Absence Approval

This feature allows the system to require approval for selected absences based on Reasons. All Operator profiles can create absences for reasons set up to require approval, approve or deny absence approval requests, and modify absence approval information.

You must configure Administrator profiles for absence approval permission on the Menu Access page:

• View/Modify permission can approve or deny absence approval requests and modify absence approval information in the system. Administrators are given an approval level which determines the level of absence approval requests the administrator can approve, deny, or modify.
• View only permission can view absence approval requests and add comments to the absence approval request record.

The system automatically routes the absence request to the designated approvers in the system. Operators and administrators receive notification on their home page when approval requests are submitted in the system for their approval level. Additionally, they can access the Absence Approval page to approve or deny requests, review the summary information, or add/view approval comments associated with the request.

Several system features must be configured for Absence Approval to be operational in the system.

If the Absence Approval feature is disabled, menu options related to Absence Approval do not display for any users.

Configure System Parameters

1. From Parameters, choose Jobs.
2. Select Require for selected reasons.
3. Complete the fields as needed to do any of the following:
   
   • Enter the hours before the job starts to prevent absence request entry if the job's start time is less than the number of hours.
   • Allow substitutes to accept jobs with pending requests.
   • Skip the approval process when administrators create requests.
   • Require comments for absence requests.
   • Include Open, Active, and Finished jobs in pending approval exports.
   • Exclude Pending Approval jobs in manual exports.
4. Click Save.
5. From Parameters, choose Communications.
6. Select the fields as needed in the Absence Approval section to define the conditions for when the system sends notifications emails.
7. Click Save.

Configure Reasons

1. From System Configuration, select Reasons. Choose Absence/Vacancy.
2. Select Requires Approval.
3. Select the Level to determine the administrators who can approve absence requests.

Configure Administrators

System operator profiles automatically have full absence approval View/Modify privileges. All operators have an approval level of 5, which is the highest approval level.

When an operator or administrator creates an absence and then changes the reason for the absence to a new reason that requires approval, the job goes back into a "pending approval" status.

Site administrators must configure Absence Approval permissions on the Menu Access page. Administrators can be configured with View only rights or with View/Modify rights. Modify rights enable an approval level to be assigned to the administrator. The Level determines the absence approval requests that an administrator can approve, deny and modify.

1. Follow the steps to configure the administrator profile on the Menu Access page.
2. Select the privileges for the administrator:
   • View/Modify allows administrators to approve or deny absence requests and modify absence request information. The Modify field enables the Level field.
   • View only allows administrators to review or monitor absence requests, but not approve or deny them.
3. Click Save.

Absence Approval Page

You can access the Absence Approval page in two ways:

• The home page displays an absence approval pending message when there are absence approval requests for the administrator's approval level. The message shows the number of pending requests awaiting approval. Click Absence Approvals in the notification.
• From Administrator, choose Absence Approval.

Administrators can approve or deny absence approvals and view the history of actions for a request.

For the absence to go through the full approval process, there must be an administrator with approval access at each level. The first number in the Level field represents the level of approvals obtained for the request and the second number represents the approval level required for the request.

For example, a level of 1/3 indicates that the absence request requires a Level 3 approval, and only a Level 1 approval has been obtained. Click on Level to display the Absence Approval History page for the request. The history page contains additional information on the actions performed on the request and allows for comments to be added to the history information.

Absence Approval History Page

You can access the approval history in two ways:

• Click the Level field of the item on the Absence Approval list.
• Click the Job # of the item on the Absence Approval list, then click the Approval Status value.

Emails

When an absence approval request is submitted, partially approved, approved, or denied, the employee receives an email notification. Administrators receive an email notification when an absence request is submitted for their approval level.

Reports

1. Navigate to the Absence Approval page.
2. If desired, enter criteria and click Search.
3. Click Create Report.
4. Enter report criteria.
5. Do one of the following:
   • Click View Report to open the Report.
   • Click Save Report to create a file.
   • Click Save and View to create a file and open the report.

Job Status

• Approval Request Canceled - Approval requests automatically cancel when a job is canceled. This is the only way to cancel a request.
• Approval Request Denied - Request denials automatically cancel the associated job. The history on the request is maintained in the history log and the job details can be viewed.