PowerSchool ERP System Administration
PowerSchool ERP System Administration
Breadcrumbs

Employee Leave Request Workflow Cycle

This section is designed to take you through the steps of an Employee Leave Request Workflow.

  1. A user displays an Employee Leave Request e-Form by selecting e-Forms & Tools > e-Forms > Employee Leave Request (Legacy). The process can also begin in the Employee Access Center's Add a New Leave Request option.

  2. The user enters the information required on the Employee Leave Request e-Form and then clicks Submit.

    • If the Approvals Required? field on the Leave Requests Forms tab of the Employee Leave Request Workflow Configuration is blank and the employee who initiated the leave request is not found in an employee group for any approval group, the employee leave request is automatically approved.

    • If the Approvals Required? field on the Leave Requests Forms tab of the Employee Leave Request Workflow Configuration is not selected and the employee who initiated the leave request is in an employee group for any approval group, the workflow is initiated, and the Needs Approval workflow notification is sent to the approver on the approval group or, if applicable, the approver's delegate.

    • If the Approvals Required? field on the Leave Request Forms tab of the Employee Leave Request Workflow Configuration is selected and the employee who initiated the leave request is not found in an employee group for any approval group, the message that appears in the Submit Error When Approval Group is Missing will display and the workflow is not initiated. The approval group setup will need to be corrected to initiate the workflow for the employee leave request.

    • If the Approvals Required? field on the Leave Request Forms tab of the Employee Leave Request Workflow Configuration is selected and the employee who initiated the leave request is in an employee group for any approval group, the workflow is initiated and the Needs Approval workflow notification is sent to the approver on the approval group or, if applicable, the approver's delegate.

  3. The approver or delegate receives the Needs Approval workflow notification either through an email, the Activities panel, or both, depending on the User Preferences setting.
    The approver or delegate can launch the approval e-Form either through the the URL link in the email or the activity on the Activities panel of the PowerSchool ERP home page.
    If no action is taken on the e-Form for the approval within the time from when the Needs Approval workflow type was sent until the time entered in the Remind Every field of the Reminder workflow type, the Reminder workflow notification is sent.

  4. The approver or delegate selects their approval action for their level and clicks Submit.

    • If the action is Approved and the approver or delegate is the only approval level, the employee's leave request is approved, the employee will receive the Approved workflow notification and, if applicable, the Notification workflow notification is sent to the users defined on the approval group for the workflow tasks 104-Receive Special Leave 1 Notify, 105-Receive Special Leave 2 Notify, or 106-Receive Special Leave 3 Notify. In addition, the leave may be interfaced to Attendance or Employee Timesheets based on the setting in the Interface Leave Request? field on the Leave Request Forms tab of the Workflow Configuration.

    • If the action is Approved and the approver or delegate is only one of several approval levels, the Needs Approval workflow notification is sent to the approver or delegate at the next level.

    • If the action is Denied, the Denied workflow notification is sent to the employee who initiated the leave request and the workflow ends.

    • If the action is Needs Correction, the Needs Correction workflow notification is sent to the employee who initiated the leave request, and the workflow ends. The employee must make the correction to the leave request and then click Submit to restart the workflow with the Needs Approval workflow notification.

  5. If at any point the employee who initiated the leave request chooses to cancel the request, they can access the e-Form through Employee Access Center's Review Requests option. The ability to cancel a leave request is based on the settings in the Cancel Leave Email Configuration tab of the Workflow Configuration.
    Once the e-Form opens, the employee can click Cancel Request. The employee who canceled the request will receive the Canceled workflow notification. Approvers or delegates and your Human Resources department may also receive this notification based on the settings in the Cancel Leave Email Configuration tab on the Workflow Configuration. If your organization interfaces leave requests with Attendance and the attendance record could not be deleted when the request was canceled, the Cancel Interfaced Leave - Maintenance Necessary workflow notification may be sent to the HR Email Address defined on the Workflow Configuration's Cancel Leave Email Configuration tab.

  6. When the final approval is submitted, if the employee leave request could not be interfaced with Attendance or Employee Timesheets due to an error, an error email will be sent to the email address entered in the Interfacing Error Email Address field on the Leave Request Forms tab of the Employee Leave Request Workflow Configuration.