ESS Managers Instructions Approving PTO

FOR MANAGERS ONLY - MANAGING ORACLE EMPLOYEE SELF
SERVICE (ESS) TIME OFF REQUESTS
Employees who request time off via Oracle’s Employee Self Service (ESS) will have their request
electronically routed to their department head/General Manager/Regional Director for approval. As
an Approver, you have the option of redirecting employees’ requests to a designee of your choice so
that they may take action on your behalf in the event you will be out of the office. Please contact HR
Systems Support at [email protected] for assistance with this option.
If you are responsible for approving employees’ time off requests, you may review and respond to
requests via email notifications, or by accessing Oracle’s Notifications screen. It’s important to note
that as an Approver, you must verify that each employee has the requested time available
before approving their request. See “View Available Time Off and History of Time Off Taken” in
these instructions.
E-Mail Notifications
When an employee requests time off, you will receive an email notification. The Subject line of the
email will read: “Action Required: Leave of Absence for (employees’ name)”. Note that the Subject
line will read “Leave of Absence” regardless of the type of time off that the employee has requested,
i.e. vacation, sick, etc.
Open the email and review the information. You may then choose to approve, reject, request
information, or return for correction.
Notice that the Subject Line reads
“Leave of Absence”
Type of leave requested.
Start Date and End Date are noted here
See “Responding to a Request” (page 2) for more information on the above Actions.
Page 1 of 5
Managers Instr Appr PTO May 2015.docx
Rev April 2015
View Notification in Oracle
From your home page in Oracle, you can view and respond to time off requests in your worklist,
which will include any new pending time off requests submitted by employees that immediately report
to you. You may also access any pending requests by clicking on the Notifications icon in the upper
right corner of the screen, by accessing the Notifications link under Landry’s Time Off Request
responsibility, and through the All Actions Awaiting Mgr link under the Manager PTO Access
responsibility. (The Manager PTO Access responsibility is discussed below under “View Available
Time Off and History of Time Off Taken”.)
The default view on the Notifications screen is set to Open Notifications. However, you can adjust the
view by selecting a different view in the drop down menu under View. To open a request, click on the
subject line of the notification.
Click on the link to
open a request.
Responding to a Request
Step 1. Review the requested information in the Absence Details section. Items to consider upon
reviewing:
a. The Start Date and End Date of the request should not overlap into a different
work week. Example: If an employee plans to take vacation on Friday and the
following Monday, the time off request must be submitted on two separate requests.
b. Non-Exempt employees’ time off is reflected in hours whereas Exempt employees’ time
off is reflected in days (except employees working in California).
c. No more than 40 hours/5 days should be submitted on a single request.
d. Oracle ESS does not recognize regularly scheduled days off work, therefore, if a request
includes a day that is not regularly worked (i.e. Saturday and Sunday), Oracle will count
it as a requested day off.
Page 2 of 5
Managers Instr Appr PTO May 2015.docx
Rev April 2015
Step 2. Approve, Reject,
or Request Information
Step 1. Review the
details of the request
for accuracy.
Step 2. Update Action or
Return for Correction.
Step 2.
Select one of the following options:
a. Approve – (only after verifying that the employee has the requested time available by
viewing their balances under the Manager PTO Access responsibility). This will send
notice to the employee and the payroll department.
b. Reject – Will send notice to the employee.
c. Request Information – Returns notice to the employee so that they may respond
back to you with the additional information requested.
d. Update Action – If you have discovered an error, you may select this option to make a
correction to the time off request yourself.
e. Return for Correction – If you have discovered an error, select this option to route the
notice back to the employee so that they may correct and resend. Explain the error in
the “Notes” section or in the body of the return email.
View Available Time Off and History of Time Off Taken
Prior to responding to a request for time off, you must view the employee’s absence balances to
ensure that they have the time available. By selecting the Manager PTO Access responsibility, you
can view each of your employees’ available balances, as well as the history of all prior absences.
Step 1.
Select the responsibility Manager PTO Access, Standard. After you click on the link, a list
of all functions available under this responsibility will be listed below.
Step 2. Click on the Leave of Absence link, which will take you to a new screen and show you all
employees that immediately report to you.
Step 2. Click on
the Leave of
Absence link.
Page 3 of 5
Managers Instr Appr PTO May 2015.docx
Rev April 2015
Step 3.
Click on the Action link to view the employee’s absence history and paid time off balances.
Step 3. Click on
the Action link.
Step 4. Select Absence Summary to view all time off previously taken by an employee.
Step 5. To view a more detailed breakdown of pending requests and time previously taken,
you can click on the Details link.
Step 4. Click on
the Absence
Summary tab.
Step 5. Click on the
Details link.
Step 6. To view an employee’s paid time off balances, select the Entitlement Balances tab.
Step 6. Click on the
Entitlement Balances
Step 7. Click on Show Accrual Balances.
Step 7. Click on the Show
Accrual Balances link.
Page 4 of 5
Managers Instr Appr PTO May 2015.docx
Rev April 2015
Step 8. The employee’s paid time off balances will be listed below. The balances are
displayed as of the current date.
Step 9. Any planned and approved time off requests will not be subtracted from the current
balance until the employee actually takes the time off. If you want to see the paid time off
balance as of a future date, you can adjust the Effective Date and select Go.
Step 9. You may change the
effective date, then select Go.
Step 8. Paid time off
balances are displayed here.
Page 5 of 5
Managers Instr Appr PTO May 2015.docx
Rev April 2015