General Tab of Absence Requests Form

Use this tab to enter and view information for an absence request.

Contents

Field	Description
Employee	For a new absence request, this field prefills with your employee name from the Employee Info Center. This is the employee for whom the absence request applies. If you have security access to employee records other than your own, click in this field and use the Employee lookup to select a different employee for whom to create an absence request. The employee for whom the absence request applies is the "requester." Click beside an employee's name in this field to send the employee an instant message or email message.
Absence Type	From the drop-down list, select the type of absence that you are requesting (vacation, sick leave, and so on). The items in the drop-down list are based on the benefit accrual codes that are entered on the Benefit Accrual Setup tab in Configuration > Accounting > Time Analysis that have the Use Approval Workflow for Absence Requests check box selected and an approval workflow entered for them on this tab. The drop-down list includes only the benefit accruals that are specified for the absence requester on the Accounting tab in the Employee Info Center. The drop-down list in this field is blank if the benefit accruals that are specified for an employee (requester) do not have the Use Approval Workflow for Absence Requests check box selected and an approval workflow entered for them on the Benefit Accruals Setup tab in Configuration > Accounting > Time Analysis.

Three-Month Calendar Section

Field

Description

Monthly Calendars

This section displays three months in a calendar view. Use the scroll-left and scroll-right arrows to bring different months into view. Click a date in a calendar to add it to your absence request. To select a range of dates, you can click a date, press and hold your left mouse button, and sweep across adjacent dates in the calendar. Dates that you select are highlighted in blue. To deselect a date that you selected, click it again. You cannot select dates that are earlier than the current date or dates that are non-working days (per the Vision holiday calendar in Configuration > General > Holiday Calendar). You can select dates that were previously rejected by approvers. The monthly calendars display all absence requests (not yet submitted, submitted, approved, and rejected) for an employee. Dates in the calendars are color coded as follows: Blue — These are dates that you selected for the absence request that are not yet submitted. Yellow — These are dates that you previously submitted, but they are not yet approved. Green — These are dates that you previously submitted, and they are approved. Red — These are dates that you previously submitted, and they were rejected. Dates that are selected for the current absence request that you have displayed on the screen are bolded. These are the dates that display in the Hours Requested grid, beside the monthly calendars.

Hours Requested Grid

This grid displays the dates that you select from the calendars for the current absence request. The dates in the calendar are bolded.

To delete a date from the grid, you must click a blue-highlighted date from the calendar to deselect it.

Field	Description
Hours Requested Drop-Down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Date	When you click a date in one of the calendars to add it to the absence request, the date prefills in this field.
Hours	Enter the number of hours that you are requesting off for the day's absence. This field prefills with the number from the Hours/Day field on the Personal tab in the Employee Info Center for the employee for whom the absence request applies. You can change the hours as needed.
Sum Bar	The bar below the grid displays the total hours requested for the absence request.

Comment Text Box

Field	Description
Comment	Click in the text box field, and enter a note or information related to the absence request.
Edit	This option displays on the Comment text box header if you are the employee for whom the absence request applies. Click this option to open the Vision Text Editor dialog box, and edit or format the text in the Comment field. Only the employee for whom the absence request applies can edit the text in the Comment field.
View	This option displays on the Comment text box header if you are an approver and not the employee for whom the absence request applies. Click this option to view the comments in the Vision Text Editor dialog box. Approvers cannot edit the text in the Comment field.

Approval Information Section

In this section you can view approval status information for an absence request.

Field	Description
Status	This field displays the absence request's status. Possible statuses are: In Progress — The absence request is saved but not yet submitted. Submitted — The absence request has been submitted, but it is not yet approved or rejected. Approved — The absence request has been approved and the approval workflow is complete. Rejected — The absence request has been rejected.
State	This field displays the current state of the approval process for an absence request, which is based on the configured approval workflow for the absence request type (benefit accrual code). Possible states are: Start — The approval workflow is on step 0; it is saved but not yet submitted. In Approval — The absence request is submitted, but not yet approved or rejected. In this state, approvers can approve or reject the absence request.
Step	This field displays the current step (1, 2, 3, and so on) of the approval process for an absence request. Steps are based on the steps that are set up for the approval workflow for the absence request in Approval Workflows Configuration. Step 0 is logged when a new absence request is created but not yet submitted.

Buttons

Field	Description
Benefit Hours	Click this button to open the Benefit Hours dialog box and review hours accrued and taken for sick leave, vacation, holiday time, and other benefit accrual codes for the employee for whom the absence request applies.
Planned Hours	Click this button to open the Planned Hours dialog box and see a summary of planned hours if the employee for whom the absence request applies is assigned to project plans in the Project Planning application. The time period for the number of hours in the Planned Hours This Period column on the dialog box is based on the three months that are displayed on the General tab of the Absence Requests form when you click the Planned Hours button. For example, if you have June through August in the calendar view on the tab, and then you click the Planned Hours button, the planned hours that are displayed in the Planned Hours This Period field will have dates in June through August.

Absence Requests Grid

This grid provides a summary view of absence requests for the employee for whom the current absence request applies (the requester). All absence types display in the grid. When you open the Absence Requests form, only absence requests that have days that occur in the future (they have not yet been taken off) display in the grid. Use the Hide Past Requests and Show Past Requests toggle option on the toolbar to change the contents of the grid.

Absence Requests Toolbar

Field	Description
Absence Requests Drop-Down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Hide Past Requests	Click this option to hide the absence requests for days that occurred in the past in the grid. This hides absence requests that have a date in the Last Day field in the grid that is earlier than today's date.
Show Past Requests	Click this option to show absence requests that include days that occurred in the past in the grid. This shows absence requests that have a date in the Last Day field that is earlier than today's date.

Absence Requests Grid Fields

Field	Description
Type	This display's the absence request type, which is based on a benefit accrual code's description.
First Day	This displays the first day for an absence request.
Last Day	This displays the last day for an absence request.
Hours Requested	This displays the total hours requested for an absence request.
Status	This field displays the absence request's status. Possible statuses are: In Progress — The absence request is saved but not yet submitted. Submitted — The absence request has been submitted, but it is not yet approved or rejected. Approved — The absence request has been approved, and the approval workflow is complete. Rejected — The absence request has been rejected.
Date Submitted	This displays the date that the approval request was submitted.
Date Approved	This displays the date that the approval request was approved.