Frequently Asked Questions

1. Can employees also enter leave time for medical appointments?
2. What do I do if I accidentally submitted my leave report for approval before the month is complete?
3. Is it possible, when entering a comment, to have the corresponding date displayed in the comment area?
4. When I enter a comment, does it pertain only to the leave I am entering on a specific date?
5. What do I do if I’m leaving on vacation and won’t be able to submit my leave report on time?
6. What happens if I submit my Leave Report and then realize I forgot to include additional leave for the month?
7. If I forget to "save" my hours, will I get a warning message?
8. How will I know the status of my leave report?
   

Web Leave Entry - CUPE 917, CUPE 951 and Exempt Employees Only:

1. Does all leave time need to be entered as whole or half days?
2. I have used all of my vacation allowance for the year and I want to use Personal Leave With Out Pay. Do I just enter the leave time and include a comment? Or, are there additional steps which must be taken?

Department Web Leave Approval:

1. Are the Employee Web Leave Entry and Department Web Leave Approval deadlines the same for Department Time Entry and Department Time Approval in INB?
2. As an Approver, will I have access to a detailed list of my employees and the leave they have submitted for the month?
3. What happens if an Approver has already approved a Leave Report for an employee, but the employee realizes they have additional leave time that they did not include?
4. What steps need to be taken when an Employee has included Personal Leave Without Pay in their leave report?
5. Can both Proxy & Approver open records of the same employee for the same leave period?
6. Once I have assigned a Proxy, are there any further steps which must be taken?
7. What do I do if I have an employee who is terminating prior to the end of the current month and they have taken leave during the same month?
8. I am set up as an Approver but when I click on Leave Report on the Leaves & Benefits tab, why am I unable to see the Approver screen?
   

Web Leave Entry - All Employees

1. Can employees also enter leave time for medical appointments?

No, not at this time. At the end of the pilot this topic can be raised.

2. What do I do if I accidentally submitted my leave report for approval before the month is complete?

You will need to send an email to your Approver or Supervisor and ask them to return the leave report to you for correction. You can then continue entering time and submit when you are ready.

3. Is it possible, when entering a comment, to have the corresponding date displayed in the comment area?

Not at this time. The employee or approver will need to be sure to include the corresponding date in their comment. This is a topic that can be pursued further at the end of the pilot.

4. When I enter a comment, does it pertain only to the leave I am entering on a specific date?

No, the comment pertains to the entire leave period. When you enter a comment, the system automatically displays the date it is entered. If you need to enter more than one comment for a leave period, be sure to put your comments on a separate line and indicate the corresponding date for each.

5. What do I do if I’m leaving on vacation and won’t be able to submit my leave report on time?

The Leave Calendar is open for entry from one week prior to the start of the month to one week after the end of each month (e.g., for the leave period for May 1 to May 31, leave time can be entered as early as April 25 and as late as June 8). For more information on see Leave Calendar.

6. What happens if I submit my Leave Report and then realize I forgot to include additional leave for the month?

If the Approver hasn’t approved the leave report yet, you can ask them to return it to you for correction. If the Approver has already approved the report, then they will need to notify the Benefits Office so an adjustment can be made.

7. If I forget to "save" my hours, will I get a warning message?

No, you will not receive a warning message.

8. How will I know the status of my leave report?

If you have started your leave report, the status will be "In Progress."
If you have submitted your leave report, the status will be "Pending."
If your Approver has approved your leave report, the status will be "Completed."

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Web Leave Entry - CUPE 917, CUPE 951 and Exempt Employees Only

1. Does all leave time need to be entered as whole or half days?

No. The ½ day rule is applied to accrued leaves such as sick leave, dependent sick leave, vacation leave, special leave, and long service vacation (e.g., if you left work 2 hours early due to illness, it would need to be entered as 3.5 hours). Non-accruing leaves are entered as they are taken (e.g., 3 hours for compassionate, 1.5 hours for emergency, etc.) up to their maximum allowance. Long service vacation must be taken in one week (5 day) periods.

2. I have used all of my vacation allowance for the year and I want to use Personal Leave With Out Pay. Do I just enter the leave time and include a comment? Or, are there additional steps which must be taken?

Hours for Personal Leave Without Pay must be entered in your Leave Report, the same as other leave time, and a comment should be included. The Approver will then complete a Salary Deduction form and send the original to you. A copy of the form will also be sent to the Payroll Office, so your salary can be properly deducted.

Department Web Leave Approval

1. Are the Employee Web Leave Entry and Department Web Leave Approval deadlines the same for Department Time Entry and Department Time Approval in INB?

Yes, the deadlines for Web Leave Entry and Approval are the same for Department Time Entry and Department Time Approval in INB.

2. As an Approver, will I have access to a detailed list of my employees and the leave they have submitted for the month?

The Approver will be able to run a report in Banner, however, it will display only those employees whose leave reports have already been approved. It will not show leave time for employees who have not yet submitted their leave report.

3. What happens if an Approver has already approved a Leave Report for an employee, but the employee realizes they have additional leave time that they did not include?

The Approver will need to notify the Benefits Office so an adjustment can be made.

4. What steps need to be taken when an Employee has included Personal Leave Without Pay in their leave report?

The Approver will need to complete a Salary Deduction form. The original is sent to the employee and a copy must be sent to the Payroll Office, so the employee's salary can be properly deducted.

5. Can both Proxy & Approver open records of the same employee for the same leave period?

Yes, the Proxy can review and make changes to hours and save records. The Approver can then go in and approve those same records.

6. Once I have assigned a Proxy, are there any further steps which must be taken?

When an approver sets up a proxy, they must also send an email to Valerie McCubbin (vmccubbi@uvic.ca) in the Benefits Office so the necessary permissions can be setup in Banner.

7. What if I have an employee who is terminating prior to the end of the current month and they have taken leave during the same month?

The employee should submit their leave report for approval and the Approver approve immediately, so their leave balances can be updated accordingly and calculated for payout.

8. I am set up as an Approver but when I click on Leave Report on the Leaves & Benefits tab, why am I unable to see the Approver screen?

In order to see the Approver screen you must have an employee who has begun entering their leave time. This will only hapen for your first time approving leave. After this point the screen will always be available to you.

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