MPI Absence Management

Oracle Absence Management allows you to view your paid time off (PTO) accrual balances. The total amount of PTO accrued varies by employment type and Full Time Equivalent (FTE). The PTO Balances tab will display your PTO accrual balances.

By default, accruals are displayed as of today’s date. If you are planning for a future absence, you may select a future Effective Date in order to view projections of your PTO accrual balances. Any Planned Hours between now and the effective date you entered will be subtracted and the remaining balance will display under Net Available.

WARNING: The PTO balances displayed do not take into consideration absence requests that have not yet been approved by your supervisor.

A nightly process is run to recalculate PTO balances in the new fiscal year; therefore, the PTO balances displayed beyond July 1 will not be accurate if your absence request was just approved by your supervisor today.

A planned absence will occur sometime in the future. A planned absence request is entered BEFORE the absence. Following a planned absence, you must log in to the system, modify the absence details (if necessary), and change it to confirmed.

A confirmed absence is an absence that has already occurred. A confirmed absence can only be submitted AFTER you have been away from work. Please submit your confirmed absence immediately upon your return to work.

NOTE: The system does not enforce your department’s policies for requesting and approving time off. If your department has additional policies or processes in place, please discuss this with your supervisor.

A planned absence will occur sometime in the future. A planned absence request is entered BEFORE the absence. Following a planned absence, you must log in to the system, modify the absence details (if necessary), and change it to confirmed.
 

WARNINGS:

• Requests for the next fiscal year cannot be submitted until January 31. For example, if you want to submit a request for July 2, 2018, you must wait until January 31, 2018 to submit that request.
• Requests cannot span across two fiscal years. For example, if you are requesting June 25-July 3, you must enter a request for June 25-29 and enter a separate request for July 2-3.
• Requests for personal leave in the next fiscal year cannot be entered until the start of that fiscal year. You must wait until July 1, due to the timing of the awarding of personal time.

A planned absence will occur sometime in the future. A planned absence request is entered BEFORE the absence.
“Work in Progress” indicates that you initiated a PTO request/change, but did not complete it. If you did not intend to make an update, under the Update column, next to the appropriate planned absence, click the Update (pencil) icon and click Cancel. To cancel the action, click Yes. This will remove the “Work in Progress” status and return the absence request to the correct status.

If the Update/Confirm/Delete icons are inactive (gray), the request is likely still in your supervisor’s queue waiting for approval. Please discuss this with your supervisor. Upon approval from your supervisor, either Update or Confirm.

NOTE: Following a planned absence, you must log in to the system, modify the absence details (if necessary), and change it to confirmed.

No. A confirmed absence is an absence that has already occurred. A confirmed absence can only be submitted AFTER you have been away from work. Please submit your confirmed absence immediately upon your return to work.

To plan for a future absence, enter it as planned. The system will send your request to your supervisor for approval, and you will be able to see your Net Available leave balances including this planned leave.

WARNINGS:

• Requests for the next fiscal year cannot be submitted until January 31. For example, if you want to submit a request for July 2, 2018, you must wait until January 31, 2018 to submit that request.
• Requests cannot span across two fiscal years. For example, if you are requesting June 25-July 3, you must enter a request for June 25-29 and enter a separate request for July 2-3.
• Requests for personal leave in the next fiscal year cannot be entered until the start of that fiscal year. You must wait until July 1, due to the timing of the awarding of personal time.

In order to specify two different Absence Types on the same day, you must enter two separate absence requests for the same date. For each request, be sure to specify the desired Absence Type and the appropriate Duration Hours. Additionally, in the Comments field, you may enter details for each request:

Request #1 Comments: “I would like to request 5 hours of sick time from 8am-Noon and 1pm-2pm.”

Request #2 Comments: “I would like to request 3 hours of vacation time from 2pm – 5pm.”

When submitting the second request for the same day, you will receive a message warning you that there is already an absence request for that same day. You should double-check your math because the system does not know your schedule (working hours), so it cannot determine if you are submitting too little or too much time on a single day. Click Next, verify the absence details, and click Submit.

