Colleague Employee Self-Service: Vacation & Sick Leave Reporting Resources

Effective July 1, 2025, all 10 and 12-month salaried/exempt administrators will be required to use the NEW Colleague Employee Self-Service (SS) Vacation & Sick Leave Reporting module. Eligible employees and their managers were notified in May 2025 by email from the Office of Human Resources. New employees hired on/after July 1 will be provided this system guidance as part of their onboarding process.

TRAINING RESOURCES

Here are several resources to help eligible employees manage vacation and sick leave time accurately and successfully:

EMPLOYEE

MANAGER

IMPORTANT NOTES

Summer 2025 training and Q & A sessions will be provided via Zoom, through the end of August.
- Register for Wednesday, July 23 or 30 HERE
  - Employees - 20 minutes/Q & A - 10 minutes
  - Managers - 20 minutes/Q & A - 10 minutes
- Copy/paste this link to join a Q & A session (11:00 am - 12:00 pm):
  - Tuesday - August 12 or 26
  - Thursday - July 24, August 7, 28
Self-Service Leave Implementation Guide
*Includes user guides, videos, summer 2025 training schedule, contacts, and more!
Employee & Manager Training PowerPoint Presentation
Vacation and sick leave requests can:
- Only be submitted for 3.5 hours (1/2 of one business day) OR 7 hours (one business day) on any day. Requests outside of 3.5 or 7 hours will be rejected by the manager. Employees can edit and resubmit a rejected request.
- Be submitted retroactively, but must be submitted by the employee promptly upon returning to work. All past due requests must be in the SS Leave system to maintain accurate leave balances per fiscal year. Managers have the discretion to request a time frame by which employees have to submit retroactive vacation and sick leave.
If an employee needs to edit approved, unused leave time (approved for 14 hours, used only 7) and the time frame has passed, he/she should request their manager to Reject the request. This will send the request back to the employee for editing.
If an employee needs to edit approved, unused time (only during the leave time or for a future leave time), a request can be withdrawn (comments are required). Managers can approve or request withdrawn requests. Withdrawn approvals can be edited for hour changes ONLY and resubmitted by the employee for review. If days need to be changed, the request must be deleted, a new one created, and submitted.
Some administrators manage both exempt employees who are required to use the SS Leave system as well as other employees (faculty, hourly, etc.) who use ADP or other systems. The current processes and guidelines for managing leave time for employees who are not required to use SS Leave Reporting should remain the same.
Managers can assign a Proxy Manager in his/her absence, if unable to access the SS Leave system. This proxy can manage employee leave requests, just the same as the manager, but has access during a pre-specified, short or long-term time. An ITS Tech Ticket is required prior to the manager setting up the Proxy Manager in SS Leave. Refer to the Manager Guide for instructions.
If a manager has other, 'non-official/non-WorkDove assigned managers' for staff that oversees other employees on the team, the manager can request a staff member to be the Leave Manager (including those he/she oversees). This request would be submitted in an ITS Tech Ticket (include Leave Manager name/ID and all employees under this manager for leave purposes).

CONTACTS

Office of Human Resources
Policy & Procedure Questions

humanresources@quinnipiac.edu

Information Technology Services/(ERP Team)
Technical Issues
Submit an ITS Tech Ticket

The Colleague Employee Self-Service Leave module is a well-established Ellucian product, designed to simplify and improve how leave time is reported and managed with ease and transparency. This user-friendly and automated module will make it more streamlined for employees and supervisors to manage vacation and sick leave accurately and efficiently.

This initiative is part of QU’s broader commitment to modernizing our administrative systems, reducing manual processes, and enhancing the experience of our staff and administrators. The transition to this new leave reporting system reflects that very commitment to innovation, transparency, and improved operational support.