User Guide for Atlas Eservices - My Leave

User Guide for Atlas eServices - My Leave

This guide is for training in the Atlas eServices My Leave module. The Atlas eServices module is located in the Atlas HCM - the HR module in Atlas. This document covers training for staff members on how to apply for Annual Leave, Sick Leave, Maternity & Paternity Leave, Special Leave and Home Leave. For supervisors there is a section on how to approve leave, and for HR there is a section on how to approve the leave types that require HR approval. In addition it includes a section particular for Leave Monitors and an FAQ.

Contents

1. Enter the name of your Supervisor, HR Focal Point and Leave Monitor 2

2. Make an Annual Leave request 6

3. Make a Paternity Leave request 12

4. Make a Sick Leave request 16

5. Make a Maternity Leave request 20

6. Make a Home Leave request 25

7. Make a Special Leave request 30

8. Common Absence Features 34

8a. Save an Absence Request 34

8b. View Monthly Schedule (Holiday and Weekend schedule) 36

8c. View Absence Request History 39

8d. View Absence Balances 41

8e. Edit an Absence Request 43

9. Approve an Absence Request 46

9a. Approve an Absence Request (as a Supervisor) 46

9b. Approve a Maternity Leave Request (as HR Focal Point) 49

9c. Approve a Paternity Leave Request (as HR Focal Point) 53

9d. Approve a Home Leave Request (as HR Focal Point) 56

9e. Approve a SLWOP Leave Request (as HR Focal Point) 59

10. Monitoring Leave (for Leave Monitors) 61

11. FAQ 63

1. Enter the name of your Supervisor, HR Focal Point and Leave Monitor

For all leave types, the first step you have to do is to fill in the name of your Supervisor, HR Focal Point and Leave Monitor.

You only need to do this once. Once you filled in the names, it will be saved for the next time you want to apply for leave. If needed, you can edit it at any time.

Note on HR Focal Point:

· If you are International Staff your HR Focal Point will be someone from the OHR/Benefits & Entitlements Services in Copenhagen.

· If you are Local Staff then the HR Focal Point will be someone from your local HR office. If in doubt, please ask your local HR office.

a. log into Atlas HCM (the HR module in Atlas) and 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 Focal Point, Leave Monitor, and Supervisor in the box Approver User List

d. If the names cannot be located then use the search function by clicking the search symbol. You can add up to 3 supervisors if applicable or you can add the name of the person who will approve leave if your current supervisor is away from the office. 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.

2. Make an Annual Leave request

a. log into Atlas HCM (the HR module in Atlas) and click the folder eServices

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

c. If you have not already done so, please fill in the names of the HR Associate, Leave Monitor, and Supervisor in the box Approver User List. This is explained in more detail in this document in the section ‘1. Enter the name of your Supervisor, HR Focal Point and Leave Monitor’.

Note! It is important that this information is entered and saved before applying for leave.

d. Click the icon for Annual Leave

e. Enter the Start Date and End Date.

Please note that the Start Date or End Date cannot be on a weekend or an official holiday.

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

Note that the half days will not indicate if taken in the morning (AM) or in the afternoon (PM). If needed then use the comment field for this.

g. Click Calculate Duration and it will calculate the number of Annual Leave days.

h. Select Supervisor. The names available will be the names you specified in the previous page when filling in the Approver User List.

i. Add attachment(s) if applicable.

For Annual Leave it is typically not required to add any attachment.

j. Add any relevant comments.

Example: Relevant information could be information on any backstopping arrangements while you are on leave.

k. 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.

l. You will receive an on-screen message that the absence was successfully submitted. Click OK

Note: If you do not receive this message and you do not receive an email confirming the submission of your leave request, it was not submitted correctly for some reason. Please try to submit it again. If this does not work please contact .

m. Once you click OK you will receive a confirmation email. This is to confirm that the leave request has been submitted correctly. See example below.

n. At the same time an email is forwarded to the Supervisor for approval. See example below.

