On-line Leave Reporting
via Banner
October 2007
Instructor: Susan Lee
slee@fa.ua.edu, ext 8-5817
What is
On-line Leave Reporting?
• A mechanism for capturing time-off
within Banner self-service product
• Allows each employee to enter their
own time-off taken during the month
• A web-based application; time off can
be entered from any workstation
location
• Time is approved and balances are
updated
Who should use
On-line Leave Reporting?
• MONTHLY employees who accrue sick or vacation
time
• This includes regular full- and part-time monthly
staff and 12-month faculty and administrative faculty
• Temporary employees and many faculty members do
not accrue leave
• Bi-weekly employees will continue to report time off
via the written timesheet
• Only sick and annual vacation time will be entered
into Banner utilizing this functionality (no military,
admin, worker’s comp, etc)
How does
On-line Leave Reporting Work?
• Employee enters their time off into Banner
self-service
• A designated approver reviews the time off
and reconciles it to supporting
documentation (e-mails, calendars, formal
time-off approval forms, etc)
• The approver then certifies/approves the
time off on-line
• Leave Balances are updated when the
approval is completed
What are the benefits of
On-Line Leave Reporting?
• Eliminates the use of the paper leave report that is
completed each month
• Relieves much of the administrative burden
• Improves efficiency and timeliness
• Allows electronic tracking of any time submitted
over the employee’s balance (prior to the next
accrual). This will be monitored by payroll and
discussed with the department if/when it occurs.
• Proxies may be assigned in advance of unexpected
absences
• Leave balances are available on-line
Troubleshooting
• If you receive the following message it could
be a result of one of many different errors.
Error: “You have no records available at this time. Please
contact your Payroll Administrator if you have any questions.”
• Banner does not attempt to determine the
actual problem, only that there is a problem.
• The approver should contact the Payroll
department for resolution
Troubleshooting
• (For Payroll) The error “You have no records available
at this time. Please contact your Payroll Administrator if you
have any questions.” could mean any of the
following:
– The original approver has vacated the position
that was associated with the approval
– The approver is not established on the ‘approver’
table
– The employee’s record does not indicate they
should be reporting time on the web
– The approver may not have access to the correct
org code(s)
– The reporting period has ended
Troubleshooting
• User has begun entering time, but not yet
submitted and it is past the reporting period
– Call Approver to have the report ‘submitted’
• Approver in turn will call Payroll
– Once the report has been overridden by Payroll,
the report can be completed by the approver
• The employee can access and see the daily
links but is unable to enter time
– Report may have already been submitted; scroll
to the bottom to see if it is in “Pending” or
“Completed” status
Troubleshooting
• Approver cannot access their leave report
– User may be clicking on “Acknowledge or
Approve”
• Approver cannot access their direct reports
– User may be clicking on “Access My Leave
Report”
• Approver cannot see the org codes for which
they have responsibility
– No one has initiated the process for the month (at
least one employee should have ‘started’ the
process in order for an org code to appear)
Things to Remember
• All employees must submit a leave report even if no
time was taken
• Current month opens on the 8th for entering leave
time taken
• Current month officially closes on the 7th of the
following month, however, departments may request
time to be completed/submitted prior to this date
• If you work in multiple departments/positions during
a month, always use the position in effect at the
beginning of the month to report time (approver has
likely already been assigned)
Things to Remember
• If you wish to enter time at various points
throughout the month, remember to SAVE.
Do Not Submit until the month has been
completed.
• Departments who do not work 8 hours/day
should enter a day’s worth of time as 7.75.
• Employees should check their leave
balances after the 10th of each month and
report any discrepancies to their supervisor
or approver
Next Steps
• Review list of employees and approvers (distributed
in class)
• Communicate to departmental users (training
document provided)
• Communicate to departmental approvers (training
document provided)
• Those attending class between October 17 and
October 26 should prepare to enter time on-line for
October, thus eliminating the need to complete the
paper copy
• Users may begin entering time NOW (or as soon as
you have communicated the process) for October