Leave Management in neo Manager Self Service (MSS)

1. Leave Management in neoManager Self Service (MSS)

2. What is included in neo Leave Management • You can now enter leave on behalf of your direct employees. A notification will be sent to the employee advising that an adjustment has been made to their leave record. • You can view the leave balance of your direct employees. • Leave types that can be approved through self service are: Annual Leave (AL), Sick Leave (SL), Personal Leave (PL), Community Leave (CL), Long Service Leave (LSL). • All other leave plus cancellations and updates must continue to be manually requested using the forms which are located on the HRU website.

3. Leave Balances • Payroll will no longer verify leave requests through Self Service as neo has in built validation. Managers should ensure that the leave application complies with the Leave policy and employees balances. • Managers are encouraged to check the leave balances for individual staff by selecting the “Leave Balance” tab on the summary page of the Leave Management form or by using the “Employee Leave Balances” report located on the right hand side of the Manager Self Service menu page.

4. Supporting Documentation • Certain leave types and duration require you to provide supporting documentation to your manager prior to their approval in neo. The documentation then needs to be sent sighted by the approving manager to payroll. Medical certificates should be sent to payroll for filing after the manager has sighted them. • Leave types and required documentation are: • Sick leave or Personal family leave of 4 days or more requires a medical certificate. • Personal Graduation leave requires a copy of the award or accreditation. • Personal leave for citizenship requires supporting documentation. • Personal leave for JP ceremony requires supporting documentation. • Community Jury Duty leave requires supporting documentation. • Community Voluntary Emergency Services leave requires supporting documentation • Community Military Service leave requires supporting documentation • Community National & International sport leave requires supporting documentation.

5. Log in to the neo system – If you have not done so before you will need to activate your account by visiting below link: http://www.neo.uts.edu.au/about/accindex.html Username is your staff ID. Password is the same as your webmail password. Contact IT support for assistance(xtn 2222).

6. After logging into neo select Manager Self Service from the left menu. Select Leave Management from the right menu. Step 2. Select Leave Management Step 1. Select UTS Manager Self Service

7. You will be presented with a list of your direct reports. You can select the employee and enter leave on their behalf. You can also view their leave balance. Select Action to enter leave and view leave balances.

8. View or create an absence request You can search on absence history by type by selecting the leave type you wish to search on eg Annual Leave To add an absence request select Create Absence Click here to view leave balances for the employee. You can view absence history here

9. - Step 1. Select the Absence Type from the list Select the Absence type from the list.

10. - Step 2. Select the Absence Reason from the list Select the Absence Reason

11. Calendar function - Step 3. Click on the calendar to insert dates

12. - Step 3. Click on the Calendar to insert dates 1. Click on the Calculate Duration button for the total hours of absence. * Please note that leave requests of less than 7 hours do not account for a lunch hour. You will need to adjust your request accordingly.

13. You will now be able to review your request. Select the submit button and the request will be sent to your manager for approval. Submit will send the request to your manager for approval.

14. You will receive a confirmation that the request has been sent to your manager for approval. A notification will be sent to the employee advising their leave record has been adjusted in neo.

15. Manager approval • An email is sent to the manager from neo requesting that they approve or reject a leave request. A notification is also sent to the manager’s notifications list in neo. • You will be notified by email when your manager approves or rejects your request. • A notification will also be sent to the employee advising that their leave record in neo has been adjusted.

16. Frequently Asked Questions • Can I delegate approvals to another colleague? • You are unable to reassign in the system. You may ask HR to adjust the reporting hierarchy to accommodate extended periods of absence. • If I notice that my manager is incorrect what do I do? • Your manager should notify HR for correction. • What happens to notifications that are not actioned? • The notification will escalate to your manager’s manager after 30 days. • Can I access neo outside UTS? • Yes, by logging into neo remotely. • How long do I have to enter leave after I have taken it? • You can enter leave into neo within 2 months of the last day of taking leave. • Can I change or delete a request? • A. You can only cancel or vary a request by completing the “Application to cancel or vary a leave request” form. • A. Where do I find Help? • All system and password issues should be logged with IT Support on xt 2222. Issues regarding leave balances can be directed to your payroll officer. For information on leave policy contact your HR Partner.