Atlas HR eServices My Leave

1. Atlas HR eServicesMy Leave

2. Log into HR eServices in Atlas log into Atlas HCM (the HR module in Atlas) and click the folder eServices.

3. Enter the name of your Supervisor, HR Focal Point and Leave Monitor Fill in the names (first name and last name) of the HR Focal Point, Leave Monitor, and Supervisor in the box Approver User List Tip: Click the Search Symbol (the magnifying glass) to search for the names. 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.

4. Enter the name of your Supervisor, HR Focal Point and Leave Monitor • 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. • 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 before you submit the leave. 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.

5. Enter the name of your Supervisor, HR Focal Point and Leave Monitor Fill in the names (first name and last name) of the HR Focal Point, Leave Monitor, and Supervisor in the box Approver User List Tip: Click the Search Symbol (the magnifying glass) to search for the names. 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.

6. Enter the name of your Supervisor, HR Focal Point and Leave Monitor Fill in the names (first name and last name) of the HR Focal Point, Leave Monitor, and Supervisor in the box Approver User List Tip: Click the Search Symbol (the magnifying glass) to search for the names. 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.

7. Enter the name of your Supervisor, HR Focal Point and Leave Monitor When you click the search symbolyou can locate a person by different criteria. In this example the Last Name is used. Once the Last Name is entered click Look Upand a list of names will appear to select from. Click on the name and it will appear automatically in the name box.

8. Enter the name of your Supervisor, HR Focal Point and Leave Monitor Once you have filled in the names, click Save . NOTE!! IT IS VERY IMPORTANT YOU SAVE THIS INFORMATION BEFORE CONTINUING. You only need to enter the names 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 change the names at any time. Just remember to click Save if you change the names.

9. Enter the name of your Supervisor, HR Focal Point and Leave Monitor Once you have filled in the names, click Save . NOTE!! IT IS VERY IMPORTANT YOU SAVE THIS INFORMATION BEFORE CONTINUING. You only need to enter the names 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 change the names at any time. Just remember to click Save if you change the names.

10. Atlas HR eServicesSubmit an Annual Leave Request

11. Submit an Annual Leave Request Click the icon for Annual Leave

12. Submit an Annual Leave Request 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.

13. Submit an Annual Leave Request 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.

14. Submit an Annual Leave Request Click CalculateDuration and it will calculate the number of Annual Leave days. The supervisor name will automatically appear. If you have more than one supervisor then select the supervisor who should approve this particular leave. The names available will be the names you specified in the previous page when filling in the Approver User List.

15. Submit an Annual Leave Request Add attachment(s) if applicable. For Annual Leave it is typically not required to add any attachment. Add any relevant comments. Best Practice: Relevant information would be information on any backstopping arrangements while you are on leave.

16. Submit an Annual Leave Request 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. You will receive an on-screen 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.

17. Submit an Annual Leave Request Once you click OK you will receive a confirmation email. This is to confirm that the leave request has been submitted correctly.

18. Submit an Annual Leave Request At the same time an email is forwarded to your Supervisor for approval. Your supervisor can click the link in the email to be directed directly into Atlas for approval of this particular leave.

19. Submit an Annual Leave Request Once the Supervisor has approved the Annual Leave in Atlas eServices you will receive an email notification that 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.

20. Submit an Annual Leave Request Your Annual Leave balance will be updated automatically once the leave has been approved. Your leave balance will update in the month you are taking the leave. The leave balances are updated when Payroll is processed which is typically between the 15th-18th of a month. Example: If you apply in advance for leave in December, then your leave balance will update in December on the day Payroll is processed (15th-18th of a month). If you apply for leave in the end of the current month (after Payroll is processed) and it is approved end of current month, then the leave balance will update the following month.

21. Atlas HR eServicesSubmit a Certified Sick Leave Request

22. Submit a Certified Sick Leave request Click the icon for Sick Leave

23. Submit a Certified Sick Leave Select Certified Sick Leave

24. Submit a Certified Sick Leave Select Certified Sick Leave Take

25. Submit a Certified Sick Leave Enter the Start Date and End Date. Note that Certified Sick Leave is always entered retroactively. Best practice: Enter the Sick Leave as the first thing when you come back into the office.

26. Submit a Certified Sick Leave Click Yes to Half Days if applicable and click Calculate Duration. The duration of the certified sick leave will appear.

27. Submit a Certified Sick Leave 1. Click Add Attachment to upload relevant and required documentation. Required documentation for Certified Sick Leave will be a Doctor’s certificate. 2. Click Browse to locate the document you want to upload and double click on it. Click Upload once you selected the document.