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

At the same time the Leave Monitor will be copied on this email.

p. Your Annual Leave balance will be updated with the approved leave request, once payroll is calculated. This takes place in the end of the month, and your new balance will appear on your pay slip. You can read more on how to view your leave balance in the section View Your Balance in this document.

3. Make a Paternity Leave request

a. log into Atlas HCM (the HR module in Atlas) and click the folder eServices

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

c. If you have not already done so, please fill in the names of the HR Focal Point, Leave Monitor, and Supervisor in the box Approver User List. This is explained in more detail in this document in the section ‘1. Enter the name of your Supervisor, HR Focal Point and Leave Monitor’.

Note! It is important that this information is entered and saved before applying for leave.

d. Click the icon for Paternity Leave

e. 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. For Paternity Leave it is possible to take less than 28 days or divide the 28 day period into two periods.

Note that for Paternity Leave it is not possible to select Half Days.

Paternity Leave days is not deducted from Annual Leave.

f. Click Calculate Duration. Note it will default to 28 days unless you change the End Date. Holiday schedule will not affect the calculation.

g. Select Supervisor

h. Click Add Attachment to upload relevant and required documentation.

Required documentation for a Paternity Leave would be a birth certificate for the newborn child.

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

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

k. Click Submit to submit Paternity Leave for approval.

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

m. Email Notifications:

1. Once you submitted the leave request you will receive an email that the leave has been submitted.

2. At the same time an email is forwarded to your supervisor for approval.

3. Once approved by your supervisor, an email is forwarded to the HR Focal Point for final approval of eligibility for Paternity Leave and confirmation that required documentation has been received.

4. When approved by the HR Focal Point you and the Leave Monitor will receive confirmation.

4. Make a Sick Leave request

a. log into Atlas HCM (the HR module in Atlas) and click the folder eServices

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

Note! It is important that this information is entered and saved before applying for leave.

d. Click the icon for Sick Leave

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

Note: for Uncertified Sick Leave less than 3 days there is no supervisor approval. If you select more than 3 days as uncertified sick leave, an error message occur and the absence cannot be requested.

f. 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.
g. 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

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

Note: In case of certified sick leave beyond 20 days, medical reports must be submitted to the medical services. If you select more than 3 days as uncertified sick leave, an error message occur and the absence cannot be requested.

i. Click Add Attachment to upload relevant and required documentation if applicable.

Required documentation for Certified Sick Leave will be a Doctor’s certificate. If you do not have the certification at the time of requesting the Certified Sick Leave, a medical certification should be submitted to your Leave Monitor upon return.

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

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

l. Click Submit to submit Sick Leave

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

n. Email Notifications for Sick Leave:

Sick Leave (certified or uncertified) does not require approval from your supervisor.

1. Once you submitted the leave request you will receive an email that the leave has been submitted.

2. At the same time an email is forwarded to your Leave Monitor for confirmation.

o. Email Notifications for Family Leave:

Note: Family Leave is considered an uncertified sick leave, but even then it requires approval from your supervisor. The policy is that Family Leave should be planned when possible, but sometimes this is not possible. For this reason a Family Leave requires approval from your supervisor.

1. Once you submitted the sick leave request you will receive an email that the leave has been submitted.

2. At the same time an email is forwarded to your supervisor for approval.

3. Once approved by your supervisor, you and the Leave Monitor will receive confirmation.

5. Make a Maternity Leave request

a. log into Atlas HCM (the HR module in Atlas) and click the folder eServices

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

Note! It is important that this information is entered and saved before applying for leave.

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. It is not possible to take more or less than 16 weeks and the Holiday schedule will not affect the calculation. Half Days Option is not available for Maternity Leave.

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

i. Select Supervisor

j. Click Add Attachment to upload relevant and required documentation.

Required documentation for a Maternity Leave will be a certificate from a licensed practitioner or midwife attesting the pregnancy and indicating the anticipated date of birth.

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

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