Construct ESS - Using Remaining Leave

• Construct ESS - Using Remaining Leave
  • Overview
  • Setup
    • Make Leave Request Codes Accessible in ESS
    • Assign Hour Type to Leave Request Codes
  • Switch Between Hours and Days View
  • Submit a Leave Request
  • Cancel a Leave Request
  • Handling Partially Used Leave Requests

Overview

Construct ESS Main Screen

Press anywhere in the Remaining Leave section on the Construct ESS Main screen to bring up a more detailed tile view on the Leaves screen.

The Leaves screen displays a comprehensive list of all the available leaves and their corresponding balance. It can be used to view and submit leave requests.

Users can Submit a Leave Request and Cancel a Leave Request. When an employee submits a leave request, the request will be sent to their direct manager. For information on approving, rejecting, or delegating a leave request, refer to Managing Leave Requests.

Setup

Make Leave Request Codes Accessible in ESS

Pgm: PYLEAVE – Master Leave Maintenance; standard Treeview path: US Payroll > Administration > Leaves > Master

The Leave Request functionality is only available for leave codes which are viewable and requestable in ESS. The setting which controls this option is located in the Leaves Master screen in the US Payroll module. In the Accessible in Employee Self Service field's drop-down menu, select "View and Request" for the selected leave code, as shown in the screenshot above.

NOTE: If "View Only" is selected, the leave will be displayed but without the ability to submit a request.

Assign Hour Type to Leave Request Codes

Pgm: PYHRTYPE – Hour Types; standard Treeview path: US Payroll > Setup > Company > Hour Types

To access leave codes, it is also necessary to assign a specific hour code in the US Payroll - Hour Types screen in the US Payroll module. This code must be linked to a corresponding leave code while the timesheets are created for the leave requests once approved.

Switch Between Hours and Days View

The Leave records can be viewed in hours or days. The Values Shown In field is used to switch between the two display options.

Submit a Leave Request

The Request icon () is used to submit a new leave request.

Clicking on the Request icon opens the Leave Request screen where leave request details can be entered.

Clicking on a specific type of leave (e.g. Paid Time Off) provides a detailed view of that particular leave type.

A information tooltip provides users with additional information about the leave type and how the balance is calculated. It indicates whether it is an accrued or an entitled leave. A pop-up window appears when users click on the "Learn More" link.

Depending on the type of leave selected, the screen displays information on the Carried, Accrued, Used, Planned, Eligible and Balance for that particular leave type, as well as any corresponding leave requests. The requests are listed along with their duration and status, providing users with a comprehensive overview of their leave history for that selected leave type.

Clicking on the Request icon from within a selected leave type opens the Leave Request screen for that selected leave type.

When entering a leave request under that particular leave type, enter a start date and end date.

Once the start and end dates are entered, any days that fall within the specified date range will be automatically be displayed as well.

The program will exclude weeks off and holidays from the date range, ensuring that the remaining days accurately reflect the requested leave duration. Holiday schedules are based on the location option selected in the Holiday Determination Method in Construct field on the Rules tab of the Payroll Control screen. Options include determining holidays based on the payroll company address, work location or work province, or the employee's mailing/physical address. For more information, please refer to US Payroll - Payroll Control.

After a leave request is submitted, it will be sent for approval.

Users can modify their leave request by either canceling individual days or adjusting the number of leave days or hours per day, if the status of the request is either "Submitted" or "Rejected". In cases where the request has already been approved, users may still reduce the number of hours, or cancel the leave altogether.

Users will not be able to modify or cancel the approved leave request if the period in question has already been closed or the timesheet has already been posted.

Cancel a Leave Request

Canceling a Leave Request

Users can cancel a leave request, regardless of the status of the request, which includes "Submitted", "Approved", or "Rejected", as long as the period in question has not been closed or the timesheet has not been posted. Click on the Cancel icon () to remove a leave request.

The leave request will be canceled and removed from the screen.

If an employee cancels their leave request, both the direct and delegated managers will receive an email notification, as shown below:

Handling Partially Used Leave Requests

The leave request is divided into individual dates between the start and end dates. In most cases, the status of the record matches the status of each individual date. However, if the leave request spans multiple pay periods and one pay period has been processed and posted, some dates may show as "Used" while others remain "Approved." As a result, the leave request is now in a "Partially Used" status.

Dates in the "Approved" state can be edited individually. Edits include reducing hours or canceling the leave for a specific date. After editing, notifications are sent to the manager and employee, detailing the changes made.

Dates marked as "Used" are locked and cannot be modified.