Employee Leave Request e-Forms

To initiate a leave request using the Employee Leave Request option on the e-Forms & Tools menu, the employee must be an PowerSchool ERP user. However, employees who are not PowerSchool ERP users can initiate leave requests through Employee Access Center which requires a login and password.

Menu Path: e-Forms & Tools > e-Forms > Employee Leave Request (Legacy)
The Employee Leave Request page can also be accessed from Employee Access Center > Leave Information > Leave Requests > Add a New Leave Request.

Types of e-Forms for Employee Leave Request Workflow

Following are the types of Employee Leave Request Workflow e-Forms that will be used during the workflow process.

Employee Leave Request Initial Request e-Form	The e-Form the employee who initiated the leave request will see.
Employee Leave Request Approval e-Form	The e-Form the approver will see after clicking the URL link in the email or the activity on the Activities panel of the PowerSchool ERP home page.
Employee Leave Request Review e-Form	The e-Form the employee who initiated the leave request will see when they review the submitted request in EAC or through a workflow notification. After accessing the Review e-Form, the employee may have the ability to cancel the leave request by using the Cancel Request action button at the bottom of the e-Form. For details on when leave requests can be canceled, refer to Cancel Leave Email Configuration Tab.
Employee Leave Request Needs Correction e-Form	The e-Form the employee will see in a Needs Correction notification and the approver will see when the correction has been made and submitted. This e-Form is accessed when the user clicks the URL link in the email or the activity on the Activities panel of the PowerSchool ERP home page. The employee who initiated the Needs Correction e-Form, may have the ability to cancel the leave request by using the Cancel Request action button at the bottom of the e-Form. For details on when a leave request can be canceled, refer to Cancel Leave Email Configuration Tab. _Ref-956940900
Employee Leave Request Read-Only e-Form	The e-Form that approvers will see after clicking the URL link in the email or the activity on the Activities panel to access a leave request when the approvals are completed.

Action Buttons

These e-Forms may have one of two action buttons:

Submit	Used for the initial employee leave request to submit the request for approval, for the approval of the employee leave requests to complete the approve, deny, or needs correction action, or to re-submit a leave request once it has been corrected.
Cancel Request	Used by the employee who initiated the leave request to cancel the request. For more information on when a leave request can be canceled, refer to Cancel Leave Email Configuration Tab.

Fields

Employee Information (untitled) Section

Field	Description
Employee Number	Identification number of the employee who submitted the leave request.
Name	First name, middle name/initial, last name, and suffix of the employee who submitted the leave request.

Leave Bank Information Section

This section displays the current leave banks associated with the employee who submitted the leave request. All fields are display-only.

Field	Description
Leave Code	Code identifying the type of leave on the employee's leave bank, as defined in the Leave table.
Leave Title	Title of the leave code, as defined in the Check Title field of the Leave table.
Taken YTD	Leave taken to date during the current year as it appears in the Taken YTD field on the employee's leave bank.
Current Balance	Unused leave for the current year as it appears in the Balance field on the employee's leave bank.
Units/Hours/Days Pending	Total in units, hours, or days of un-posted leave for the leave code that is currently in Attendance or Employee Timesheets. This total includes all approved leave requests that have been interfaced to Attendance or Employee Timesheets as well as time entered through PowerSchool ERP.
Pending Balance	Current available leave that can be taken. (Current Balance - Units/Hours/Days Pending)

Outstanding Leave Requests Section

This section displays all outstanding leave requests that have not been interfaced to Attendance or Employee Timesheets and have start or end dates that are on or after the current date. All fields are display-only.

Field	Description
Leave Type	Type of leave, as defined in the Check Title field of the Pay Code table. If your organization uses Employee Timesheets and the Pay Title Description is set to A-Alternate Code Description, then the leave type displays from the Pay Code Maintenance Alternate Description.
Start Date	Starting date for the requested leave.
End Date	Ending date for the requested leave.
Units	Number of units, hours, or days for the leave request.
Request Date	Date the leave request was submitted.
Status	Current status of the leave request. The values that may display include: Approved - All approvers have approved the request, but the request was not interfaced to Attendance or Employee Timesheets. Needs Correction - An approver has flagged the request in need of correction. Denied - An approver denied the request. Approved/Errors during Interface - All approvers have approved the request, but errors occurred during the interface to Attendance or Employee Timesheets. Open - No approvals have been completed on the request. Partially Approved - Approvals are in progress and at least one approver has approved the request.
Notes	Any notes that may have been entered by the employee when the leave request was submitted.

Leave Request Information Section

This section must be completed by the employee when submitting a leave request. Once the initial leave request has been submitted, this section will be display-only and show the date of the actual submission.

Field	Description
Leave Type	Type of leave, as defined in the Check Title field of the Pay Code table. If your organization uses Employee Timesheets and the Pay Title Description is set to A-Alternate Code Description, then the leave type displays from the Pay Code Maintenance Alternate Description.
Start Date	Starting date for the requested leave.
End Date	Ending date for the requested leave.
Units/Hours/Day	Number of units, hours, or days for the leave request. The field is titled Units when the initial leave request is accessed, but may change to Hours or Days based on the leave type selected. This field title change is dependent on the selection in Leave Units field of the Leave table. If the Leave Units field is blank, the field's title will remain as Units.

