Atlas eServices/My Leave User Guide- This guide is to be used for test of the My Leave module

Atlas test environment: https://hr-stest.partneragencies.org

Atlas POPP on leave: http://content.undp.org/go/userguide/HR/hour-hday-leave/typesofleave/?lang=en

Contents1. Make an Annual Leave request.................................................................................................................................2

2. Make a Paternity Leave request..............................................................................................................................10

3. Make a Sick Leave request......................................................................................................................................15

4. Make a Maternity Leave request.............................................................................................................................21

5. Make a Home Leave request...................................................................................................................................26

6. Make a Special Leave request.................................................................................................................................31

7. Common Absence Features.....................................................................................................................................36

7a. Save an Absence Request..................................................................................................................................36

7b. View Monthly Schedule....................................................................................................................................37

7c. View Absence Request History..........................................................................................................................39

7d. View Absence Balances.....................................................................................................................................40

7e. Edit an Absence Request...................................................................................................................................42

8. Approve an Absence Request..................................................................................................................................42

9. Work flow notifications and Atlas updates for all absence types.............................................................................45

1. Make an Annual Leave request

a. Click the folder eServices

b. Click the folder My Leave, and the sub menu My Leave

c. Fill in the names (first name and last name) of the HR Associate, Leave Monitor, and Supervisor in the box Approver User List

d. If the names cannot be located use the search function by clicking the search symbol . You can add more than one supervisor if applicable or if your current supervisor is on leave and someone else needs to approve your leave. Click the + sign to add a supervisor.

When you click the search symbol you can locate a person by different criteria. In this example the Last Name is used.

Once the Last Name is entered click Look Up , and a list of names will appear to select from.

e. Once you have filled in the names, click save NOTE!! IT IS VERY IMPORTANT YOU SAVE THIS INFORMATION BEFORE CONTINUING.

f. Click the icon for Annual Leave

g. Enter the Start Date and End Date

h. If applicable click Yes for Half Days. Select Half Days Options as applicable.

i. Click Calculate Duration and it will calculate the number of days.

j. Select Supervisor

k. Add attachment(s) if applicable

l. Add any relevant comments.

m. 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.

n. You will receive a message that the absence was successfully submitted. Click OK

o. In addition you will receive a confirmation email.

At the same time an email is forwarded to the Supervisor for Approval and Leave Monitor for information.

o. Once the Supervisor has approved the Annual Leave in Atlas / eServices you will receive an email notification and the status of the Annual Leave will change to Approved.

2. Make a Paternity Leave request

a. Click the folder eServices

b. Click the folder My Leave, and the sub menu My Leave

c. Fill in the names (first name and last name) of the HR Associate, Leave Monitor, and Supervisor in the box Approver User List

d. If the names cannot be located use the search function by clicking the search symbol . You can add more than one supervisor if applicable or if your current supervisor is on leave and someone else needs to approve your leave. Click the + sign to add a supervisor.

When you click the search symbol you can locate a person by different criteria. In this example the Last Name is

used. Once the Last Name is entered click Look Up , and a list of names will appear to select from.

e. Once you have filled in the names, click save NOTE!! IT IS VERY IMPORTANT YOU SAVE THIS INFORMATION BEFORE CONTINUING.

f. Click the icon for Paternity Leave

g. Enter the Start Date. Note that the End Date will default to 28 days later and holidays are not considered. Amend the End Date if applicable. Note that for Paternity Leave it is not possible to select Half Days.

Paternity Leave days is not deducted from Annual Leave.

h. Click Calculate Duration . Note it will default to 28 days unless you change the End Date.

i. Select Supervisor

j. Click Add Attachment to upload relevant and required documentation

k. Click Browse , locate the document you want to upload and click

l. The uploaded document(s) will now appear in the list. Fill in comments as applicable.

m. Click Submit to submit Paternity Leave for approval.

n. You will receive a message that the absence was successfully submitted. Click OK

o. In addition an email is forwarded to your supervisor for approval. Once approved an email is forwarded to the HR associate for final approval of eligibility for Paternity Leave and confirmation that required documentation has been received. When approved by the HR associate you and the leave monitor will receive confirmation.

