Access and Approve Absence Requests via Email Link
You will receive an email approval request when an employee submits a absence request.
1. Clicking the View Absence Approval Request link will take you directly to the PeopleSoft logon page.
2. The email absence request contains information such as the absence type, start and end dates, and total number of hours.
3. At the bottom of the page, absence balance information is provided.
Your User ID should default into the User ID field. If it does not default, enter it directly into the field using ALL CAPS.
Enter the desired information into the Password field. Enter "Password" and then click the Sign In button.
The Application for Absence Request (SF-6) page displays. Review the information provided before taking action on the request to ensure you are viewing the correct transaction.
A message will display stating the request has been approved.
The system will automatically send a confirmation email to you confirming the absence request has been approved. The system will also send an email to the employee notifying him/her of the approval.
NOTE: Click the link provided to view the original transaction.
Access and Approve Absence Requests via the Worklist
After logging into PeopleSoft, you will click on the Worklist link located in the top right corner. You can also get the Worklist through the Main Menu page, or through your Favorites. If you prefer to approve transactions using the Worklist, it is recommended you add a link to your Favorites by clicking the "Add to Favorites" link.
The Worklist displays the Absence Request waiting for approval. The Worklist includes Absence Requests submitted by your direct reports.
The Worklist will also include all Absence Requests coded to the employees for which the Approver is set up as a secondary or delegated approver. Therefore, Absence Requests from employees other than your direct reports may display on an Approver’s Worklist if s/he is set up to approve for another manager.
The Refresh button, located at the bottom of the list on the left side of the page, will move submitted absence requests to the Worklist.
NOTE: You may wish to click the Refresh button before exiting the Worklist to determine if any other absence requests are available for approval.
Absence requests do not have to be approved in any particular order. However, you may click the Priority drop-down arrow next to the absence request links to make a notation of the priority order in which you wish to approve the requests.
NOTE: This does not reorder the absence requests on the Worklist.
Click on the blue link to access a transaction.
The Application for Absence Request (SF-6) page displays. Review the information provided before taking action on the request to ensure you are viewing the correct transaction.
A message displays confirming approval of the absence request.
The system will automatically send a confirmation email to you confirming the absence request has been approved. The system will also send an email to the employee notifying him/her of the approval.
NOTE: Click the link provided to view the original transaction.
Access and Approve Absence Requests via the Notification Flag
The Notification flag displays a number count in the banner to notify users of any new Actions requiring attention, such as Absence Approval Requests.
In this example, a two (2) displays in the banner indicating there are two actions requiring attention.
The most recent transaction will display first in the list.
The Application for Absence Request (SF-6) page displays. Review the information provided before taking action on the request to ensure you are viewing the correct transaction.
A message displays confirming approval of the absence request.
The system will automatically send a confirmation email to you confirming the absence request has been approved. The system will also send an email to the employee notifying him/her of the approval.
NOTE: Click the link provided to view the original transaction.
Access and Approve Absence Requests via the Absence Request (SF-6) Page
You may enter the Transaction Number or the employee's Last Name to search for an absence request.
Enter the desired information into the Last Name field. Enter "Employee's Last Name".
NOTE: It is recommended that you use the Last Name field and not the Name field to search. Names are done differently in PeopleSoft and cannot be accessed unless entered in the appropriate format.
If more than one absence request is in the system, the various transactions will display at the bottom of the page. The most recent request will be listed first.
In this example, the sick absence requested has been identified as FMLA. FMLA requests require approval from both you and Human Resources. The employee will receive a confirmation email once the request has been approved by both the Manager and Human Resources.
Review the information provided before taking action on the request to ensure you are viewing the correct transaction.
A message displays reminding you of the two-tier approval process.
A message displays confirming approval of the absence request. FMLA requests must have HR approval as well, so the system will automatically route the absence request to the appropriate HR representative.
The system will automatically send a confirmation email to you confirming the absence request has been approved by HR. The system will also send an email to the employee notifying him/her of the approval.
NOTE: Click the link provided to view the original transaction.
Create a Secondary Absence Approval
You can access absence requests two ways. Your first option is to navigate as follows:
Main Menu > Manager Self Service > Absence > Absence Approval (SF-6)
On the SF-6 Absence Approval page:
1. Enter the employee's last name in the Last Name field.
2. Click the Search Button.
NOTE: The Pending My Approval box will remain checked.
The Application for Absence Request (SF-6) page displays. Review the information provided before taking action on the request to ensure you are viewing the correct transaction.
A list of additional approvers will display in the drop-down list.
An approval confirmation will display, as well as routing information for secondary approval.
NOTE: An email will not be sent to either the requester or original approver when the secondary approver is added. The system will only send a confirmation email to the requester once the secondary approver has approved the request.
