Self Service
Requesting Leave
Entering Leave Requests Using the Self Service Request
Absence page in PeopleSoft
This document was originally developed by Rachel Brown Short at Piedmont Virginia Community
College. Our thanks go out to Rachel for developing this quality documentation and sharing her work
with the Virginia Community College System.
Please note that the screenshots provided in this document show absence names that have been
updated since Ms. Short developed the document. A recap of these new names are shown below.
When selecting the type of leave to be requested, selecting the drop-down menu for “Filter by Type”
will reveal this menu:
1. Selecting the “Annual Leave” filter causes the “Absence Name” drop-down to reveal this menu:
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2. Selecting the “Other Leave” filter causes the “Absence Name” drop-down to reveal this menu:
3. Selecting the “Traditional Sick/Prsnl Leave” filter causes the “Absence Name” drop-down to
reveal this menu:
4. Selecting the “VSDP Sick/Personal Leave” filter causes the “Absence Name” drop-down to reveal
this menu:
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Reminders regarding leave requests in HRMS:
 “Start Day” and “End Day” refers to the first and last day of the consecutive
leave, not if the time off is for the morning or afternoon
 Partial day requests for multiple days only works if the days are consecutive
 NEVER click the “half day” boxes
 If non-consecutive days are requested, separate requests are necessary
 Your leave requests are based on your schedule, which is set by your
supervisor. If your schedule is Monday-Friday, the Absence Management
Module knows not to allow you to request leave on Saturday or Sunday.
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Scenario 1
Requesting a full day of leave or multiple full days of leave
Example – requesting one full week of vacation.
1. Choose the correct day that the leave will begin.
2. Select the leave type you wish to use under the Filter by Type drop down menu.
3. Reselect the absence name from the drop down menu. Verify you have a current balance
– which will show to the right. NOTE: If a zero balance is shown, you may have selected
the wrong type of leave. If the balance is zero and you have chosen a correct leave type,
please contact Dava Sweeney (ext. 2520) for assistance.
4. Enter in the duration – which is total number of hours requested.
5. Click
.
NOTE: When you click
, be certain the end date populated
at the top is correct. If it is not accurate, there is a problem with the number of hours
you are trying to submit. The end date is populated based on the information provided
in your request, it cannot be hard-keyed.
NOTE: Be mindful if you are requesting vacation days that include a holiday. For
example – if you are taking off the week of July 4th and Independence Day falls on a
Thursday, you need to submit one request for enough leave hours to account for
Monday, Tuesday and Wednesday (entering 24 hours in the duration field) and a
separate leave request for Friday (entering 8 hours in the duration field). If you submit a
request for a total of 40 hours, the system will think you are also taking vacation on the
following Monday.
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Sample Screen Shot:
PLEASE NOTE: Updated absence names are referenced on pages 1 and 2
of this document.
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Scenario 2
Requesting one partial day of leave.
Partial day refers to any hours less than your regularly scheduled hours for that day. This
scenario will work for situations where you will arrive to work late or leave work early (such as
car trouble or childcare issues.)
Example – requesting the afternoon off for a doctor’s appointment.
1. Choose the correct day that the leave will begin.
2. Select the leave type you wish to use under the Filter by Type drop down menu.
3. Reselect the absence name from the drop down menu. Verify you have a current balance
– which will show to the right.
4. Select “Start Day Only” from the drop down menu Partial Days.
5. Start Day Hours: enter the total hours of leave for that day
6. Enter in the duration – which is total number of hours requested. For this example, that
will be the same as your start day hours.
7. Click
.
NOTE: Balance Available will indicate the numbers of hours of this leave type available to you.
If the balance is 0 you may have chosen an incorrect leave type. If the balance is 0 and you
have chosen a correct leave type, contact your leave administrator (Dava Sweeney).
NOTE: When you click
, be certain the end date populated at the
top is correct. If it is not accurate, there is a problem with the number of hours you are trying
to submit. The end date is populated based on the information provided in your request, it
cannot be hard-keyed.
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Sample Screen Shot:
PLEASE NOTE: Updated absence names are referenced on pages 1 and 2 of this
document.
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Scenario 3
Requesting one partial day of leave followed by consecutive
full days of leave.
Partial day refers to any hours less than your regularly scheduled hours for that day.
Example – requesting off Friday afternoon, all day Monday and all day Tuesday.
1. Choose the correct day that the leave will begin.
2. Select the leave type you wish to use under the Filter by Type drop down menu.
3. Reselect the absence name from the drop down menu. Verify you have a current balance
– which will show to the right.
