How-to guide: Manager Self-Service - record annual leave, sickness and other absences

Annual leave

• The University's Holiday entitlement policy can be found on the HR Support webpages. 
• Staff who have questions relating to leave entitlement and balance, should liaise directly with their local HR team.
• The relevant departmental fixed closure and public holidays have been applied to staff appointment(s) along with any qualifying long service.
• Where staff qualify for Oxford long service and their anniversary date falls between 1st October and the first Sunday in October, their additional day(s) will be given at the beginning of the previous annual leave year.  
• Staff contracted to work full-time hours will be given their entitlement in days.  Staff contracted to work part-time hours or who have a non-standard full-time hours working pattern, will be given their entitlement in hours.
• An individual's holiday balance is calculated automatically, refer to Example of HR Self-Service Holiday Calculation which shows how it compares to the University holiday calculator and an explanation of the terminology used in the My Balances screen in HR Self-Service.   

Overtime

• The University's policy relating to Overtime, which incorporates eligible staff being able to request time off as Time Off In Lieu, can be found on the relevant webpages of the HR Support website. 

Other leave and absence policies and process

• A fit note is required for any sickness absence that extends seven calendar days.
• The University's policies for all other leave types can be found on the HR Support webpages. 
• There is no automatic notification to the central payroll team, unpaid leave for example needs to be managed by your local HR team.
• Medical appointments are not recorded in HR Self-Service. 

1.  Navigate to the Manager Dashboard and the My Team widget.
2. From the Actions menu select View Scheduler.

3. The Team Scheduler screen opens, this screen can be used to see all requested/ booked leave and absence for all of your direct reports.

Note: If you wish to see working patterns for your staff and they are not visible:

1. Navigate to the filter icon.
2. Ensure the 'Roster' toggle is enabled.

1.  Navigate to the Manager Dashboard and the My Team widget.
2. From the Actions menu select View Scheduler.

3. The Team Scheduler screen opens, this screen can be used to see all requested/ booked leave and absence for all of your direct reports.
4. From the Team Scheduler screen, locate the relevant individual (to record their leave/ absence).  Use the search option if needed.
5. Click into the first date of the leave/ absence in the date column and select Person Absences.
6. The Person Absences screen will show all approved leave and any absence recorded by a manager or HR team.  Review the records to ensure the leave/ absence hasn't already been recorded.
7. Click Add Absence.
8. From 1. Absence Details, complete the fields as detailed below:

8. Click Next (or select 2. More). 
9. From 2. More, select the relevant reason code in the Reason field. For Annual Leave this is Annual Leave - no reason required.
10. Click Save. A success message will appear - wait for the dark green line to fill. 

There are multiple ways to record sickness absence, which allows flexibility for staff, managers and HR teams in different scenarios.  In most cases, it is expected that the record will be initiated by the manager or the HR team, the record can be completed in one process with all the details or can later be updated by the manager/ HR team or the employee or when they return to work.  See overview of all scenarios below and identify which option relates to your scenario:

The following covers part 1 of recording sickness absence, as described in section 'Record Sickness absence - what options are there?'    

The guidance has been split into the three scenarios, after step 7, only follow the relevant option for your scenario.

1. Navigate to the Manager Dashboard and the My Team widget.
2. From the Actions menu select View Scheduler.

3. The Team Scheduler screen opens, locate the relevant individual (to record their sickness absence).  Use the search option if needed.
4. Locate the first date of the leave/ absence in the date column, you may need to use the Calendar option. 
5. Click into the white space (below the details of the working hours for that day) and select Person Absences.

6. The Person Absences screen will show all approved leave and any absence recorded by a manager or HR team.  Review the records to ensure the absence hasn't already been recorded.
7. Click Add Absence.

Scenario A - Manager creates sickness record and later edits the existing record to add further details:

1. From 1. Absence Details, complete the fields as detailed below:

2. Click Next (or select 2. More).
3. Update the Reason to 'Placeholder - Employee to Confirm'.
4. Click Save. A success message will appear - wait for the dark green line to fill. 
5. Return to the Part 2 Review and amend sickness absence section when the individual has returned to complete the absence record.

