Leave - University of Hawaii

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Frequently Asked Questions

Role related...
Employee related
Preparer related
Supervisor related
Backup Approver related
Alternate Approver related
Personnel Officer related
Other...
Workflow & Routing



Employee related    (back to top)

How do I take more than one leave type (i.e., vacation and sick) for the same day?
In the "Application for Leave of Absence", select the range of dates for which you would like to request for leave, and then click the "Next" button. To create your transaction, select a leave type (e.g. vacation) from the dropdown list and the number of hours and minutes for the request. In the upper right hand corner of the transaction, next to "Min", there is a boxed plus sign. Click on the plus sign, which will expand the transaction horizontally. Select another leave type (e.g. sick) and the number of hours for the leave type. Clicking on the plus sign again will continue to expand the transaction table to input more leave types. When you"re done, click the "Submit" button to route the request to your supervisor for approval.

Do I still need to split up my leave requests by calendar month?
It depends. You are allowed to span calendar months if you are submitting a leave request for FULL WORK DAYS (based on your work schedule) for the entire duration of the request. However, leave requests for partial work days and/or for intermittent periods must still be broken up by calendar months.

How do I check my current leave balance, and correct/cancel a leave request?
On the bottom of the "Application for Leave of Absence" there is a gray bar labeled, "Leave History / Current Balances / Cancel or Correct Requests". Click on the text to view leave balances and transactions.

If the status of your leave request is marked as "P" for pending, you have the option of canceling your request without supervisor approval. To correct a pending request, you must cancel your request and submit a new request. If the status of your leave request is marked as "A" for approved, you have the option to correct or cancel your leave request. Correcting or canceling an approved request will route to your supervisor for approval.

To correct/cancel a leave request, select the radio button of the leave request you wish to correct/cancel, and then click the "View Details" button. Click on the "Correct" button to edit your leave request, or "Cancel Request" button to cancel your leave request

In the Online Leave System, I have access to the "Other People" component. What is this?
When an employee designates you as "My Preparer" in Profiler (www.hawaii.edu/profiler), their name will appear in a dropdown list in the "Other People" component when you log in to the Leave System. A dropdown list of "Other People" will also appear in your Leave account if you are a Departmental Preparer for your department or unit. Both types of Preparers have the ability to create and submit leave requests on behalf of any employee within the dropdown list. Leave requests submitted on an employee's behalf will route to the employee's supervisor for approval.

Preparer related    (back to top)

What is a Preparer?
A role delegated by one employee to another. For example, a Director may assign the Preparer role to his/her Assistant. Subsequently, the Assistant can login to the Leave system and create/submit leave requests for the Director.

Who can be Preparers?
Anyone with a UH Username can be a Preparer, that includes UH employees, RCUH employees, and anyone in SCOPIS (casual hires and student employees).

How do I set up a Preparer?
Preparers are set up in the Profiler application (www.hawaii.edu/profiler). Login, go to the Position Profile, click on the My Preparers tab and follow the instructions. Preparers can be set up for a specific application (just eTravel or just Leave) or for "all applications" that use Profiler.

If I grant someone Preparer access, what does that person have access to?
Granting Preparer access means you are giving someone else the ability to do and see everything, that you can do and see for yourself. Meaning he/she can create leave requests for you, see all your historical leave information and current balances.

Supervisor related    (back to top)

Who are Supervisors?
For Leave purposes, Supervisors are set up in PeopleSoft in one of the following ways:

For "non-generic" position numbers: Supervisor is based on the Reports-To field on the Position Panel in PeopleSoft. For example, for Position# 0080434, the Reports-To field contains Position# 0081892. Any leave request for Position# 0080434 will automatically route to the person who occupies Position# 0081892. The reason for using position numbers is that the supervisory structure is based on the formal org chart - this way there's minimal data changes as people leave or change jobs within UH.

For "generic" position numbers (such as Lecturer positions, where all lecturers at the campus have the same position number): Supervisor is based on the Supervisor UH Number field on the Job Data Panel in PeopleSoft, which will contain the UH Number of the supervisor. Since the position number cannot be used to map to a specific person, the Supervisor's UH Number must be used.

