password and click the Login button◦ If you have forgotten your User ID or Password, go back to the Employee Access Instructions and
follow the instructions for How to Retrieve or Reset Your Login Information (at the end)
Login to Employee AccessMain Login
Screen
Main Menu
Login to Employee Access
Your name is displayed at the center of the top of the page Point to Leave Request with the mouse
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Main Menu
Submitting a Leave Request
The Leave Request options display to the right of the pointer Click on Entry
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Leave Request Entry
Submitting a Leave Request
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Key in the code for the type of leave you are requestingo The cursor automatically advances to the next field if you key in directly o See the Leave Balances at the bottom or click on the Leave Code spyglass
Leave Request Entry
Submitting a Leave Request
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If you click on the spyglass to look up a code, click on the open
circle to the left of the code to select it
Leave Request Codes
04 – Vacation◦ Accrues September through June◦ May be requested if your balance on the date(s) it will be taken will
cover it (current balance is negative)
07 – Old State Leave◦ May be used just like New State Leave
08 – Loss of Pay◦ Used if you need to take leave but have none available when needed◦ Will dock your pay
Submitting a Leave Request
Leave Request Codes
18 – Worker’s Comp◦ Not the same as Comp Time◦ Used for time off related to a Worker’s Compensation claim
20 – Comp Time Taken◦ Used to schedule comp time ◦ Does not post to Payroll◦ Actual Comp Taken is balanced in Kronos◦ Not necessary to balance a few minutes shortage at the end of a week◦ Check with your Supervisor
Submitting a Leave Request
Submitting a Leave Request
Click to access Calendar feature
System messages appear in red
Previous and Next buttons appear when there is additional data on a previous or next screen
Screen Functionality
Click on the red or green buttons to select codes or enter information
Leave Request Entry
Submitting a Leave Request
Key in the date on which your leave will begin (From Date) and end (To Date) OR click on the calendar to look it up
o Enter numbers for the month, day, and yearo Do not include weekends unless your work schedule includes themo Enter date ranges that include half and full days on separate lines
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Leave Request Entry
Submitting a Leave Request
When you use the calendar, click on the date to select ito Select the appropriate month with the blue arrows or choose a month, enter the year and click Select
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Leave Request Entry
Submitting a Leave Request
Key in the time at which your leave will begin (From Time)o Enter numbers for hour (01-12) and minute (00-59)
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Leave Request Entry
Submitting a Leave Request
Key in either an “a” or a “p” to indicate A.M. or P.M. timeo Noon is 12:00 P.M. and midnight is 12:00 A.M.
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Leave Request Entry
Submitting a Leave Request
Or select A.M. or P.M. from the drop down list
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Leave Request Entry
Submitting a Leave Request
Press the Tab key to go to the next field (To Time) or click in the To Time field
Key in the time at which your leave will end (To Time)
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Leave Request Entry
Submitting a Leave Request
Key in the portion of a day you are requesting for each day inthe range you entered ( .5 = ½ day, 1 = a full day)
You may only use leave in half or full day increments – do not enter leave in hours Additional dates may be requested in the remaining four lines
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Leave Request Entry
Submitting a Leave Request
The computer will later calculate your Total Days across all the days you have entered between From Date and To Date
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Leave Request Entry
Submitting a Leave Request
If you are requesting leave for multiple days that are mixed full and half days, enter the half days on separate lines. This will prevent errors from occurring in the total days calculation.
When you have entered all you need, click on the Edit button.