Scenario B – Manager creates sickness record and records all details

1. From 1. Absence Details, complete the fields as detailed below:

2. Click Next (or select 2. More).
3. From 2. More, complete the fields as detailed below:

2. Click Next (or select 3. Return to Work Interview)
3. From 3. Return to Work Interview, complete the fields as detailed below:

The screen is optional and should be updated at the discretion of each department.  It is useful for reporting purposes, but does not send any information to other departments eg Health and Safety.  

Click Save. A success message will appear - wait for the dark green line to fill. 

Scenario C – Manager creates sickness record and later the employee adds further details

1. From 1. Absence Details, complete the fields as detailed below:

2. Click Next (or select 2. More).
3. Update the Reason to 'Placeholder - Employee to Confirm'.
4. Click Save. A success message will appear - wait for the dark green line to fill. The individual will now receive an email inviting them to complete the record (eg end date and reason). 

The following covers part 2 of updating sickness absence records, as described in section 'Record Sickness absence - what options are there?'    

The navigation guidance can also be used if you wish to edit any absence records (eg if there any errors). 

1. Navigate to the Manager Dashboard and the My Team widget.
2. From the Actions menu select View Scheduler.

3. The Team Scheduler screen opens, locate the relevant individual, use the search option if needed.
4. Click on any date and the Person Absences option will appear.  Click Person Absences. 
5. The Person Absences screen open.  Locate the sickness record you wish to update and from the ellipsis (three dots menu) select View/ Edit Absence Details.
6. Update the relevant fields necessary fields, including the End Date (1. Absence Details) and Reason (2. More) for absence. For further detailed guidance on each field, refer to the 5.5 Part 1 Create sickness absence record section of this guide.
7. Click Save.

Follow guidance below where an absence record has been created in error and needs to be deleted. 

1. Navigate to the Manager Dashboard and the My Team widget.
2. From the Actions menu select View Scheduler.

3. The Team Scheduler screen opens, locate the relevant individual, use the search option if needed.
4. Click on any date and the Person Absences option will appear.  Click Person Absences. 
5. The Person Absences screen open.  Locate the record you wish to delete and from the ellipsis (three dots menu) select Delete Absence.

6. Click Save.

Below is a summary of key tasks managers must take when one of your staff is leaving:

1. Check outstanding leave requests and approve/ reject as appropriate.
2. Reject future leave requests, ie leave requests which are after the end of employment date.
3. Review and update all other absences.  This includes sickness absence where dates/ reasons etc are missing.
4. If the leaver is a line manager, remind them to check the above for staff they manage.  

There are multiple ways to record sickness absence, which allows flexibility for staff, managers and HR teams in different scenarios.  In most cases, it is expected that the record will be initiated by the manager or the HR team, the record can be completed in one process with all the details or can later be updated by the manager/ HR team or the employee when they return to work.  

See overview of all scenarios below and identify which option relates to your scenario:

Scenario A - Manager creates sickness record and later they edit the existing record to add further details

Refer to 'Record Sickness absence scenarios - what options are there?' above to identify which scenario you need to follow (scenario A, B, C or D).

Part 1 - Create sickness absence record 

1. Navigate to the Manager Dashboard and the My Team widget.
2. From the Actions menu select View Scheduler.

3. The Team Scheduler screen opens, locate the relevant individual (to record their sickness absence).  Use the search option if needed.
4. Locate the first date of the leave/ absence in the date column, you may need to use the Calendar option. 
5. Click into the white space (below the details of the working hours for that day) and select Person Absences.

6. The Person Absences screen will show all approved leave and any absence recorded by a manager or HR team.  Review the records to ensure the absence hasn't already been recorded.
7. Click Add Absence.
8. Starting on Tab 1. Absence Details, complete the fields as detailed below:

9. Click Next (or select 2 - More).
10. Update the Reason to 'Placeholder - Employee to Confirm'.
11. Click Save. A success message will appear - wait for the dark green line to fill. 
12. Return to Part 2 Review and update sickness absence section when the individual has returned to complete the absence record.

Part 2 Review and update sickness absence

Complete this section when staff member has returned and you have all the details to record.

Note: The navigation guidance can also be used if you wish to edit any absence records (eg if there any errors). 