For position numbers where more than one person occupies the position (such as multiple appointments where 2 employees are in one position at .50 FTE each):

Bottom line: Supervisor comes directly from PeopleSoft - if the routing of leave requests is incorrect, please contact your Personnel Officer to update PeopleSoft with the most current information.

As an Employee, how do I know who is responsible for approving my online leave requests?
You can view your supervisory hierarchy in Profiler (www.hawaii.edu/profiler). Login, at the Main Menu under the My Profiles section, click My Supervisory Hierarchy. You will see your supervisory structure up to a maximum of 5 levels, as well as any Backup Approvers that anyone in your chain of command has set.

Operationally I'm the Supervisor, but it's not reflected in PeopleSoft that way so leave requests aren't being routed to me for approval.
Consult with your Supervisor and your Personnel Officer. PeopleSoft is the source system of record for supervisory information and reflects the supervisory hierarchy based on the unit's current org chart.

PeopleSoft was just updated to reflect a supervisory change, however it's not being reflected in Leave or Profiler.
PeopleSoft is the source system of record but Profiler and Leave obtains information from the HR Data Warehouse. The HR Data Warehouse is updated nightly from PeopleSoft - at most you must wait one day for the changes in PeopleSoft to propagate to the other systems.

How do I view my employee's leave balances?
Login to the leave system (www.hawaii.edu/ohr/leave), and click on the "History" link in the "My Employees" component. From the dropdown menu, select the employee's name to review their leave balance and transactions.

Backup Approver related    (back to top)

What is a Backup Approver?
A Backup Approver is someone who fills in for a Supervisor. With the "old" paper leave forms, employees can hand deliver their leave request to anyone to physically sign. With online Leave, the routing of leave requests are completely electronic so Supervisors need a way to electronically delegate their signing authority.

As a Supervisor, how do I set up a Backup Approver?
Backup Approvers are set up in the Profiler application (www.hawaii.edu/profiler). Login, go to My Position Profile, click on the My Backup Approvers tab and follow the instructions. By default, Backup Approvers are set for "all applications" that use Profiler (whereas Preparers can be set up by individual application).

If I set up a Backup Approver, what does that person have access to?
Your Backup Approver would only have access to leave requests that require his/her approval. Your Backup Approver will not have access to your employee's historical leave information. They will have access to current balances as it displays on the leave form requiring approval.

How does the Backup Approver know that he/she is responsible for approving my leave request?
Two ways: (1) When the Supervisor sets up a Backup Approver, there's an option in Profiler to send an email to that person informing him/her of the delegation of signing authority. The email includes the window of dates the delegation is effective for, and the reason for the delegation if any was provided. (2) The Backup Approver will also receive email notifications when a leave request has been submitted and his/her approval is required.

As an Employee, how do I know who my Supervisor delegated to as a Backup Approver?
You can view your supervisory hierarchy in Profiler (www.hawaii.edu/profiler). Login, at the Main Menu under the My Profiles section, click My Supervisory Hierarchy. You will see your supervisory structure up to a maximum of 5 levels, as well as any Backup Approvers that have been set.

What are my options if the Backup Approver doesn't approve my leave request?
The Backup Approver was delegated to by your Supervisor and should fulfill his/her responsibility. You can email the Backup Approver directly to inquire about your leave request. Or, if approval is urgent, you can inquire with your Personnel Officer.

What is the difference between a Backup Approver and an Alternate Approver?
Technically there is no difference, in both cases someone is being delegated signing authority for someone else for a specific window of dates. The only difference is that Backup Approvers are being delegated to by a Supervisor, whereas Alternate Approvers are for vacant positions and are set by the Personnel Officer for the department or unit.

I do not supervise any employees, but I was able to set up a Backup Approver.
Anyone can set up a Backup Approver in Profiler, however whether that information is used for routing depends on whether you have supervisory responsibility. If documents do not route to you for approval, setting up a Backup Approver is moot.

Alternate Approver related    (back to top)

What is an Alternate Approver?
Alternate Approvers are the equivalent of a "backup approver" for a vacant position. For example, say there are 10 employees who report to Position #0081892 but that position is currently vacant. Instead of all leave requests routing higher up in the chain of command, the Personnel Officer can set an "alternate approver" for the vacant position so all leave requests route to that person instead.

