EASY – Annual Leave

1. EASY – Annual Leave Authorising requests for annual leave

2. EASY - Annual leave To review annual leave booking requests click on Management banner then Leave Requests.

3. EASY - Annual leave • Click on the department you want to view, either • The department name for a list of employees, or • View Calendar to see in calendar format • Find Assignment to search for a specific employee

4. EASY - Annual leave The list will contain those assignments with ‘data’ and active requests as the default; 918 Department Name The employee names are listed here… and status of requests on the right Click on the employee name to go to their annual leave record and requests. Use ‘Filters’ and click Assignment/ Status to tailor the list

5. EASY - Annual leave Record displays current year’s annual leave summary and access individual’s calendar from here Submitted requests - to be authorised or rejected Authorised requests – which you can still reject until the leave has been taken Taken leave – At end date of period leave automatically transfers as taken Surname, forename (assignment number) – job title

6. EASY - Annual leave • To approve or reject • Tick the line/lines of annual leave/carry forward to select for approval or rejection • Click either Reject or Authorise • EASY will then prompt for 3 characters from your security word • If rejecting EASY prompts for the reason which is visible to the employee and held in the record until the request is either amended and resubmitted or withdrawn • If authorising the leave will be shown under Authorised requests Surname, forename (assignment number) – job title

7. EASY - Annual leave What happens and what do I need to do if leave changes but EASY has already transferred it to ‘taken’? • In the ‘Management’ • banner • Go to ‘Absence’ • If the leave was • not taken (or is being replaced by a period of • other absence) then click the • to delete. • If the leave period was changed then click the • to amend. • The only date which cannot be changed is the start date, so if this is different then delete and resubmit the revised annual leave request. • These changes will then be reflected in the annual leave record.

8. EASY - Annual leave Managers and approvers viewing their department’s calendar(s) will see all taken, approved and submitted leave. Requests are not visible to managers/approvers until submitted by the individual. Individuals can view all taken, approved, submitted and saved (but not yet submitted) leave. is annual leave taken is approved annual leave is submitted annual leave requests (and unsubmitted requests for individuals) The calendar shows when bank holidays fall. Name (12345678) Leave Request Name (12345678) Pending Leave

9. EASY – Calendar Authorisers can use the filters at the top of the calendar to refine their view – the calendar includes all types of absence recorded in EASY Categories can be used identify patterns of absence and include any type recorded in EASY. Assignments can be used to look at a whole Department, or a smaller number of employees, to check cover and absence across a specified group. Name 1 (assignment number) Name 2 (assignment number) Name 3 (assignment number) Name 4 (assignment number) Name 5 (assignment number) Name 6 (assignment number) Name 7 (assignment number)

10. EASY – Reports By Date Report of absences within your department(s) where dates intersect with the report date range (historic information) In the ‘Management’ banner Go to ‘Reports’ To open the category list By Individual Report of individual’s absences by type(s) of absence selected where dates intersect with the report date range (historic information)