OHIO’s Oracle e-Business Suite: My Personal Information’s online payslip shows the balance at the time payroll was processed.

Oracle Absence Management Module is dynamic. For example, when a PTO request is entered for an absence that has already occurred, and the request is approved by your supervisor, the balance on the accrual page will change.

When you submit a request for paid time off, your supervisor will receive an email message notifying them of the pending request. A supervisor may also review Notifications in Oracle e-Business Suite under Worklist.

If you are a supervisor, in order to be able to act on notifications directly from your email inbox, please leave your default notification preferences enabled: HTML Mail – to receive individual notifications.

If you select “plain text” messages or “summary mail,” the notices you receive will not include the links that will allow you to approve/reject PTO requests. As a result, you must manually log in to Oracle e-Business Suite to act on the requests assigned to you. These requests will display under Worklist.

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A supervisor can reassign notifications to someone else to take action.

WARNING: The system will not allow an employee to approve his or her own paid time off request.

There are multiple ways to establish delegation:

• Worklist Access – Allows the delegate to see the designating manager’s worklist and act on items in that worklist.
• Vacation Rules – During the defined vacation period, any notifications received by the manager are automatically reassigned to the delegate.
• Delegate – To reassign an individual notice to someone else.

Worklist Access
Assign someone else and receive duplicate notifications
A supervisor may want to grant Worklist access to another person or delegate. You will continue to receive an email notification when an employee on your team enters a PTO request, however the notification will not display in your worklist. You can still take action from the email notification. Your delegate must log in to view your worklist and take action on your behalf.

Vacation Rules
Assign someone else to receive your notifications exclusively
A supervisor, who will be out of the office for a specific period, may want to reassign PTO requests to a delegate with Vacation Rules. Your delegate will respond to notifications on your behalf during your absence. You will not receive an email notification when an employee on your team enters a PTO request.

Delegate
Assign someone to an individual notice
A supervisor may want to reassign one individual PTO request notification to another OHIO employee to take action. In the notification, click Delegate and specify the person who should take action on the individual request.

A request for unpaid absence is at the discretion of your supervisor.

• To take unpaid time for a “sick” reason, you must have a zero balance for vacation, sick, and personal day accruals.
• To take unpaid time for “vacation” reasons, you are not permitted to use sick time for vacation, so you must have a zero balance for vacation and personal day accruals.

Any request falling outside of these boundaries should be discussed with UHR on a case-by-case basis and handled manually, as is done today (paper-based).

Enter the confirmed request. In the Absence Type field, click the down arrow and select Unpaid. Finish completing the form. In the Comments field, you may enter optional text. Click Next. Review the request, verify the Absence Details for accuracy, and click Submit.

Enter the planned/confirmed request. In the Absence Type field, click the down arrow and select Sick Pres Appt. In the Absence Reason field, click the down arrow and select Bereavement. Finish completing the form. In the Comments field, you may enter optional text. Click Next. Review the request, verify the Absence Details for accuracy, and click Submit.

After you return from a planned absence, you must log in to the system, update the absence details (if necessary), and change it to Confirmed.

A planned absence will occur sometime in the future. A planned absence request is entered BEFORE the absence.

A confirmed absence is an absence that has already occurred. A confirmed absence can only be submitted AFTER you have been away from work. Please submit your confirmed absence immediately upon your return to work.

When entering the planned/confirmed request, in the Absence Type field, click the down arrow and select Vac Pres Appt (Vacation Presidential Appointment). NOTE: If you are requesting vacation time, in the Absence Type field, verify that Vac Pres Appt is selected. WARNING: In the Absence Type field, do not select Personal Days Admin for vacation time. Finish completing the form. In the Comments field, you may enter optional text. Click Next. Review the request, verify the Absence Details for accuracy, and click Submit.

Following a planned absence, you must log in to the system, modify the absence details (if necessary), and change it to confirmed.