Survival
Guide
for
Attendance
& Leave
Coordinators
Phase III
20. REQUESTING
FAMILY &
MEDICAL
LEAVE
ACT (FMLA)……
When an
employee
requests
FMLA
leave
and/or
leave
coordinator
makes an
adjustment
to an
employee’s
FMLA
leave a
warning
message
will be
displayed
"FMLA is
unpaid
leave.
In order
to
remain
in a
paid
status
you will
need to
request
other
types of
leave".
21.
EMAIL
CONFIRMATION……
HR has
revised
the
email
confirmation
request.
Please
follow
the
steps
below to
ensure
that the
leave
request
process
is
accurately
completed.
· Go
to the
type of
leave
being
requested,
enter
the
appropriate
information
and
click
the
“Save”
button,
which
generates
an email
confirmation
and
notification.
·
An email
confirmation
notice,
example
shown
below,
will
appear.
Click on
the
“Ok”
button.
This
needs to
be done
to
complete
the
request
process.
REMINDER:
After
you
click on
“Save”
watch
for the
message
in the
upper
right
hand
corner
to
display
“Saved.”
22.
COMMENTS
SECTION……
When the
leave
coordinator
makes an
adjustment
in the
ALT
system
they can
now
enter
the
reason
in the
comments
section.
The
employee
and
supervisor
can view
comments
as
“read
only”
and
cannot
edit any
information.
·
Go to
the type
of leave
you are
making
an
adjustment
on,
enter
the
appropriate
information
and
click
the
“Comments”
button.
·
The
comments
description
section
will
appear.
Enter
your
comments
and
click on
the
“Ok”
button.
To
cancel
your
comments
click on
the
“Cancel”
button.
The page
will
default
back to
the
leave
management
page.
See
example
below.
23.
HOW TO
MAKE A
POSITIVE
(+) OR
NEGATIVE
(-)
ADJUSTMENT……
All
adjustment
leave
type
codes
have
been
changed
to
indicate
a (+)
for a
positive
and a
(-) for
a
negative
(ex: AL+
or
AL-).
This
change
is made
to
assist
the
leave
coordinator
in
making
an
increase
or
decrease
to the
employee’s
balance.
If you
are
entering
a
negative
adjustment,
ALT
will not
automatically
reduce
the
hours.
You must
still
place a
negative
(-)
symbol
before
the
hours to
decrease
the
balance
(ex. [-]
4).
Please
see the
example
below
and
refer to
refer to
the
Leave
Coordinator’s
Procedures
Guide
for a
listing
of all
new
adjustment
types
http://usfweb2.usf.edu/hr/A&L/AutomatedLeave/LeaveCoordinator.htm
24. APPROVAL
OF ZERO
HOURS……
When a
supervisor
or leave
coordinator
tries to
approve
zero (0)
hours in
the ALT
system a
warning
message
will be
displayed
“Zero
hours
cannot
be
approved.
This
request
will be
set to
Pending”.
25. “HOURS”
FIELDS
ARE
ROUNDED
TO 2
DECIMALS
AND
“HOURS
AVAILABLE”
FIELD
ARE IN
BOLD
FONT……
All
hours
displayed
on the
Leave
Management
page
will be
rounded
to 2
decimals.
You will
no
longer
see (ex.
360.212678)
but will
see (ex.
360.210000).
The
“Hours
Available”
field is
in bold
font.
26.
ALT
TRANSACTIONS
WILL
DISPLAY
DATE/TIME
OF LAST
UPDATE
ON THE
MISCELLANEOUS
TAB
Any time
a
transaction
is made
in the
ALT
system,
the
date/time
the
transactions
are
entered
and the
date/time
of the
approval
will be
displayed
on the
miscellaneous
tab.
See
example
below.
27. WHEN
LEAVE
HAS BEEN
CANCELLED
CAN I
CHANGE
THE
START
AND END
TIME……
When a
leave
request
has been
cancelled
and the
employee
and
leave
coordinator
wants to
modify
the same
line to
use the
same
dates
they can
also
modify
the
“Start
and End
Time”.
28.
HOW
TO RUN A
REPORT……
Three
reports
are
released
with
Phase
III.
They are
the
following:
· Employee
Leave
Year End
Report
– a detailed
leave
balance report that
shows
each
plan
type for
each
employee with
a leave
balance
summary that
has
beginning
and
ending
balances;
included
is a
signature
page for
the
employee
and
accountable
officer
to sign.
· Absence
Listing
- view
information
about an
employee’s
absence
history
·
Time
Lost Due
to
Absence
–
captures
information
about an
employee’s
total
days
missed
for
each leave
occurrence.
Please
click on
the link
http://usfweb2.usf.edu/hris/training/aboutreportsqueries.htm
for
instructions
on how
to run a
report.
