Requesting an Absence - 32c

Purpose: Use this document as a reference for requesting or reporting absences in ctcLink.

Audience: Faculty and staff that are required to request absences.

Absence Request - Requesting/Reporting an Absence

Reporting an absence or requesting an absence that uses accrued time requires additional steps.

  1. Click the Timesheet link.
  2. Click the Request Absence link.
  3. Enter a new start date in the Start Date field, if necessary.
  4. Click the Filter by Type drop-down menu and select the appropriate leave option.
  5. Click the Absence Name drop-down menu and select the appropriate option. The options in the Absence Name menu are based on the leave option selected in the previous step.

Note: The End Date, Reason, Partial Date, and Duration fields display        

  1. Click the Reason drop-down menu. The options in the Reason menu options are based on the type of absence selected. This field is optional.
  2. If using full days, leave the Partial Days field as None
  3. Enter the amount of hours taken in the Duration field. (Ex. 8 hours)
  4. Enter the actual date of the leave in the Original Start Date field. (Ex. If the employee called out sick on 8/12, but they are entering the time on 8/13.)
  5. Enter comments in the Comments section, if necessary.
  6. Click the Forecast Balance button.

Note: The End Date field populates when the Forecast button is clicked.

  1. The Returned Value message displays indicating the success or failure of the transaction. Click the ViewForecast Details link to see additional details.
  2. Click the Submit button.
  1. Click the Yes button.
Submit Confirmation
  1. Click the OK button.
Submit Confirmation
  1. The Request Details page will display. View the Request History section and also the approval status of the absence. To view the absence information on the timesheet, click the Timesheet link.
  1. The absence will display on the timesheet as “Read Only” and in the ReportedTime Status section.

Absence Request - Absences That Do Not Require Accrued Time

  1. Enter the start date of the absence in the Start Date field.
  2. Click the Filter by Type drop-down menu and select the appropriate leave option.
  3. Click the Absence Name drop-down menu and select the appropriate option. The options in the Absence Name menu are based on the leave option selected in the previous step.

Note: The End Date, Reason, Partial Date, and Duration fields display        

  1. Click the Reason drop-down menu and select the appropriate option. The options in the Reason menu options are based on the type of absence selected. This field is optional.
  2. If using full days, leave the Partial Days field as None.
  3. Enter the amount of hours taken in the Duration field. (Ex. 24 hours)
  4. Click Calculate End Date to populate the End Date field.
  5. Enter comments about the absence if required.
  6. Click Submit.
  1.  Click the Yes button.
Submit Confirmation
  1. Click the OK button.
Submit Confirmation
  • A notification is sent to the supervisor for approval.
  • A notification will be sent to the employee with the supervisor’s decision.
  • To check the status of the absence request, click View Absence Request History.

Using Partial Days

If you need to break up time over a period of days, use the options in the Partial Days field. Below are a few examples of when to use Partial Day.

Example 1 - All Days Usage:

Employee wants to use 2 hours of vacation time for each day during the work week.

  1. Enter the appropriate start date in the Start Date field.
  2. Click the Filter by Type drop-down menu and select the appropriate leave option.
  3. Click the Absence Name drop-down menu and select the appropriate option.

Note: the End Date, Reason, Partial Date, and Duration fields display.

  1. Select All Day from the Partial Days drop-down menu.
  2. Enter the amount of time wanted off each day in the All Day Hours field (Ex. 2 hours)
  3. Enter the length of time in the Duration field. (Ex. If working a four 10 hour days, enter 8 hours to for the amount of time used for the week.)
  4. Click the Forecast Balance button.

Note: The End Date field populates when the Forecast button is clicked.

  1. Click the Submit button.
Absence Detail
  1. Review the timesheet to ensure the hours are properly placed.

Example 2 Start Day Only and End Day Only Usage:

Employee wants to go on vacation for a week, but they need to work half a day on Monday and take the Tuesday through Friday off.

  1. Enter the appropriate start date in the Start Date field.
  2. Click the Filter by Type drop-down menu and select the appropriate leave option.
  3. Click the Absence Name drop-down menu and select the appropriate option.

Note: the End Date, Reason, Partial Date, and Duration fields display.

  1. Select Start Day Only or End Day Only from the Partial Days drop-down menu.
  2. Enter the amount of time wanted off in the Start Day Hours field (Ex. 4 hours) or if End Day was selected, enter the amount of time wanted off in the End Day Hours field.
  3. Enter the length of time in the Duration field. (Ex. Enter 36 hours for the remainder of the time used for vacation.)
  4. Click the Forecast Balance button.

Note: The End Date field populates when the Forecast button is clicked.

  1. Review the timesheet to ensure the hours are properly placed.

Example 3 Start and End Days Usage:

Employee wants to use full vacation days on Tuesday through Thursdays, but work half days on Mondays and Fridays.

  1. Enter the appropriate start date in the Start Date field.
  2. Click the Filter by Type drop-down menu and select the appropriate leave option.
  3. Click the Absence Name drop-down menu and select the appropriate option.

Note: the End Date, Reason, Partial Date, and Duration fields display.

  1. Select Start and End Days from the Partial Days drop-down menu.
  2. Enter the amount of time wanted off in the Start Day Hours field. (Ex. 4 hours)
  3. Enter the amount of time wanted off in the End Day Hours field. (Ex. 4 hours)
  4. Enter the length of time in the Duration field. (Ex. Enter 32 hours for the remainder of the time used for vacation.)
  5. Click the Forecast Balance button.

Note: The End Date field populates when the Forecast button is clicked.

  1. Review the timesheet to make sure the hours are properly placed.

Additional Information on Absences

  • Click the View Absence Request History link to view a list of absences requested and their status.
  • Click the View Absence Balances link to view balance information for accrued time.
View Absence Balances

Editing Saved, Push Back, or Denied Absences

Note: If navigating from the Gateway, click the HCM link on the top of the page.

Main Page Piller links
  1. Click the Edit button for the appropriate absence.

Note: Submitted or Approved absences cannot be edited.

  1. Make the appropriate changes on the Absence Request History page and click the Submit button.
  1. Click the Yes button.
  2. Click the OK button.

The absence request is routed back to the manager for approval.

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