3. Make a Sick Leave request

a. Click the folder eServices

b. Click the folder My Leave, and the sub menu My Leave

c. Fill in the names (first name and last name) of the HR Associate, Leave Monitor, and Supervisor in the box Approver User List

d. If the names cannot be located use the search function by clicking the search symbol . You can add more than one supervisor if applicable or if your current supervisor is on leave and someone else needs to approve your leave. Click the + sign to add a supervisor.

When you click the search symbol you can locate a person by different criteria. In this example the Last Name is

used. Once the Last Name is entered click Look Up , and a list of names will appear to select from.

e. Once you have filled in the names, click save NOTE!! IT IS VERY IMPORTANT YOU SAVE THIS INFORMATION BEFORE CONTINUING.

f. Click the icon for Paternity Leave

g. Select in the dropdown Filter by Type if it is Certified Sick Leave or Uncertified Sick Leave

h. Select in the dropdown Absence Name the applicable leave

For Uncertified Sick Leave the Absence Names can be Family Leave or Uncertified Sick Leave

For Certified Sick Leave there is only the Certified Sick Leave Option.

i. Select in the dropdown Reason the specific leave type

For Uncertified Sick Leave the Reason Names can be Family Emergency and Uncertified Sick Leave

For Certified Sick Leave you can only select Certified Sick Leave

j. Select the Start Date and End Date (Half Days are possible) and click Calculate Duration

k. Click Add Attachment to upload documentation if applicable

l. Click Browse , locate the document you want to upload and click

m. The uploaded document(s) will now appear in the list. Fill in comments as applicable.

n. Click Submit to submit Sick Leave

o. You will receive a message that the absence was successfully submitted. Click OK

o. In addition you will receive an email of confirmation and Supervisor and Leave Monitor will also receive an email. Please note that for Uncertified Sick Leave less than 3 days there is no supervisor approval.

4. Make a Maternity Leave request

a. Click the folder eServices

b. Click the folder My Leave, and the sub menu My Leave

c. Fill in the names (first name and last name) of the HR Associate, Leave Monitor, and Supervisor in the box Approver User List

d. If the names cannot be located use the search function by clicking the search symbol . You can add more than one supervisor if applicable or if your current supervisor is on leave and someone else needs to approve your leave. Click the + sign to add a supervisor.

When you click the search symbol you can locate a person by different criteria. In this example the Last Name is

used. Once the Last Name is entered click Look Up , and a list of names will appear to select from.

e. Once you have filled in the names, click save NOTE!! IT IS VERY IMPORTANT YOU SAVE THIS INFORMATION BEFORE CONTINUING.

f. Click the icon for Maternity Leave

g. Fill in the Start Date. Note that the End Date will fill in with a date 16 weeks later.

h. Click Calculate Duration . The calculation will default to 112 days.

i. Select Supervisor

j. Click Add Attachment to upload relevant and required documentation

k. Click Browse , locate the document you want to upload and click

l. The uploaded document(s) will now appear in the list. Fill in comments as applicable.

m. Click Submit to submit Maternity Leave for approval.

n. You will receive a message that the absence was successfully submitted. Click OK

o. In addition an email is forwarded to your supervisor for approval. Once approved an email is forwarded to the HR associate for final approval of eligibility for Maternity Leave and confirmation that required documentation has been received. When approved by the HR associate you and the leave monitor will receive confirmation.

5. Make a Home Leave request

a. Click the folder eServices

b. Click the folder My Leave, and the sub menu My Leave

c. Fill in the names (first name and last name) of the HR Associate, Leave Monitor, and Supervisor in the box Approver User List

d. If the names cannot be located use the search function by clicking the search symbol . You can add more than one supervisor if applicable or if your current supervisor is on leave and someone else needs to approve your leave. Click the + sign to add a supervisor.

