Neo Self Service Leave – User Guide

1. Neo Self Service Leave – User Guide Annual Leave, Sick Leave, Personal Leave, Community Leave and Long Service Leave in neo.

2. What types of leave can I submit through neo? • Leave types that can be approved through self service are: Annual Leave (AL), Sick Leave (SL), Personal Leave (PL), Community Leave (CL), Long Service Leave (LSL). • All other leave plus cancellations and updates must continue to be manually requested using the paper forms located on the HRU website. • Where do I find Help? • All system and password issues should be logged with IT Support on xt 2222. Issues regarding leave balances can be directed to your payroll officer. Information on eligibility and rules relating to leave can be directed to your Staff Services Officer.

3. Leave Balances • Payroll will no longer verify leave requests through Self Service as neo has in built validation. Employees and managers should ensure that the leave application complies with the Leave policy and employees balances. • You are encouraged to check your leave balances on your most recent on line payslip or by checking “Leave Balance” on the Leave Summary page in neo prior to submitting a request. • Neo calculates your balance based on the date requested. (This will include any approved leave prior to leave period). Neo will not allow you to submit a request if it exceeds your leave balance. An error message will ask you to contact your payroll officer. • Managers can access the leave balances of their staff using the “Employee Leave Balances” report in neo or through the MSS Leave Management screen.

4. Supporting Documentation • Certain leave types and duration require you to provide supporting documentation to your manager prior to their approval in neo. The documentation then needs to be sent sighted by the approving manager to payroll. Medical certificates should be sent to payroll for filing after the manager has sighted them. • Leave types and required documentation are: • Sick leave or Personal family leave of 4 days or more requires a medical certificate. • Personal Graduation leave requires a copy of the award or accreditation. • Personal leave for citizenship requires supporting documentation. • Personal leave for JP ceremony requires supporting documentation. • Community Jury Duty leave requires supporting documentation. • Community Voluntary Emergency Services leave requires supporting documentation • Community Military Service leave requires supporting documentation • Community National & International sport leave requires supporting documentation.

5. Log in to the neo system – If you have not done so before you will need to activate your account by visiting below link: http://www.neo.uts.edu.au/about/accindex.html Username is your staff ID. Password is the same as your webmail password. Contact IT support for assistance(xtn 2222).

6. After logging into neo select Employee Self Service from the left menu. Select Employee Leave Balances from the right menu.

7. Select the Leave menu option. Note: you can select “My LeaveBalance” to view your Annual, Sick and Long Service Leave balances where eligible. Select Leave from the menu

8. View or create an absence request You can search on absence history by type by selecting the leave type you wish to search on eg Annual Leave To add an absence request select Create Absence You can view your absence history here

9. - Step 1. Select the Absence Type from the list Select the Absence type from the list.

10. - Step 2. Select the Absence Reason from the list Select the Absence Reason

11. Calendar function - Step 3. Click on the calendar to insert dates

12. - Step 3. Click on the Calendar to insert dates 1. Click on the Calculate Duration button for the total hours of absence. * Please note that leave requests of less than 7 hours do not account for a lunch hour. You will need to adjust your request accordingly.

13. You will now be able to review your request. Select the submit button when you wish to send it to your manager for approval. Submit will send the request to your manager for approval.

14. You will receive a confirmation that the request has been sent to your manager for approval. Please note that requests will be returned to the employee if they are not actioned by the manager within 5 days. Confirmation box

15. Manager approval • An email is sent to the manager from neo requesting that they approve or reject a leave request. A notification is also sent to the manager’s notifications list in neo. • You will be notified by email when your manager approves or rejects your request. A notification is also sent to your notifications list in neo.

16. Frequently Asked Questions • Can I delegate approvals to another colleague? • You are unable to reassign in the system. You may ask HR to adjust the reporting hierarchy to accommodate extended periods of absence. • If I notice that my manager is incorrect what do I do? • Your manager should notify HR for correction. • What happens to notifications that are not actioned? • The notification will escalate to your manager’s manager after 30 days. • Can I access neo outside UTS? • Yes, by logging into neo remotely. • How long do I have to enter leave after I have taken it? • You can enter leave into neo within 2 months of the last day of taking leave. • Can I change or delete a request? • A. You can only cancel or vary a request by completing the “Application to cancel or vary a leave request” form.