28. Submit a Certified Sick Leave Add any relevant comments.

29. Submit a Certified Sick Leave Click Submit

30. Submit a Certified Sick Leave 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.

31. Submit a Certified Sick Leave Email Notifications for Certified Sick Leave: Certified Sick Leave require approval from your supervisor. Once you submitted the Certified Sick Leave request you will receive an email that the leave has been submitted. At the same time an email is forwarded to your supervisor for approval. Once your Supervisor has approved you will receive an email that it has been approved and your Leave Monitor will be copied.

32. Atlas HR eServicesSubmit an Uncertified Sick Leave Request(regular Uncertified Sick Leave or Family Leave)

33. Submit an Uncertified Sick Leave request Click the icon for Sick Leave

34. Submit an Uncertified Sick Leave Select Uncertified Sick Leave

35. Submit an Uncertified Sick Leave For Uncertified Sick Leave the Absence Names can be Family Leave or Uncertified Sick Leave. Every year you have 7 days of Uncertified Sick Leave/Family Leave days. At 1 April every year your balance is set to 7 days that you can use until the following 1 April.

36. Submit an Uncertified Sick Leave Enter the Start Date and End Date. Note that regular Uncertified Sick Leave is always entered retroactively. Note: For Family Leave it may not be entered retroactively. The policy is that Family Leave should be applied for in advance when possible. Best practice: Enter the Sick Leave as the first thing when you come back into the office.

37. Submit an Uncertified Sick Leave Click Yes to Half Days if applicable and click Calculate Duration. The duration of the uncertified sick leave will appear.

38. Submit an Uncertified Sick Leave 1. Click Add Attachment to upload relevant or required documentation. There is no required documentation for Uncertified Sick Leave. 2. If you decide to upload a relevant document then click Browse to locate the document you want to upload and double click on it. Click Upload once you selected the document.

39. Submit an Uncertified Sick Leave Add any relevant comments and click Submit

40. Submit an Uncertified Sick Leave 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.

41. Submit an Uncertified Sick Leave Email Notifications for regular Uncertified Sick Leave: Regular Uncertified Sick Leave does not require approval from your supervisor. Once you submitted the regular Uncertified Sick Leave request you will receive an email that the leave has been submitted. At the same time your supervisor and your Leave Monitor will be copied. Your supervisor will not be requested to approve. Email Notifications for Family Leave: Family Leave will require approval from your supervisor, because it should be applied for in advance when possible. Once you submitted the Family Leave request you will receive an email that the leave has been submitted. At the same time your Supervisor will receive an email requesting approval. Once your Supervisor has approved you will receive an email that it has been approved and your Leave Monitor will be copied.

42. Submit an Uncertified Sick Leave Your Uncertified Sick Leave balance will be updated automatically once the leave has been approved (regular Uncertified Sick Leave is approved automatically and Family Leave require approval). Normally Uncertified Sick Leave balances will update the next time payroll is processed, since sick leave is entered retroactively. However, if it is Family Leave requested in advance then it will update in the month it is being taken. The leave balances are updated when Payroll is processed which is typically between the 15th-18th of a month.

43. Atlas HR eServicesSubmit a Paternity Leave

44. Submit a Paternity Leave request Click the icon for Paternity Leave

45. Submit a Paternity Leave request Enter the Start Date. Note that the End Date will default automatically to 4 weeks or 28 days after the Start Date. This include weekends and any holidays. For staff in Non-Family Duty Stations the period will be 8 weeks. You do not have to take Paternity Leave in one period. You can split the period into more periods. Note that for Paternity Leave it is not possible to select Half Days. Paternity Leave days is not deducted from Annual Leave.

46. Submit a Paternity Leave request Click Calculate Duration. Note it will default to 28 days unless you change the End Date. Holidays and weekends will not affect the calculation. Click Add Attachment to upload relevant and required documentation. Required documentation for a Paternity Leave would be a birth certificate for the newborn child. Other proof of birth can be accepted if birth certificate cannot be immediately produced. However, birth certificate needs to be provided to HR as soon as possible.

47. Submit a Paternity Leave request Fill in relevant comments. Click Submit You will receive a message that the absence was successfully submitted. Click OK.

48. Submit a Paternity Leave request Email Notifications for Paternity Leave: Paternity Leave require approval from Supervisor and HR Focal Point. Once you submitted the Paternity Leave you will receive an email that the leave has been submitted. At the same time an email is forwarded to your supervisor for approval. Once your supervisor has approved an email is forwarded to your HR Focal Point. Once your HR Focal Point has approved you will receive an email that it has been approved and your Leave Monitor will be copied.

49. Atlas HR eServicesSubmit a Maternity Leave

50. Submit a Maternity Leave request Click the icon for Maternity Leave