Create an Absence Request for an Employee
***** NOTICE *****
Absence requests should only be created by the manager when an employee is on extended absence, such as FMLA, and unable to complete his/her own absence request. A manual absence request must be completed by the employee immediately upon his/her return to work, for verification and audit purposes, for the time periods indicated on all manager created absence requests submitted on the employee's behalf. For audit purposes, manual absence slips will be housed in the department.
Situations, such as an emergency, may arise that will require you to create a absence request for an employee. In these situations, you will create the absence request and approve it.
A list of employees for whom you can perform this function will display.
A message displays reminding managers that a request should only be created on an employee's behalf in very specific circumstances. An FMLA request must have HR approval as well, so the system will automatically route the absence request to the appropriate HR representative.
A message display stating the request will be routed to Human Resources given it is an FMLA request.
A message displays confirming the request has been approved.
You will receive an email approval request once the absence request is submitted. You must still approve the absence request.
Manage Multiple Absence Requests for the Same Day
Absence Scenario
In this example, an employee has submitted two absence requests for the same day. The first request is for annual absence on October 8, 2019 from 2:30 PM - 4:30 PM. The second request is for annual absence on October 8, 2019 from 9:00 AM - 10:30 AM.
A list of Action items displays with the most recent appearing first.
The Application for Absence Request (SF-6) page displays. Review the information provided before taking action on the request to ensure you are viewing the correct transaction.
The Application for Absence Request (SF-6) page displays. Review the information provided before taking action on the request to ensure you are viewing the correct transaction.
Repeat steps 2 - 5 to approve the other request for 10/8/2019.
NOTE: The previously approved request has been removed from the Action list.
The second Application for Absence Request (SF-6) page displays. Review the information provided before taking action on the request to ensure you are viewing the correct transaction.
After clicking the Approve button, a warning message displays. You should not approve the request without first speaking with the employee to verify the information is correct.
NOTE: If the first request has not completed the approval process, the warning message will not display.
A confirmation message stating the approval process has been stopped displays.
Deny Absence Request
A list of Action items displays with the most recent appearing first.
The Application for Absence Request (SF-6) page displays. Review the information provided before taking action on the request to ensure you are viewing the correct transaction.
A brief comment should be entered into the Comment field explaining the reason for the denial.
A confirmation message will display showing the absence has been denied.
The system will automatically send an email to the manager and employee that the request has been denied.
NOTE: Click the link provided to view the original transaction.
Delegate Absence Approval
NOTE: The delegation feature can only be used to delegate authority to another leader. Delegation to a non-supervisory role is not allowed.
NOTE: The Search option will only return a list of those employees designated as Supervisors or Ad Hoc Supervisors. You cannot delegate absence request approval authority to non-supervisory employees.
The system will automatically send an email to the requester and delegate. The delegate will click on the link provided to accept or reject the delegation.
Review and Revoke Proxy
A list of delegation proxies displays.
Revoke a Delegation Proxy
Select the Transaction you wish to revoke. Click the SF-6 Approve Leave Request button.
NOTE: Revoking proxy delegation is only necessary if you wish to stop the delegation prior to the scheduled “End Date”.
A confirmation message displays stating delegation has been revoked.
The system will automatically send a confirmation email to both parties stating that delegation has been revoked.
NOTE: Click the link provided to view the original transaction.
View Approved Absence Requests
Uncheck the Pending My Approval option.
NOTE: If the "Pending My Approval" box is checked, you will receive a "No Matching Values Found" message after clicking the Search button. The Pending My Approval box must be unchecked to retrieve results.
The absence request displays. Use the Next in List option to view additional requests. Click the Return to Search to search for other employees' absence request information.
The absence request will display.
NOTE: If more than one absence request is pending, a list of pending absence requests will display at the bottom of the page. Click the appropriate request to view the absence information.
Your User ID should default into the User ID field. If it does not default, enter it directly into the field using ALL CAPS.
Enter the desired information into the Password field. Enter a valid value e.g. "Password" and then click the Sign In button.
You may enter the Transaction Number or the employee's Last Name to search for an absence request.
Enter the desired information into the Last Name field. Enter a valid value e.g. "Employee's Last Name".
NOTE: It is recommended that you use the Last Name field and not the Name field to search. Names are done differently in PeopleSoft and cannot be accessed unless entered in the appropriate format.
A list of Action items displays with the most recent appearing first.
A list of Action items displays with the most recent appearing first.
A brief comment should be entered into the Comment field explaining the reason for the denial.
NOTE: The Search option will only return a list of those employees designated as Supervisors or Ad Hoc Supervisors. You cannot delegate absence request approval authority to non-supervisory employees.