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Who is impacted by/must record their absences in the Absence module?

  • The Absence module applies to all employees, regardless of union.  
  • The Payroll department uses the reports generated from the Absence module to support your payroll run. It is important that your absences are submitted in advance of payroll processing for accuracy. 

If we are submitting absences in the Absence Module, will we still be required to submit timesheets?

  • The Absence Module is for planning purposes, whereas Timesheets record hours worked and absences taken, and feed into the Payroll system. Employees who regularly submit timesheets will continue to do so. 
  • Timesheet functionality release is anticipated for June, until which time the current timesheet process will continue.

What are the three types of Absence requests?

There are three types of absence requests. 

  1. Standard Absence Request:
    • This is the typical absence request, such as a planned vacation. The list of options in the absence module is tailored to your employment group. 
    • An absence can be as short as a half day, or as long as a maternity leave ((ANDREA, Are mat leaves submitted through absence module or the leaves module that has not been deployed?))
    • A standard absence request is received more than 10 business days before the absence on/before the start date of the absence.
    • An employee will submit this request through the Absence module
  2. Unforeseen Absence Request: 
    • This is the non-standard absence request, such as a sick day or a sudden Friday off. 
    • An unforeseen absence request is received less than 10 business days before the start date of the absence.
    • An employee will submit this request through the Absence module
    • The employee's supervisor will have to notify Payroll, if the absence request is approved. 
  3. Retroactive Absence Request: 
    • This is a request for an absence where the start date of the absence is before the submission date of the request.
    • The Absence Module does not support retroactive absence requests. You must email a Payroll Officer.

Why can't I see different types of leaves, such as compassionate care, when I try to submit an absence request?

  • At this time, the following list of absences are required to be submitted through HR, with no change to the current process:
    • Sabbaticals Leave
    • Short Term/Long Term Disability Leave
    • Voluntary workload reduction (VWR)
    • Compassionate Care Leave
    • Maternity, Parental & Adoption Leave
    • General Leave (Paid/Unpaid) - Exempt
    • Unassisted Leave
    • Deferred Salary Leave
    • Public Duty Leave
    • Exchange Leave
  • A future release of BusinessWorld in the Autumn of 2020 will cover these extended leaves forms, as there are extra considerations for these leaves. These leaves will not be accepted in the Absence module.

What if I currently submit bi-weekly absence reports? Will these still be required?

  • Employees currently submitting absence reports (i.e. non-timesheet driven employees) will no longer be required to do so.
    1. Planned absences (i.e. on/before the date of occurrence, minimum 10 days prior to pay run deadline) will be submitted via Absence module.
    2. Unplanned absences (including sick days) recorded after the fact will be submitted to Payroll by way of email.
  • Employees who currently submit timesheets will continue to do so, and will need to include absences taken.

What benefit does the Absence module provide to Supervisors?

  • People Planner provides supervisors with an effective planning tool, providing visibility of departmental planned absences at a glance, making the approval process much quicker.
  • Supervisors will receive notifications within the system to alert when an absence request has been submitted. The notification includes the employee's current balances to help inform the supervisor prior to approval. Once approved, the absence will automatically be logged into People Planner to help track and plan coverage.

As a Supervisor, how will I know if employees are exceeding their balances or if they will have enough vacation accrued to cover the request before the date occurs?

  • The absence request notification that requires supervisor approval will state the employee's actual balances that are current as of the most recent pay period to help aid the decision for approval. 
  • Supervisors and employees requiring assistance with calculating vacation accrual may contact the appropriate Payroll Officer.
  • Supervisors may generate a Manager Report - Employee Vacation and Leave Balances for their area within U4BW. 

As a Supervisor, will I have an opportunity to preview the absence reporting process for employees so that I can support and prepare them?

  • "How To" documents outlining the process for reporting absences are available for Supervisor review on Go.Selkirk.  These documents will be made available to employees upon release of the Absence Module.
  • Our team is preparing brief training videos demonstrating the absence reporting process from both employee (submission) and supervisor (approve/reject) perspective for each union group. The Supervisor videos will also address/preview:
    • Assigning a substitute
    • People Planner
  • Modified versions will be shared to Go.Selkirk for employee review with next week's communication.

How do I submit a request for time off?

Review the Absences section in go.selkirk for step-by-step instructions on submitting a leave request in UB4W.  

How do I delete an approved request?

How do I respond to my Supervisor's request for 'additional information'?

  • To respond to a request for 'additional information' from a supervisor, go to “Your Employment” > “Start Pages”, and click on "Absences".  Make the appropriate changes to the relevant request.

As a Supervisor, how do I action a request for time off?

How do I know if an employee has removed previously approved time off?\

How do I partially approve a request for time off?

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