Electronic Leave Request FAQs
Please review the Frequently Asked Questions below. If your question is not answered here, please contact us.CONTACT US
Employee- Electronic Leave Request FAQs
How far in advance do you recommend I submit a sick/vacation leave request?
There is no limit, but your “Reports To Manager” should be able to provide a timeframe needed to submit before requesting the leave. The time will be deducted from your leave balance once the ABM process is completed by the Payroll Office.
By when should time be submitted?
Users have a 90-day pay window from the absence event to enter or make any adjustments. Adjustments after 90 days of an event should be emailed to firstname.lastname@example.org along with the appropriate approvals.
How do I know my leave request has been approved/denied/pushedback?
The employee will receive a an e-mail notification if the request has been approved/ denied or pushed back. In addition to this requests can be reviewed on the "View Requests" panel option, for instructions on how to access this module click here.
Can I submit a leave request for one and a half days?
Yes, however, you will need to submit two separate requests. One request for a full day and a second request for the partial day.
Are attachments required when submitting a leave request?
The system does not require attachments; however, it’s at the Manager’s discretion to require an employee to submit proof that the absence was necessary and due to illness or injury. The jury duty summons must be attached if requesting time due to jury duty (for more information visit: https://www.utep.edu/hoop/section-5/ch-23.html).
Can a leave request be submitted for half an hour?
Yes, PeopleSoft allows you to submit requests of 15-minutes increments.
When a leave request is submitted that includes a weekend, will two separate requests need to be submitted?
No, you are able to submit a leave request that includes a weekend unless there is a holiday involved.
I want to submit a leave request that includes time before and after a holiday weekend; can I submit one leave request for the whole time requested off?
No, you will need to submit a leave request before the holiday period and after. Make sure the holiday period is not included in the leave request. (E.g. Memorial Day falls on Monday- 05/25/2020, and you want to take off Friday- 05/22/2020 and Tuesday- 05/26/2020, you will have to submit two separate requests, one for 05/22/2020 and the second one for 05/26/2020.
Will the timekeeper be notified of the absence request?
No, the timekeeper will not be notified.
Can the timekeeper submit my leave request?
Timekeepers should only submit leave requests for employees if required by the department.
Can an employee modify a leave request?
Employees can only modify a request if it has been pushed back (sent back) by a manager or if the request has been canceled. Click here, for a guide on how to resubmit a request that has been sent back by the Manager.
Can an employee request to cancel a request has already been submitted?
If a leave request has already been submitted and is pending approval the employee can request to cancel. Cancellations route for approval and the employee’s supervisor will receive a request to approve or deny the cancellation.
Can an employee request to cancel a request has already been approved?
If a leave request has already been approved the employee can request to cancel. Cancellations route for approval and the employee’s supervisor will receive a request to approve or deny the cancellation.
Where can you view absence balances?
To view your Absence Balance Summary, log into PeopleSoft and from the Employee Self Service home page access the Time and Attendance tile. From the left side panel select the Absence Balance Details option and under the Absence Balance Summary tab you can review your Sick Leave and Vacation Leave Balances along with transaction history and the amount available as of the current period.
Manager- Electronic Leave Request FAQs
I am a Reports To, I will be out on extended leave, how will the leave requests be processed?
If a Reports To manager is out on extended leave and unavailable to approve leave requests, please submit a helpdesk and we can re-route the leave request. Please remember, leave request are available online and can be approved from a mobile device.
Absence requests submitted by the timekeepers are different from the leave request submitted by an employee, why is this?
Transactions submitted by Timekeepers will be classified as “Reported Time.” Transactions submitted by Employees will be classified as “Absence Request.” When approving the layout/options will be slightly different; however, the overall design is the same.
How can I approve a leave request?
There are two approval methods when reviewing leave requests:
“E-mail” Method*: Document is sent to UTEP email address. You will click on the hyperlink at the bottom of the email to open the document. You will need to log into PeopleSoft to review document information.
Using the HRMS Tile: You will log into PeopleSoft, and from the Employee Self Service homepage select the HRMS Tile. Under Pending Approvals, select the request to review/approve.
Where can I view my employee’s absence balances?
To view your employee’s Absence Balance Summary, log into PeopleSoft and from the Manager Self Service home page access the Team Time and Attendance Tile. From the left side panel select the Absence Balance Details, select Advanced Search and search for your employee by First name and Last name, the Absence Balance Summary tab contains the Sick Leave and Vacation Leave Balances including the history and amount available as of the current period.
General- Electronic Leave Request FAQs
When are Absence Balances updated?
Balances are updated twice per month, generally on the 2nd and 16th of every month.
What if the employee does not have enough hours, can they still submit the request?
Hours may be submitted; however, any time not available will cascade to unpaid leave.
What is the process for reporting FMLA?
Employees requesting FMLA leave are required to submit a request to their supervisor and supporting medical certification will also need to be submitted to the Benefits Office in advance of the leave, when foreseeable.
What is the process for entering/requesting Comp Time?
Employees are not able to submit or request to use Comp Time. Following the current process an employee earning time or requesting time would need to go through the department timekeeper.
What is the process for military leave?
Employees requesting military leave shall provide a copy of his or her official orders to the Office of Human Resources in order to arrange for the leave of absence.
Will my reconciliation process for Leave Requests change?