Approvals Section

This section must be completed to process the employee's leave request. This section is only accessible to users defined on the approval group or users that the approver delegated the employee leave request approval task to. For all others accessing this e-Form, this section is display-only.

Field	Description
Date	The date that the Approved, Denied, or Needs Correction action was taken by an approver or delegate. This date is system-generated when the approver or the delegate selects Approved, Denied, or Needs Correction in the Action/Comments column and clicks Submit.
Action/Comments	The action performed by the approver or delegate and additional comments about that action. The choices for the action include: Open - No action has been taken on the leave request at this time by the approver or the delegate. Approved - The employee leave request has been approved by the approver or delegate for this approval level. When selected and the approver or delegate clicks Submit, the workflow will do one of the following, based on the status of the e-Form: If there are additional approvals that need to be performed, the workflow will notify the approver or delegate on the next approval level. If there are no additional approvals that need to be performed, the workflow will complete the employee leave request process, send the Approved workflow notification to the requester if applicable, send the Notification type workflow notification to the users defined in the approval group set up for workflow task 104-Receive Special Leave Notify, 105-Receive Special Leave 2 Notify, or 106-Receive Special Leave 3 Notify. Denied - The employee leave request has been denied by the approver or delegate for this approval level. When selected and the approver or delegate clicks Submit, the workflow will send the Denied workflow notification to the requester and end. Needs Correction - The employee leave request has been flagged as needing correction by the approver or delegate for this approval level. When selected and the approver or delegate clicks Submit, the workflow will send the Needs Correction workflow notification to the requester and will end the workflow. When the correction is made and the employee re-submits, the Needs Approval notification will be sent to the approver or delegate and the workflow will start again. Level - The approval group level. Display only. Approver - Name of the user who is defined on the approval group for this level. Display only. Approved By - Specifies who approved, denied, or flagged the employee leave request for the approval group level as needing correction. The value in this field is system-generated when the approver or delegate clicks Submit. The value will either be Approver or Delegate. Display only. Delegate - Name of the user who was defined as the delegate for this workflow task during the approver's absence. Display only. Approval Group Name - Name defined in the Approval Group table. Display only.

Field

Description

Date

The date that the Approved, Denied, or Needs Correction action was taken by an approver or delegate. This date is system-generated when the approver or the delegate selects Approved, Denied, or Needs Correction in the Action/Comments column and clicks Submit.

Action/Comments

The action performed by the approver or delegate and additional comments about that action.

The choices for the action include:

Open - No action has been taken on the leave request at this time by the approver or the delegate.
Approved - The employee leave request has been approved by the approver or delegate for this approval level. When selected and the approver or delegate clicks Submit, the workflow will do one of the following, based on the status of the e-Form:
- If there are additional approvals that need to be performed, the workflow will notify the approver or delegate on the next approval level.
- If there are no additional approvals that need to be performed, the workflow will complete the employee leave request process, send the Approved workflow notification to the requester if applicable, send the Notification type workflow notification to the users defined in the approval group set up for workflow task 104-Receive Special Leave Notify, 105-Receive Special Leave 2 Notify, or 106-Receive Special Leave 3 Notify.
Denied - The employee leave request has been denied by the approver or delegate for this approval level. When selected and the approver or delegate clicks Submit, the workflow will send the Denied workflow notification to the requester and end.
Needs Correction - The employee leave request has been flagged as needing correction by the approver or delegate for this approval level. When selected and the approver or delegate clicks Submit, the workflow will send the Needs Correction workflow notification to the requester and will end the workflow. When the correction is made and the employee re-submits, the Needs Approval notification will be sent to the approver or delegate and the workflow will start again.
Level - The approval group level. Display only.
Approver - Name of the user who is defined on the approval group for this level. Display only.
Approved By - Specifies who approved, denied, or flagged the employee leave request for the approval group level as needing correction. The value in this field is system-generated when the approver or delegate clicks Submit. The value will either be Approver or Delegate. Display only.
Delegate - Name of the user who was defined as the delegate for this workflow task during the approver's absence. Display only.
Approval Group Name - Name defined in the Approval Group table. Display only.

Notifications Section

This section is display-only and will only appear if the leave type selected is defined on the Leave Request Conditions tab of the Tasks table for workflow tasks 104-Receive Special Leave 1 Notify, 105-Receive Special Leave 2 Notify, or 106-Receive Special Leave 3 Notify. It displays the user information defined in the approval group setup for workflow tasks 104-Receive Special Leave 1 Notify, 105-Receive Special Leave 2 Notify, or 106-Receive Special Leave 3 Notify or defined as the delegate for these workflow tasks.

Field	Description
Name	Name of the user who receives the Notification type workflow notification based on approval group set up for workflow tasks 104-Receive Special Leave 1 Notify, 105-Receive Special Leave 2 Notify, or 106- Receive Special Leave 3 Notify when the final level of approval is complete. If a user defined in this group delegates the workflow task, the delegate's name will display here followed by Delegate in parentheses.
Task	Task group task, 104 - Receive Special Leave 1 Notify, 105 - Receive Special Leave 2 Notify, or 106 - Receive Special Leave 3 Notify.
Email Address	Email address of the user in the Name field who receives the Notification type workflow notification based on approval group setup for workflow tasks 104-Receive Special Leave 1 Notify, 105-Receive Special Leave 2 Notify, or 106-Receive Special Leave 3 Notify when the final level of approval is complete.