1. Navigate to the Manager Dashboard and the My Team widget.
2. From the Actions menu select View Scheduler.
3. The Team Scheduler screen opens, locate the relevant individual, use the search option if needed.
4. Click on any date and the Person Absences option will appear.  Click Person Absences. 
5. The Person Absences screen open.  Locate the sickness record you wish to update and from the ellipsis (three dots menu) select View/ Edit Absence Details.
6. Update the relevant fields necessary fields, including:
   
   1. the End Date (Tab 1 - Absence Details) 
   2. Reason for sickness absence (Tab 2 - More) 
   3. From Tab 3 - Return to Work Interview, complete the fields as detailed below, note this screen is optional to complete and should be updated at the discretion of each department.  It is useful for reporting purposes, but does not send any information to other departments eg Health and Safety.   

7. Click Save. A success message will appear - wait for the dark green line to fill. 

Scenario B - Manager creates sickness record and records all details in single process

Refer to 'Record Sickness absence scenarios - what options are there?' above to identify which scenario you need to follow (scenario A, B, C or D).

1. Navigate to the Manager Dashboard and the My Team widget.
2. From the Actions menu select View Scheduler.

3. The Team Scheduler screen opens, locate the relevant individual (to record their sickness absence).  Use the search option if needed.
4. Locate the first date of the leave/ absence in the date column, you may need to use the Calendar option. 
5. Click into the white space (below the details of the working hours for that day) and select Person Absences.

6. The Person Absences screen will show all approved leave and any absence recorded by a manager or HR team.  Review the records to ensure the absence hasn't already been recorded.
7. Click Add Absence.
8. Starting on Tab 1. Absence Details, complete the fields as detailed below:

9. Click Next (or select Tab 2 - More).

10. From Tab 2 - More, complete the fields as detailed below:

    1. End Date (Tab 1 - Absence Details) 

    2. Reason for sickness absence (Tab 2 - More).  If selecting Other, enter details into the Narrative field.

    3. Either click Save (if you have no more details to record) or complete the following optional steps:

11. From Tab 3 - Return to Work Interview, complete the fields as detailed below, note this screen is optional to complete and should be updated at the discretion of each department.  It is useful for reporting purposes, but does not send any information to other

13. Click Save. A success message will appear - wait for the dark green line to fill. 

Scenario C - Manager creates sickness record and sends to employee to add further details

Refer to 'Record Sickness absence scenarios - what options are there?' above to identify which scenario you need to follow (scenario A, B, C or D).

1. Navigate to the Manager Dashboard and the My Team widget.
2. From the Actions menu select View Scheduler.

3. The Team Scheduler screen opens, locate the relevant individual (to record their sickness absence).  Use the search option if needed.
4. Locate the first date of the leave/ absence in the date column, you may need to use the Calendar option. 
5. Click into the white space (below the details of the working hours for that day) and select Person Absences.

6. The Person Absences screen will show all approved leave and any absence recorded by a manager or HR team.  Review the records to ensure the absence hasn't already been recorded.
7. Click Add Absence.
8. Starting on Tab 1 - Absence Details, complete the fields as detailed below:

9. Click Next (or select Tab 2 - More).
10. Update the Reason to 'Placeholder - Employee to confirm'. 
11. Click Save.  A success message will appear - wait for the dark green line to fill. 

The member of staff will now receive an email inviting them to complete the sickness record.

Scenario D - Employee books sickness record and later the manager approves it

Before following these system steps, seek confirmation from your local HR team that this option is accepted in your department.  For more details refer to the 'Record Sickness absence scenarios - what options are there?' above.

In all scenarios, the member of staff is required to notify you/ your HR team of their sickness absence inline with your departmental processes (not via HR Self-Service).

When the individual has returned to work they can book the absence themselves (similar to an annual leave request).  Once they have done so, you will receive an email notification and you can then follow the steps below to approve (or reject) it.

1. Navigate to the Manager Dashboard.
2. Identify the request from the My Approvals widget.
3. Click View next to the relevant request.
4. Review the details for accuracy (eg start and end dates, reason, leave type must be 'sickness absence' etc).
5. Click either:
   
   1. the Approve button - to approve the request.
   2. the Reject button - to reject the request (eg if there is an error with the dates)

The individual will be notified by email once you have approved/ rejected it (with the outcome).