When you click the search symbol you can locate a person by different criteria. In this example the Last Name is

used. Once the Last Name is entered click Look Up , and a list of names will appear to select from.

e. Once you have filled in the names, click save NOTE!! IT IS VERY IMPORTANT YOU SAVE THIS INFORMATION BEFORE CONTINUING.

f. Click the icon for Home Leave

g. Note that for Home Leave the Filter By Type will show Annual Leave and the Absence Name will show IP-Home Leave Take. The reason for this is that the Home Leave days will deduct your annual leave balance.

h. Fill in Start Date and End Date and click Calculate Duration

i. Select Supervisor name

j. Add attachment if applicable and enter a comment if applicable

j. Click Submit to submit the Home Leave request

k. You will receive a message that the Home Leave request was successfully submitted. Click OK

l. In addition you will receive an email of confirmation and Supervisor and Leave Monitor will also receive an email.

6. Make a Special Leave request

a. Click the folder eServices

b. Click the folder My Leave, and the sub menu My Leave

c. Fill in the names (first name and last name) of the HR Associate, Leave Monitor, and Supervisor in the box Approver User List

d. If the names cannot be located use the search function by clicking the search symbol . You can add more than one supervisor if applicable or if your current supervisor is on leave and someone else needs to approve your leave. Click the + sign to add a supervisor.

When you click the search symbol you can locate a person by different criteria. In this example the Last Name is

used. Once the Last Name is entered click Look Up , and a list of names will appear to select from.

e. Once you have filled in the names, click save NOTE!! IT IS VERY IMPORTANT YOU SAVE THIS INFORMATION BEFORE CONTINUING.

f. Click the icon for Special Leave

g. Select the appropriate Reason. The Reasons can be Special Leave with Full Pay, Special Leave with Half Pay or Special Leave Without Pay.

h. Enter Start Date and End Date and click Calculate Duration

i. Enter Supervisor name

j. Click Add Attachment to add relevant documentation if applicable and enter comments as applicable.

k. Click Submit to submit Special Leave for approval.

l. You will receive a message that the Special Leave request was successfully submitted. Click OK

m. In addition you will receive an email confirmation and an email is forwarded to your supervisor for approval. Once approved by the supervisor an email is forwarded to the HR associate for confirmation of eligibility for Special Leave and that required documentation has been received. The final approval is done by either the Head of Office or the HR Director.

7. Common Absence Features

7a. Save an Absence Request

For all absences you may decide to Save the request for later submission.

a. If you click Save (instead of Submit) you will receive the following on-screen confirmation.

b. The next time you log on to My Leave, your saved request(s) will show under Pending Leave Requests. The status will show ‘Saved’.

c. If you click the link, the saved leave will open. You can now Submit it as you would normally do.

7b. View Monthly Schedule

a. For all absence requests you can view the monthly schedule. In the monthly schedule you can view the Holiday schedule, the Weekend schedule and the planned absences.

b. If you click the link View Monthly Schedule the following will appear. You will note that there are different symbols

for Holidays and Planned Absences .

c. If you request an absence where the absence starts or ends on a holiday, you will receive the following error notification. Note that this is not applicable for Special leave, Maternity and Paternity leave.

7c. View Absence Request History

a. You can view the absence history in the link Absence Request History or View Absence Request History.

b. When you click the link View Absence Request History you will see the following screen. If the absences have not been approved you can click Edit to edit the request.

c. If the absence has been approved and taken the absences cannot be edited.

7d. View Absence Balances

a. You can view your Absence Balances by clicking the link Absence Balances on the menu or the View Absence Balances that will appear in the bottom of the absence window.

b. When you click View Absence Balances you can view the balance of your absences.

7e. Edit an Absence Request

a. Staff can change a leave request before the leave takes place even if approved. If yes, then it needs to be reapproved. But if it happens after the start date of the leave, then the leave monitor will do the changes manually on Absence event page.To change an Absence click the Absence Request History and click Edit.

