Request or approve annual leave in HR Self-Service

Participants

A pilot is underway to manage annual leave and other absences in HR Self-Service. Participants include: 

  • Assurance Directorate (UAS)
  • Faculty of Classics (Humanities) - excluding Examiners
  • Nuffield Department of Medicine (Medical Sciences)
  • University HR (UAS)

If your department/faculty is not listed above (or you are a TSS worker), please continue to follow your current process for booking annual leave.

Information for employees

The following guidance is available to help you book annual leave in HR Self-Service:

For general guidance on using HR Self-Service, see the Employee Self-Service How-To Guide.

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Your paid holiday entitlement is specified in your employment contract. Further information about your holiday entitlement, and the factors affecting your holiday calculation can be found on the University HR website.

At the start of each annual leave year (usually 1 October), you should check that the holiday balance displayed in HR Self-Service is correct. If you think this needs amending, please contact your HR administrator.

If you are included in the pilot (see the table at the top of this page), please contact your HR administrator, who will be able to update your holiday balance for you.

If you are not part of the pilot, but manage a team that is, the Balance tab will appear in your HR Self-Service screen. However, please continue to request your annual leave and record sickness absence in the usual way.

If you need to record annual leave in HR Self-Service that has already been taken, please contact your manager, who can enter this on your behalf. 

In exceptional circumstances, where you are unable to do so yourself, your manager can complete an annual leave request for you. Please contact them directly to discuss this. 

Your manager will receive an email notification when a leave request has been submitted for approval. It can take up to 15 minutes for the system to deliver the request to your manager. 

If your manager is unable to see the request after 15 minutes, please check that you have submitted (rather than saved) the request. For guidance, follow the steps outlined in the 'Request annual leave' How-To Guide, available from the right hand menu.

Employees on grades 1-5 can use HR Self-Service to book TOIL (time off in lieu) where this has been agreed in advance, with your manager. For guidance, follow the steps outlined in the 'Request annual leave' How-To Guide, available from the right hand menu.

The University policy on claiming TOIL can be found in the Support Staff Handbook.

You cannot currently see your team member's annual leave bookings in HR Self-Service. We are planning some improvements to the system which may make this possible in the future.

Information for managers

The following guidance is available to help you book annual leave in HR Self-Service:

For general guidance on using HR Self-Service, see the:

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If you need to approve holiday and record employee absence in HR Self-Service, and do not currently have access, please contact your HR administrator for assistance.

You are able to approve annual leave and record absence for the teams (work groups) listed in the 'My Team' tab of your Manager Self-Service dashboard. For assistance, follow the Manager Self-Service How-To Guide (available from the right hand menu).

As an approver, you can submit an annual leave request on behalf of an employee in exceptional cases where they are unable to do so themselves. In order to do this, the employee must be part of your team (work group). See FAQ: Which staff can I approve annual leave for?

You can choose to share your 'approver' responsibilities with a colleague (eg another manager or HR administrator). This can be set up using one of the options below. 

1. Assign an additional Self-Service Manager to your team

Self-Service Managers can view information about their direct reports in Manager Self-Service such as:

  • Basic personal details (eg name, title and emergency phone numbers);
  • Employee Personnel Number;
  • Contractual details (eg job title, FTE, length of service, salary and allowances);
  • Team structure (eg who reports to whom).

Where it is appropriate for a colleague to have access to the information listed above, they can be designated as an additional Self-Service Manager for your team. In doing so, this individual would also be able to approve annual leave requests and record sickness absence where needed.

To set up an additional Self-Service Manager for your team, please contact your HR administrator. 

2. Assign 'Shared Responsibility' to a colleague

This option is not available to NDM staff.

'Shared Responsibility' is where time approval permissions are shared permanently with another colleague. This can be assigned for specific teams (work groups) as appropriate.

The colleague who has been assigned Shared Responsibility will be able to perform the same time approver tasks as the Self-Service Manager. However, they will not have access to the additional information available to the Self-Service Manager (listed above). 

To set up Shared Responsibility, please contact your HR administrator. 

If a member of your team (work group) also manages a team, you’ll be able to view details about their team members in your Manager Self-Service dashboard. However, you will not be able to view or approve requests for these individuals unless the approver role has been assigned/delegated to you. See FAQ: Can a colleague approve annual leave requests and record absences on my behalf?

It can take up to 15 minutes for a submitted request to appear in your screen. If the request doesn't appear after 15 minutes, please check that:

  1. The employee has 'submitted' the request (rather than saved) 
  2. The employee is allocated to your work group (team) in Manager Self-Service. See FAQ: Which staff can I approve annual leave for?
  3. The request hasn't already been approved. When a request is submitted, all approvers with permissions for your team (work group) will receive an email notification. If the request is not displayed in your Manager Self-Service dashboard, it may already have been approved. You can check this by viewing the 'Approved' requests. For guidance, please follow the steps outlined in the 'Approve annual leave' How-To Guide, available from the right hand menu.

Have you added a reason in the Comments box? This field is mandatory and must be completed in order for the rejection to be processed. For further guidance, please refer to the 'Approve annual leave' How-To Guide, available from the right hand menu.

Yes, the employee will receive a notification in HR Self-Service, and an email.

If you are also designated as a Staff Request approver, pending Staff Requests will also appear in the Approval tab. These will be counted in the total number displayed. 

Team members cannot currently see each other's annual leave bookings. The team calendar is visible only to the approver. We are planning some improvements to the system which may make this possible in the future.

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