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Leave Request Entry Edit
Submitting a Leave Request
If the values entered are acceptable, Total Days are calculated for each line and the screen is
changed Important: Check the Total Days on each line you
have entered and make sure they are what you wanted
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Leave Request Entry Edit
Submitting a Leave Request
Notice the message in red prompting you to enter a reason code You must enter a Reason/Category for each line entered
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Leave Request Entry Edit
Submitting a Leave Request
If you wish to change any Leave Code or any other information you have entered on this screen up until now, Click on the Change LV Code button to do it before entering any Reason/Category -- you may have to enter all Reason/Category values all over again
Leave Request Entry Edit
Submitting a Leave Request
The message in red tells you to make any changes needed and click on the Edit button
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Leave Request Entry Edit
Submitting a Leave Request
Now click on the red button to select a Reason/Category
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Leave Request Entry Edit
Submitting a Leave Request
Click on the open circle to the left of one Reason Code to select ito We are not currently using Category Codes
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Leave Request Entry Edit
Submitting a Leave Request
Save your selection by clicking on the Close button
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Leave Request Entry Edit
Submitting a Leave Request
Click on the green button to enter Comments to explainthe reason for your leave
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Leave Request Entry Edit
Submitting a Leave Request
Key a short descriptive comment in the window provided
Click on the Close button to save your Comments Repeat this process for each Leave Request line
o Comments are optional unless required by your supervisor
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Leave Request Entry Edit
Submitting a Leave Request
Click on the red Notes button to display the note(s) that are attached to some Leave codes; click on the Close button to close it
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Leave Request Entry Edit
Submitting a Leave Request
When you are satisfied with your entries and have checked that Total Days are correct click on the Submit button
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Leave Request Entry Edit
Submitting a Leave Request
CONGRATULATIONS! You have completed your task!o Notice the message in red and the changes to your Leave Balances
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Leave Request Entry Edit
Submitting a Leave Request
If you wish to enter more requests, click the Clear button and begin again
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Other Leave Request Options
Submitting a Leave Request
If you wish to check the status of your requests or make corrections to them, click on the Menu button to go to the Main Menu
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Main Menu
Checking Your Leave Requests
To check on the status of your leave request,point to Leave Request with the mouse and click on Pending
Pending Requests
Checking Your Leave Requests
Use the blue arrows to see requests that fill more than one screen
Pending Requests
Checking Your Leave Requests
The status of each request is in the Pending Approver columno Approved leave that has been taken remains in the display until a Payroll is processed
Pending Requests
Checking Your Leave Requests
Click on the red Detail button to display the Reason/Category
Pending Requests
Checking Your Leave Requests
Click on the green Comments button to display your comments
Corrections
Checking Your Leave Requests
If you wish to make corrections to a pending requestclick on the Menu button to go to the Main Menu
Main Menu
Correcting Leave Requests
Point to Leave Request with the mouse and click on Correction
Request Corrections
Correcting Leave Requests
Click the open circle at the left of the line you wish to change
Request Corrections
Correcting Leave Requests
The Make Correction and Delete buttons appear
Request Delete
Correcting Leave Requests
If you wish to delete the request, click on the Delete button
Request Delete
Correcting Leave Requests
Click the OK button if you are sure you want to delete the request Your supervisor will receive an e-mail that it has been deleted
o Click the Cancel button if you wish to keep the request in the system
Request Correction
Correcting Leave Requests
If you want to make a change to a request, select it andclick on the Make Correction button
Request Correction
Correcting Leave Requests
If you change your mind, click on the Return to Correction buttonto skip or cancel any changes you started making
Request Correction
Correcting Leave Requests
Otherwise, make your changes and click on the Edit button
Request Correction
Correcting Leave Requests
Check your Reason/Category and Comments to make surethey still apply to the change(s) you made
Request Correction
Correcting Leave Requests
You can still cancel the changes you are making by clicking onthe Return to Correction button
Request Correction
Correcting Leave Requests
Or you can make more changesby clicking on the Change LV Code button
Request Correction
Correcting Leave Requests
If you have completed all the changes to this leave requestClick Submit
Request Correction
Correcting Leave Requests
Click on the OK button to submit the changed request for approval
Request Correction
Correcting Leave Requests
Notice the message in red – Return to Correction doesnot cancel your changes at this point
Request Correction
Correcting Leave Requests
Click on the Return to Correction button to go back to thefull list of requests to make any other corrections
Request Correction
Correcting Leave Requests
Or click on the Menu button to go back to the Main Menu
Request Correction
Correcting Leave Requests
If you are finished with Employee Access for now you mayclick on the Log Off button to exit the system
Main Menu
Checking Leave Balances
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More Leave Balance details are available from the Main Menu
Main Menu
Checking Leave Balances
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Click on Leave Balances
Leave Balances
Checking Leave Balances
Outstanding includes requests not yet approved or notprocessed through Payroll
Leave Balances
Checking Leave Balances
Available Balance includes requests not yet approved or notprocessed through Payroll
Leave Balances
Checking Leave Balances
The NOTE in red does not apply to departments using theLeave Request system
Leave Balances
Checking Leave Balances
Then you will be able to see up to the last 18 months of leavetransactions
Leave Balances
Checking Leave Balances
Enter a From and a To date (month, day, and year) or leavethem blank and click the Retrieve button
Leave Balances
Checking Leave Balances
Leave you have taken shows as NOT PROCESSED untilthe Payroll is processed
Leave Balances
Checking Leave Balances
Leave that does not post to Payroll, for example, Civic Leave,shows as NOT POSTED-PAYROLL
Leave Balances
Checking Leave Balances
Click on the Menu button for additional Employee Access orclick on the Log Off button to exit the system
Sign In
Log Off Employee Access
The Sign In screen displays when you log off
EMPLOYEE ACCESS SYSTEM
SUBMITTING A LEAVE REQUEST
Press both mouse buttons at the same time and hold to restart this presentation
Click on Employee Access Contact List for information about who to call
Questions