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EMPLOYEE ACCESS SYSTEM

EMPLOYEE ACCESS SYSTEM. SUBMITTING A LEAVE REQUEST. Press the F5 key to see this presentation in full-screen mode. Click on this page or press the Enter or Page Down key to continue. SUBMITTING A LEAVE REQUEST.

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EMPLOYEE ACCESS SYSTEM

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  1. EMPLOYEE ACCESS SYSTEM SUBMITTING A LEAVE REQUEST Press the F5 key to see this presentation in full-screen mode Click on this page or press the Enter or Page Down key to continue

  2. SUBMITTING A LEAVE REQUEST • To move to the next page during this presentation, click on the page you are viewing or press the Enter or Page Down key on your keyboard • To move backwards, press the Page Up key on your keyboard • You may exit at any time by pressing the ESC key

  3. 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 • 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.

  4. Login to Employee Access • Point with your mouse to For Staff from the ECISD website Home page • A list of options will drop down from the For Staff tab

  5. Login to Employee Access • Click on Employee Access Website

  6. 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

  7. 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

  8. Login to Employee Access Main Login Screen • 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)

  9. Login to Employee Access Main Menu • Your name is displayed at the center of the top of the page • Point to Leave Request with the mouse JOHN P DOE

  10. Submitting a Leave Request Main Menu • The Leave Request options display to the right of the pointer • Click on Entry JOHN P DOE

  11. Submitting a Leave Request • Key in the code for the type of leave you are requesting • The cursor automatically advances to the next field if you key in directly • See the Leave Balances at the bottom or click on the Leave Code spyglass Leave Request Entry JOHN P DOE JOHN P DOE

  12. Submitting a Leave Request • 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 Entry JOHN P DOE JOHN P DOE

  13. Submitting a Leave Request 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

  14. 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

  15. Submitting a Leave Request Screen Functionality 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 Click on the red or green buttons to select codes or enter information

  16. Submitting a Leave Request Leave Request Entry • 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 • Enter numbers for the month, day, and year • Do not include weekends unless your work schedule includes them • Enter date ranges that include half and full days on separate lines JOHN P DOE JOHN P DOE

  17. Submitting a Leave Request • When you use the calendar, click on the date to select it • Select the appropriate month with the blue arrows or choose a month, enter the year and click Select Leave Request Entry JOHN P DOE JOHN P DOE

  18. Submitting a Leave Request • Key in the time at which your leave will begin (From Time) • Enter numbers for hour (01-12) and minute (00-59) Leave Request Entry JOHN P DOE JOHN P DOE

  19. Submitting a Leave Request • Key in either an “a” or a “p” to indicate A.M. or P.M. time • Noon is 12:00 P.M. and midnight is 12:00 A.M. Leave Request Entry JOHN P DOE JOHN P DOE

  20. Submitting a Leave Request • Or select A.M. or P.M. from the drop down list Leave Request Entry JOHN P DOE JOHN P DOE

  21. 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) Leave Request Entry JOHN P DOE JOHN P DOE

  22. Submitting a Leave Request • Key in the portion of a day you are requesting for each day in • the 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 Leave Request Entry JOHN P DOE JOHN P DOE

  23. 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 Leave Request Entry JOHN P DOE JOHN P DOE

  24. 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. Leave Request Entry JOHN P DOE JOHN P DOE

  25. 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 Leave Request Entry Edit JOHN P DOE JOHN P DOE

  26. Submitting a Leave Request Leave Request Entry Edit • Notice the message in red prompting you to enter a reason code • You must enter a Reason/Category for each line entered JOHN P DOE JOHN P DOE

  27. 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

  28. Submitting a Leave Request • The message in red tells you to make any changes needed and click on the Edit button Leave Request Entry Edit JOHN P DOE JOHN P DOE

  29. Submitting a Leave Request • Now click on the red button to select a Reason/Category Leave Request Entry Edit JOHN P DOE JOHN P DOE

  30. Submitting a Leave Request • Click on the open circle to the left of one Reason Code to select it • We are not currently using Category Codes Leave Request Entry Edit JOHN P DOE JOHN P DOE

  31. Submitting a Leave Request • Save your selection by clicking on the Close button Leave Request Entry Edit JOHN P DOE JOHN P DOE

  32. Submitting a Leave Request • Click on the green button to enter Comments to explain • the reason for your leave Leave Request Entry Edit JOHN P DOE JOHN P DOE

  33. 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 • Comments are optional unless required by your supervisor Leave Request Entry Edit JOHN P DOE JOHN P DOE

  34. 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 Leave Request Entry Edit JOHN P DOE JOHN P DOE

  35. Submitting a Leave Request • When you are satisfied with your entries and have checked that Total Days are correct click on the Submit button Leave Request Entry Edit JOHN P DOE JOHN P DOE

  36. Submitting a Leave Request • CONGRATULATIONS! You have completed your task! • Notice the message in red and the changes to your Leave Balances Leave Request Entry Edit JOHN P DOE JOHN P DOE

  37. Submitting a Leave Request • If you wish to enter more requests, click the Clear button and begin again Leave Request Entry Edit JOHN P DOE JOHN P DOE

  38. 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 Other Leave Request Options JOHN P DOE JOHN P DOE

  39. Checking Your Leave Requests Main Menu • To check on the status of your leave request, • point to Leave Request with the mouse and click on Pending

  40. Checking Your Leave Requests Pending Requests • Use the blue arrows to see requests that fill more than one screen

  41. Checking Your Leave Requests • The status of each request is in the Pending Approver column • Approved leave that has been taken remains in the display until a Payroll is processed Pending Requests

  42. Checking Your Leave Requests Pending Requests • Click on the red Detail button to display the Reason/Category

  43. Checking Your Leave Requests Pending Requests • Click on the green Comments button to display your comments

  44. Checking Your Leave Requests • If you wish to make corrections to a pending request • click on the Menu button to go to the Main Menu Corrections

  45. Correcting Leave Requests Main Menu • Point to Leave Request with the mouse and click on Correction

  46. Correcting Leave Requests Request Corrections • Click the open circle at the left of the line you wish to change

  47. Correcting Leave Requests Request Corrections • The Make Correction and Delete buttons appear

  48. Correcting Leave Requests Request Delete • If you wish to delete the request, click on the Delete button

  49. 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 • Click the Cancel button if you wish to keep the request in the system Request Delete

  50. Correcting Leave Requests • If you want to make a change to a request, select it and • click on the Make Correction button Request Correction

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