Construct ESS - Managing Leave Requests

Overview

When an employee submits a leave request, the request will be sent to their direct manager as per the My Team organizational chart. If necessary, managers have the option of delegating their leave approval responsibilities to another manager.

In addition to being sent to a direct manager, any submitted leave request is also sent to HR, where it can be reviewed in the Leave Management screen in the desktop ESS module. Delegations can also be handled by HR in the Delegation Management screen.

Manager Email Notification

Screnshot of leave request email.

When an employee submits a leave request, their manager will receive an email, similar to the one shown above.

Approve or Reject a Leave Request

Screenshot Construct ESS app with leave request showing in a badge under My Team.

The app displays the My Team icon () with a number badge to notify the manager that there is a leave request awaiting their approval. The manager will be able to view all pending leave requests that require their approval.

Screenshot of My Team showing direct reports.

The Direct Reports section in My Team will show the total count of these requests in a number badge. Only the submitted requests will be included in the badge count.

Screenshot an employee's leave request.

The manager can access an employee's leave requests by drilling down on the employee's profile and clicking on a specific request to view its details.

Screenshot of leave request with Approved and Rejected options available.

The Leave Request screen includes a Response field which is used to either approve or reject the request.

Screenshot of approved leave request.

If a leave request is rejected, it will be returned to the employee. The employee will be required to make any necessary adjustments and resubmit the request for approval.

HR also has the ability to approve or reject a leave request. Refer to the Leave Management screen in the desktop ESS module for more information.

Employee Email Notification

The employee will receive an email notification once the request has been approved or rejected.

Screenshot of email sent to employee regarding leave request.

If the leave request is approved, the status will be updated accordingly, and a timesheet will be generated.

Screenshot of System Options screen with E-Time Sheet tab enabled in System Data module.

Pgm: SYSOPT – System Options; standard Treeview path: System > Setup > System Options – E-TimeSheet tab

The timesheet will be created in either the E-Timesheet or Regular Timesheet program, depending on the option selected in the Generate Timesheet Utility for field, located on the E-Timesheet tab of the System Options screen in the System Data module.

When selecting the "E-Timesheet" option, ensure that the 'E-Time' checkbox is checked in the Hour Types screen in the US Payroll module.

Reportee Leave Balances

Screenshot of My Team with [Leave Balances] button highlighted.

Managers can review their reportee's leave balances using the Leave Balances link.

Screenshot of Reportee Leave Balances.

Review the leave balances in a list view and drill down for more information. Managers may find it helpful to review this information before approving/rejecting any new leave requests.

Delegate a Leave Request

Managers have the option of delegating all the leave requests assigned to them for approval to other managers. HR also has the ability to delegate leave requests. Refer to the Delegation Management screen in the desktop ESS module for more information.

Screenshot of My Team with Delegate icon highlighted.

This is done by clicking on the Delegate icon (Screenshot of Delegate icon.), located in the right-hand corner in My Teams screen.

Screenshot of Security Roles screen in ESS.

Security Roles; standard Treeview path: Employee Self-Service > Security > Role Maintenance

For this icon to be visible, the user must be assigned access to Construct Leave Delegation in the Security Roles screen in the ESS module.

Screenshot of Assign Delegate screen highlighting the [Add Delegate] button.

In the Assign Delegate screen, the [Add Delegate] button is used to add a delegate. An LOV of the names of all active ESS users will be available for selection. Multiple employees can be added as delegates. Start and end dates can also be specified to indicate the expected duration of the assignment.

Screenshot of My Team showing indirect reports.

After delegates have been assigned, the selected delegates will have access to view and approve/reject the leave requests under the Delegate Reports section of the My Team screen.

The approval process for delegated requests is the same as for direct reports. They can also view the leave balances of the delegate reports.

Away on Leave

While the blue number badge notifies the manager that there is a leave request awaiting their approval, the red clock badge is used to indicate that an employee is away on leave for the current day.