8. Approve an Absence Request

a. To approve an absence request as a supervisor, you can either click the link in the bottom of your email notification

or you can go to eServices/My Leave/Approve Absence Requests.

b. The Absence Requests window defaults to ‘Pending’ absence requests. In addition you can also select ‘Approved’ or ‘Denied’ absence requests.

c. Click the Name of the requestor to either view, approve or deny the request.

d. When you click the Name the Absence Request will open up.

e. If you click Approve you will be asked to confirm the approval. If you click No you are taken back to the absence request. If you click Yes you will receive an on-screen confirmation.

f. In addition to the on-screen confirmation you will also receive email notification that it has been approved. Depending on the type of absence various ‘roles’ will be notified:

9. Work flow email notifications and Atlas updates for all absence types

For Annual Leave: a. When a staff member requests AL, the staff member will receive email confirmation and the supervisor will

receive email request for approval. b. Once approved by the supervisor, the staff member will receive email confirmation of approval and leave

monitor will be notified by email. c. Once approved the AL balance for the staff member will be updated.

For Sick Leave: For Sick Leave:

a. When a staff member requests Sick Leave, the staff member will receive email confirmation. b. The supervisor and leave monitor are notified by email. c. The sick leave balance for the staff member will be updated.

Note: For Certified Sick Leave, medical certification should be submitted to Leave Monitor upon return. In case of certified sick leave beyond 20 days, medical reports must be submitted to the medical services.If the user selects more than 3 days as uncertified sick leave, an error message occur and the absence cannot be requested.Family Emergency leave is considered as an uncertified sick leave.

For Paternity Leave:a. When a staff member requests Paternity Leave, the staff member will receive email confirmation. b. The supervisor will receive email request for initial approval. c. Once approved by the supervisor, HR is notified for final approval of eligibility. d. Once HR has approved the staff member will receive email confirmation of approval and leave monitor will be

notified by email.

Note: 28 days are calculated and end date is populated automatically. Holiday schedule will not affect the calculation.

For Maternity Leave: a. When a staff member requests Maternity Leave, the staff member will receive email confirmation. b. The supervisor will receive email request for initial approval. c. Once approved by the supervisor, HR is notified for confirmation of eligibility.

- if SM is local staff it will be local HR office- if SM is located in NY or IP staff it will be the Benefits and Entitlements office in Copenhagen.

d. Once approved the staff member will receive email confirmation of approval and leave monitor will be notified by email.

e. HR will update Atlas in Job Data as an action/reason – Paid Leave of Absence/Maternity Leave. Not in the Absence Module. The same thing with Adoption Leave.

Note: 16 weeks are calculated and end date is populated automatically. Holiday schedule will not affect the 16 weeks.

For Home Leave: a. When a staff member (IP staff) requests Home Leave, the staff member will receive email confirmation. b. The supervisor will receive email request for initial approval. c. Once approved by the supervisor, HR is notified for final approval of eligibility. d. Once HR has approved the staff member will receive email confirmation of approval and leave monitor will be

notified by email. e. The Home Leave balance will be updated.

For Special Leave: a. When a staff member requests Special Leave, the staff member will receive email confirmation. b. The supervisor will receive email request for initial approval. c. Once approved by the supervisor, HR is notified for confirmation of eligibility.

- if SM is local staff or TA contract it will be local HR office- if SM is located in NY or IP staff on FTA contract it will be the Benefits and Entitlements office in Copenhagen.

d. As part of the HR confirmation of eligibility, HR will either (outside the system):- request Head of Office for final approval if the staff member is local staff or on a TA contract- request BAS Advisor for confirmation and once confirmed, the HR Director for final approval.

e. Once the approval process is finalized, HR will approve the Special Leave request in Atlas and the staff member will receive email confirmation of approval and leave monitor will be notified by email.

f. HR will update Atlas. HR will update Atlas in Job Data as an action/reason – Paid Leave of Absence/….select reason or Paid Leave of Absence/…select reason. Not in the Absence Module.

In general for leave: Note: Staff can change a leave request before the leave takes place even if approved. If yes, then it needs to be reapproved. But if it happens after the start date of the leave, then the leave monitor will do the changes manually on Absence event page.