4. Select “Start Day Only” from the drop down menu Partial Days.
5. Start Day Hours: enter the total hours of leave for the first day of your request. For this
example, we will use 4 hours of leave on a Friday, so start day hours are 4.
6. Enter in the duration – which is total number of hours requested. In this example, we will
use 4 hours on Friday, 8 on Monday and 8 on Tuesday, so 20 hours total.
7.
Click
.
NOTE: Balance Available will indicate the numbers of hours of this leave type available to
you. If the balance is 0 you may have chosen an incorrect leave type. If the balance is 0 and
you have chosen a correct leave type, contact your leave administrator.
NOTE: When you click
, be certain the end date populated at the
top is correct. If it is not accurate, there is a problem with the number of hours you are trying
to submit. The end date is populated based on the information provided in your request, it
cannot be hard-keyed.
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Sample Screen Shot:
NOTE: The system understands that Saturday and Sunday, 10/6 and 10/7 are NOT
scheduled work days, therefore, by putting in the 20 total hours, the system understands
the leave is for Friday, 10/5 – Tuesday, 10/9.
PLEASE NOTE: Updated absence names are referenced on pages 1 and 2 of this
document.
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Scenario 4
Requesting one or more consecutive full days of leave and one
consecutive partial day of leave.
Partial day refers to any hours less than your regularly scheduled hours for that day.
Example – requesting off all day Friday and Monday morning.
1. Choose the correct day that the leave will begin.
2. Select the leave type you wish to use under the Filter by Type drop down menu.
3. Reselect the absence name from the drop down menu. Verify you have a current balance
– which will show to the right.
4. Select “End Day Only” from the drop down menu Partial Days.
5. End Day Hours: enter the total hours of leave for the last day of your request. For this
example, we will use 4 hours of leave on a Monday, so end day hours are 4.
6. Enter in the duration – which is total number of hours requested. In this example, we will
use 8 hours on Friday and 4 on Monday, so 12 hours total.
7.
Click
.
NOTE: Balance Available will indicate the numbers of hours of this leave type available
to you. If the balance is 0 you may have chosen an incorrect leave type. If the balance is
0 and you have chosen a correct leave type, contact your leave administrator.
NOTE: When you click
, be certain the end date populated
at the top is correct. If it is not accurate, there is a problem with the number of hours
you are trying to submit. The end date is populated based on the information provided
in your request, it cannot be hard-keyed.
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Sample Screen Shot:
NOTE: The system understands that Saturday and Sunday, 10/6 and 10/7 are NOT
scheduled work days, therefore, but putting in the 20 total hours, the system
understands the leave is for Friday, 10/5 – Tuesday, 10/9.
PLEASE NOTE: Updated absence names are referenced on pages 1 and 2 of this
document.
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Scenario 5
Requesting one or more consecutive partial days of leave
Partial day refers to any hours less than your regularly scheduled hours
for that day.
Example – requesting off one hour each day during alternate summer schedule – working 8
hours Monday-Thursday and not 9. You may enter one request for all consecutive days, so if
you are working the same schedule each Monday-Thursday, you will need only one request per
week. To use this option, you must be requesting the same number of hours each consecutive
day.
1. Choose the correct day that the leave will begin. In this example, we will use the
beginning of the alternate summer schedule, Monday, May 21, 2012.
2. Select the leave type you wish to use under the Filter by Type drop down menu.
3. Reselect the absence name from the drop down menu. Verify you have a current balance
– which will show to the right.
4. Select “All Days” from the drop down menu Partial Days.
5. All Days Hours: enter the total hours of leave for each day of your request. For this
example, we will use 1 hour of leave on each day Monday-Thursday.
6. Enter in the duration – which is total number of hours requested. In this example, we will
use 1 hour for 4 consecutive days, so 4 hours total.
7.
Click
.
NOTE: Balance Available will indicate the numbers of hours of this leave type available
to you. If the balance is 0 you may have chosen an incorrect leave type. If the balance is
0 and you have chosen a correct leave type, contact your leave administrator.
NOTE: When you click
, be certain the end date populated
at the top is correct. If it is not accurate, there is a problem with the number of hours
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you are trying to submit. The end date is populated based on the information provided
in your request, it cannot be hard-keyed.
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Sample Screen Shot:
PLEASE NOTE: Updated absence names are referenced on pages 1 and 2 of this
document.
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