How do I set up an Alternate Approver?
Alternate Approvers can only be set up by a Personnel Officer. If you have the Personnel Officer role, you will have a "Manage Alternate Approvers" link on the Main Menu in Profiler, within the Tools section.

What if an Alternate Approver doesn't approve my leave request?
The Alternate Approver was delegated to by your unit's Personnel Officer, likely at the request of someone with higher level authority. If approval is urgent, you can email the Alternate directly if you know who he/she is, or inquire directly with your Personnel Officer.

What is the difference between a Backup Approver and an Alternate Approver?
Technically there is no difference, in both cases someone is being delegated signing authority for someone else for a specific window of dates. The only difference is that Backup Approvers are being delegated to by another Supervisor, whereas Alternate Approvers are for vacant positions and are set by the Personnel Officer for the department or unit.

My Supervisor's position is vacant, how do I know who the Alternate Approver is to approve my leave requests?
You can view your supervisory hierarchy in Profiler (www.hawaii.edu/profiler). Login, at the Main Menu under the My Profiles section, click My Supervisory Hierarchy. You will see your supervisory structure up to a maximum of 5 levels, as well as any Backup or Alternate Approvers that have been set up.

My Supervisor's position is vacant but no Alternate Approver has been set. Who will my leave requests route to for approval?
Your leave request will route to the next higher up Supervisor and the Backup Approver if one was set.

Personnel Officer related    (back to top)

Who are Personnel Officers?
For Leave purposes, Personnel Officers are those who are members of a Personnel Officer Group in Profiler.

Who sets up Personnel Officer Groups?
The Office of Human Resources (OHR) is the only one who can create a PO Group. OHR is responsible for setting the Lead PO, and determining which EACs that person has access to. Subsequently all members in that group "inherit from" the Lead PO's access.

What can Personnel Officers do?
For Leave purposes, Personnel Officers can see and do everything on behalf of the employees he/she has access to based on EAC (Employing Agency Code). So the PO has access to leave history, balances, and the employee work schedule. However, if a Personnel Officer submits a leave request on behalf of an employee, the request goes directly to Approved, meaning it bypasses supervisory approval.

What are the differences between Lead, Official, Alternate PO, and Departmental Preparer?

Personnel Officer Functions Lead PO Official PO Alternate PO Departmental Preparer
Manage EACs within PO Group X X    
Manage Alternate Approvers X X X  
Receive email notifications (e.g., doctor's note, military leave requests, etc.) Only if Official or Alternate PO is not designated X X  
Create/submit leave requests, which bypass supervisory approval X X X  
POs without a UH position number (e.g., RCUH employees)     X X
Prepare leave requests on behalf of the employee, which will route to the employee's supervisor       X

How do I search for employees within my department or unit?
Login to the leave system (www.hawaii.edu/ohr/leave), and click on the "Employees" link in the AO/PO component. Enter the employee's name exactly as it appears in PeopleSoft or the employee's UH number, and then click the "Search Employees" button. Wildcards such as "%" may be used for partial name searches. For example, to search for "Smith, John S", you may type "Smith%" to find all employees with the last name Smith within your department or unit.

Workflow & Routing    (back to top)

What is the typical routing path for a leave request?
A leave request only requires one approval - the Supervisor. Once a leave request is submitted, Workflow obtains the Supervisor from the 5-tier supervisory hierarchy in the HR Data Warehouse. An email notification is sent to that person saying a leave request is awaiting their approval.

If a Supervisor has a Backup Approver, Workflow will send the Supervisor and the Backup an email notification that a leave request is awaiting approval. Either one can approve - but only one approval is required.

If a Supervisor position is vacant AND an Alternate Approver exists, the leave request will automatically route to the Alternate Approver instead.

What happens if a position does not have a Supervisor specified in PeopleSoft?
If a leave request is created and Workflow cannot determine who to route the request to for approval, it will go into what's called "exception routing", meaning it's stuck. The Workflow Administrator will have to manually fix the routing path.