How-to guide: Employee Self-Service - request annual leave

Contents

  1. Log into HR Self-Service
  2. Complete your new starter details
  3. Adjust your HR Self-Service display
  4. View and update your details
  5. View, download and print payslips and P60s
  6. View and apply for vacancies
  7. Guidance for interview panel members
  8. Request annual leave 
  9. Complete sickness absence record 
  10. Submit timesheet
  11. Emails from HR Self-Service
  12. Log out securely

8. Request annual leave (participating departments only)

Note: Annual leave functionality is currently available only to participating departments.

We are rolling this feature out in stages, with future rollout planned through 2025. Please contact your local HR team/contact for more details.

 

For a quick overview of the annual leave feature, watch this short video.

The detailed guidance below explains how employees can request annual leave via HR Self-Service. For a quick demo, watch our 'Submit an annual leave request' video.

 

  • You can find the University's Holiday Entitlement Policy on the HR Support webpages. 
  • For any questions about your entitlement or leave balance, please contact your local HR team.
  • Departmental fixed closure days and public holidays have already been applied to your appointment(s), including any additional leave for long service where applicable.
  • If you work full-time, your entitlement is displayed in days. For part-time staff or those with non-standard full-time hours, your entitlement is shown in hours.   

  1. Navigate to the Balances tab.
  2. Select View from the Balances widget (if you have multiple appointments/ roles, select the appropriate one you wish to view).
balances tab

 

  1. See screen overview below:
my balances

 

Key  Screen label Details  
A Appointment If you have multiple appointments, ensure the correct one is selected.
B Entitlement (days/ hours)  Shows how your entitlement for the year has been calculated and if applicable, updated by your local HR team.  
C Carried (days/ hours)  Lists any unused hours/ days from previous annual leave year, which must be taken by 31 December in current leave year.
D Taken (days/ hours)  Lists any annual leave days/hours already taken in current leave year.
E Booked (days/ hours)  Lists details of your approved leave (days/hours) which are in the future.
F Balance (days/ hours)  Gives you your remaining leave balance (still to book). 
G View Narrative Provides further details of system calculations and updates made by local HR teams.

 

Note:  Any requests not yet approved, will not be factored into your balance.

 

Follow these steps to request annual leave, whether for full days or partial days: 

  1. Navigate to the Leave and Absence tab.
  2. Click Book Time Off from the My Requests widget.
book time off
  1. Complete the following fields:

Field name

(* mandatory)

 Description
Appointment* Use the drop-down to select the correct appointment (if you have multiple).
Leave Type* Select the appropriate leave type (eg Annual Leave). For other types of leave, refer to the Staff Handbook or consult your HR team.
Start Date* Use the calendar icon to select the start date of your leave.
End Date* If booking full days of leave, use the calendar icon to select your end date. For partial days, switch the toggle against 'Part Day' and follow instructions below.
Part Day (only if applicable)

Switch the toggle on to activate partial day options (the End Date field will disappear).

  • Time of day: Select "Morning" or "Afternoon" as applicable.
  • Choose a time:
    • Part of day: If requesting a portion of your working day (eg ½ day), select the relevant fraction, and keep toggle switched off.
    • Hours and minutes: For specific amounts of leave (eg 2 hours 25 minutes), switch the toggle on and enter the exact time.
Reason* Select option as applicable.
Comments Optional - add any relevant details.

 

  1. Click Submit. Your request will be visible in the My Requests widget on your Employee Dashboard. You will receive an email once your request is approved or rejected.

Note:

If booking leave for a future annual leave year, be aware that bank holidays and fixed closure dates may not yet be recorded. If you book one of these dates unintentionally, your balance for that leave year may not adjust correctly.

 

 

If you have submitted a leave request which has not yet been approved, follow guidance below to edit the details:

Navigate to Employee Dashboard > Leave and Absence > My Requests (see more detailed guidance in previous section).

  1. Locate request you wish to edit, ensuring the status is Submitted.
  2. Click on the ellipsis- (three dots) on the right-hand side and click Edit. The Create New Leave Request screen opens.
  3. Make the relevant amendments.
  4. Click Submit. A success message will appear - wait for the dark green line to fill. You have now submitted your Leave Request for approval. The submitted request is visible in your Employee Dashboard, in the My Requests widget. Click on the white arrow to go back to your Employee Dashboard.  You will receive an email notification once the request has been approved (or rejected).

 

You can only cancel a request for leave where the dates are in the future.  If you wish to cancel request which in now in the past (and didn't take place), contact your local HR team. 

Navigate to Employee Dashboard > Leave and Absence > My Requests (see more detailed guidance in earlier sections).

  1. Locate request you wish to edit, ensuring the start date is in the future. 
  2. Click on the ellipsis- (three dots) on the right-hand side and click Cancel. 
  3. A success message will appear - wait for the dark green line to fill. You have now cancelled your request.  Your approver will be receive email notification of the cancellation.

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Having issues?

  1. Check the relevant user guide
  2. Visit the FAQs and Troubleshooting pages
  3. Still having problems? Contact your local HR administrator for help.

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