Manager Frequently Asked Questions Self-Service Vacation & Sick Leave Approval What are the hour restrictions per day for vacation or sick leave? Requests must be submitted for 3.5 or 7 hours in a business day. Requests outside of these hours must be rejected, edited by the employee, and resubmitted. If there are other time frames of leave needed, employees should discuss alternate plans with their managers. What if all employees under a manager do not display in the Outstanding Leave Request list? It is recommended to use the following filters: Submitted Withdrawn Pending Include Employees with no Leave Requests It will be helpful to also include the Leave Balances filter to view an employee’s total leave balance(s) prior to making a decision on the request(s). If there are role changes (new or edited employees reporting to a manager or a to a newly assigned manager), how will the changes be reflected in Leave Approval? Role changes must be submitted to the Office of Human Resources. Upon the completed change, can use the recommended filters noted in question #2. What are the decision options for requests? Submitted Requests Approve – comments are optional. Reject – comments required. Employees are notified by email and can resubmit changes. Approved RequestsUnapprove – comments are optional. Employees can unsubmit the request, make edits, and resubmit. Or, after an employee unsubmits a request, it can be deleted. Withdrawn Requests – click the Comments icon on a withdrawn request to view an employee’s comments (they are required). Approve after withdrawal – comments are optional. Employees can only withdraw and edit an approved request during the leave or future leave time frame. Reject after withdrawal – comments are required. Employees can edit and resubmit a withdrawn rejected request. NOTE: employees will not be permitted to submit a withdrawal AFTER the leave time has passed. They must communicate to the manager that a previously approved leave request needs a change. Managers must submit a change request, with details (employee QU ID, time frame, and hours to be adjusted) to the humanresources@quinnipiac.edu. A manual adjustment will be made in Colleague and reflected in the employee’s total leave balance. If an employee submits retroactive requests, can they be approved or rejected? Yes. Employees can submit retroactive requests should an extenuating circumstance present itself. They should communicate the reason to the manager directly and submit the request with comments. Comments in these situations will be useful for historical reference. It is important for managers to establish guidelines for a preferred time frame by which the employee has to submit retroactive requests. Sample guideline: employees must submit requests within one week of their return to the office. Can a manager submit or edit an employee’s leave request? No. It is the employee’s responsibility to submit requests in a timely and accurate way.6. What if an employee needs to rescind unused hours for a leave time that has passed? The manager must include their approval to adjust an employee's leave time in an ITS Tech Ticket (as well as the employee's ID and hours to be credited). After the leave time has passed and hours need to be credited as a result of an employee not using the leave, requires manual entry in Colleague by ITS.
