Instructions for Using the UAlbany
Faculty/Professional Staff Leave Entry System
To see a specific section, please choose from the links below:
- Logging into the System
- Main Leave Entry Page
- Entering Leave Usage
- Reporting No Leave Usage
- Reviewing Leave History
- Supervisor Review
- Logging off the System
Logging into the UAlbany Faculty/Professional Staff Leave Entry
System
In order to log into the
Faculty/Professional Staff Leave Entry System, you will need to sign into MyUAlbany and enter your NetID and password (Note: This
is a different User ID/password combination than you previously would have used
for the old UAlbany HR Leave Entry System).
To log into the system, you should click the Employee Log On button,
which will take you to the log on screen.
If you do not know or have forgotten your NetID and password, you should
click on the Password button that appears at the bottom of the MyUAlbany sign-in page and follow the on-screen
instructions.
Once you are signed into MyUAlbany, you will be presented with your home page as
shown below. To access My Leave Entry, you should click on the Leave
System link on the left side of the page under Navigation. After
clicking on the link, you will be presented with the Leave System menu (second
column). Click on the My
Leave Entry link and you be taken to the UAlbany HR
Leave Entry page shown below.
To view the instructions for a specific action, please choose from the links below:
Click on the Add
button 
under Enter Leave in order to
add a line to record your leave usage. You should enter a line for each
occurrence of leave used, not just a summary of the total sick, vacation or
floating holiday used for the month. You may enter multiple days for the same
type of leave on one line if the days are consecutive (Saturdays or Sundays do
not interrupt consecutiveness) and the dates do not cross months. The exception
is floating holiday leave, which can only be taken in a full day increment. You
may also enter your leave usage immediately as it occurs and it will not be
processed until the appropriate time for the month being reported (see
explanation of the difference between "unprocessed leave" and
"processed leave" below). Your available leave types are found in the
drop down box that displays as the first entry on each line. Use the calendar
objects to select the date your leave started and ended, or you can just type
in dates using any normal date format. Complete the time taken box (1 = 1 day
or 1 = 1 hour depending upon how you accrue leave). Only check the Family
Sick box if your leave type is "Sick" and the absence
qualifies as family sick leave. Check the FMLA Leave box for any
leave taken under the Family
and Medical Leave Act.
When done, click on the Save button 
at the bottom of the page (not shown in screen
print). A confirmation page will then appear confirming that the entry has been
saved. Continue to enter and save any other occurrences of leave. Once you
have saved an entry, it has been successfully stored in the database as
"unprocessed leave." To view the total leave charged for
each leave type for the period being reported, click on the Show Totals
link (bottom right portion of page). As long as an entry is identified as
unprocessed leave and the "Supervisor Review" box has not been
checked, you can edit the entry by retyping any of the fields or you can select
the Delete
button 
to completely remove the entry. At the end of
each month, Human Resources runs a process to add the appropriate amount of
accruals for that month. Starting on or about the 15th of the current month,
Human Resources also runs a process to subtract the leave usage that you have
entered for the previous month. You may also enter usage for the current month
as it occurs, but this usage will not be processed until the following month.
The results of these processes are reflected in your updated leave balances.
Once leave has been processed it will no longer be displayed as unprocessed
leave and you will not be able to edit or delete it on-line. You will have to
send the Time Records Unit an
email (with a copy to your supervisor) informing them of the change.
To report that you did not
use any leave for any leave type for a particular month, just click on the Notify
button 
under Report No-Usage and you will
be presented with the page shown below.
You should then select the month and year and click on the Save button 
at the bottom of the page. A confirmation page
will then appear confirming that the entry has been saved. Please note that your “Reported No Usage”
entry will not appear on the Reporting History portion of the
page until after Human Resources runs the leave accrual process described
previously for the month that is being reported.
To view your leave
history, just click on the View Details button 
under Review History on the main
UAlbany
Leave Entry page (click on Return if you are on another page)
and you will be presented with the page shown below. You will see your
leave history including any unprocessed and processed leave usage. All employees can check their leave accrual
information on-line using MyUAlbany by selecting the My Leave
Information link under Employee Services. The
information contained within this link is on a read-only basis. The Faculty/Professional
Staff Leave Entry link, however, is where leave is actually reported.
Supervisors are required to review their employees' leave submissions each
reporting period. To access Supervisor Leave Review, you should
log into MyUAlbany per the instructions at the
beginning of this document. You will then be presented with your home page as
shown earlier. From your home page you
should click on the Supervisors link and you will be presented with the page shown
below. You should then click on the Supervisor
Leave Review link (first item).
After clicking on the link, you will be presented with the UAlbany HR Supervisor Leave Review page
shown below (second screen shot). Select a month/year to review reporting
status, and then click the My Supervising List button 
. The system will display a page of your
employees that are eligible to participate in the Self Service leave program.
This will detail their reporting status for that month. If their reporting
status shows as Reported Usage, clicking on the Check Mark icon 
under Review Current Leave Taken will show
their reported leave usage. Verify each instance of leave usage by checking the
Review
Complete check box that appears in the last column of each row of
reported leave usage. When done, click
on the Save button at the bottom of the page (not shown in screen
print). A confirmation page will then appear confirming that the entry has been
saved. Once the page has been saved and you leave the page, the Review
Complete check box(es)
will be locked and neither the employee nor the supervisor will be able to make
any changes in the confirmed row(s) of reported leave usage.
You can review the
employee's leave history by clicking on the Review Leave History symbol
next to the employee's name. Please note
that reported leave usage is usually processed by the system (i.e. deducted
from leave balances) on the 15th of the month following the
previous monthly reporting period and once it's processed, the
reporting can only be viewed by clicking on the Review Leave History
icon. The names are linked to each person's University preferred email address
for your convenience. Just click on their name to send an email. The three
reporting statuses are Not Reported, Reported Usage, and No
Leave Usage.
Logging off the UAlbany HR Leave Entry System
Logging off MyUAlbany: When you are finished entering or checking your
leave and would like to disconnect from the system, close the page in your
browser and you will be returned to your home page in MyUAlbany.
Be sure to click the Save
button 
to record any entries you made prior to
closing the page.