Managers: Manage Team Absences
Time Off: Manage Team Absences
Job Aid for Managers and Academic Department Heads
Last Updated: Sep 19, 2025
Contact Information
For more information about this job aid, contact payroll@uni.edu.
For information about leaves of absence or FMLA, contact hrs-leaves@uni.edu.
Overview
As a Manager, you have the ability to create, modify, review, and approve absence requests for your team members. All employees will use the Request Absence process for time off and leaves of absence. Time off requests will route to you for approval and automatically flow to timecards for hourly workers. Leaves of absence are approved by the HRS Absence Partner.
Team Absence Calendar
The Team Absence Calendar report allows you to easily view your team members' in-progress and approved absence requests as well as edit or cancel approved requests directly from the calendar.
Step 1: From the Menu, select Time and Scheduling Hub.
Step 2: Click Team Absence Calendar in the sidebar. Your name should appear in the Organizations field.
Step 3: Click OK to view your team members' absences.
View Team Upcoming Time Off
You can view your team’s detailed absence request information by following the steps below.
Step 1: From the Time and Scheduling Hub, click on Operational Analytics and then Team Insights.
Step 2: Under My Team's Upcoming Time Off, click View More.
Step 3: Your name should appear in the Organizations field. Select the Start Date and End Date, then click OK.
You will see the time off details for your team during the time period you selected.
View Team Time Off Results Summary
Access the Time Off Results Summary report to view your team members' absence balances.
Step 1: Type Time Off Results Summary in the main search bar then select the resulting report.
Step 2: Select the Period and Organizations. You have the option to check the box to Include Subordinate Organizations. Then click OK.
Support
You may also access this report from the Time and Scheduling Hub by selecting Team Insights under Operational Analytics and then selecting Time Off Results Summary under Reports.
Approve, Send Back, or Deny Absence Requests
Your team members' absence requests for Time Off will flow to your task box to approve, send back, or deny. Sending back a request will allow the requester to amend and resubmit the request. Denying a request will end the business process.
Step 1: Navigate to My Tasks and select the Absence Request item.
Step 2: You have the option to click the View Balances button to view a team member's time off balances. You can also review Previous Time Off Requests and Previous Time Off Adjustments (if applicable) for the team member.
Step 3: Click the Approve, Send Back, or Deny button.
Selecting Send Back or Deny requires you to type a Reason before you submit.
Request Time Off for a Team Member
You can submit absence requests on behalf of your team members using the Request Absence task. Time off requests are automatically approved when submitted by the manager. Requests for leaves of absence are approved by the HRS Absence Partner.
Step 1: From the Time and Scheduling Hub or the main Menu, select Request Absence then click Request on Behalf Of on the micro calendar.
Support
If the Request Absence app isn’t listed in your Menu, click the Add Apps button to find and add the app.
Step 2: Search and select a worker from My Team or type their name in the search bar, then click Continue.
Step 3: The worker’s name you selected is displayed at the top left corner of the absence request. Select one or more days for the worker's absence or click and drag to choose multiple days. Click Continue.
(Optional) Select Date Range when submitting a continuous absence that is longer than one week.
Step 4: In the Type of Absence field, select from Time Off, Leave of Absence, or Intermittent FMLA Leave, then select the subtype of absence from the list shown to you.
Step 5: Type the Start Time and End Time of the absence and change AM to PM as needed.
Support
When multiple days are included in one absence request, the same start and end times will populate on each day. To avoid coding extra time for meal breaks, adjust the start or end time accordingly.
Step 6: Click Edit Individual Days to change information, add or delete individual days, or to request different time off types on the same date.
Step 7: To Add days to a new request, click Add>Date>Type of Absence>Start Time>End Time.
A Reason will need to be selected when requesting Sick time off.
Step 8: To delete dates from the absence request, click on the date and then click Delete.
Step 9: Review the Total Request Amount then click Submit Request.
Support
When multiple time off types are part of one request, the Available Balance and Remaining Balance will display for each type when clicking on the date(s) of the absence.
Request Leave of Absence for a Team Member
You can initiate a leave of absence request on behalf of your team member that will route to the HRS Absence Partner for review.
Step 1: Follow Steps 1 and 2 noted above in Request Time Off for a Team Member.
Step 2: Click Date Range>Start Date>End Date>Continue.
Step 3: In the Type of Absence field, select Leave of Absence, then select the leave type and click Continue.
Step 4: Review the absence request details and select a Reason if the request is for FMLA Leave. Click Submit if all the details are accruate.
Support
When the FMLA Reason for leave is the birth of a child or adoption of a child, you should select the expected due date and/or child’s birth date or adoption placement date, if known.
What Happens Next
The submitted request routes to the Absence Partner in HRS for review and approval. After the employee's leave request is approved, you will receive a notification in UNI Works along with an email continaing further details about the approval. When the start date of your team member’s leave is effective, (On Leave) displays behind their name.
No reason or type of leave will be visible and, when known by the manager, should be kept confidential.
Submitting Time Off Requests During Leave
When an employee is on a leave of absence, time off requests also need to be submitted on the same days as their leave so they remain in paid status, regardless of whether they are hourly or salaried. The only exception is when they are on an approved paid leave of absence. The employee’s Manage Absence calendar will display two rows to reflect the leave status and the paid time off being used.
Support
When a holiday occurs during a leave of absence, hourly workers will still need to add the Holiday time entry and submit that week’s timecard to receive holiday pay.
Edit or Cancel Absence for a Team Member
You can edit or cancel absence requests for time off directly from the Team Absence Calendar or from the Time and Scheduling Hub. You may also cancel a leave of absence request that you have submitted on a team member's behalf before it is approved by the HRS Absence Partner. You cannot cancel or edit a leave request that was submitted by your team member or the HRS Absence Partner.
Step 1: From the Time and Scheduling Hub or the main Menu, select Manage Absence to view the calendar.
Step 2: Click Switch Worker, search for and select the worker from My Team, then click OK.
Step 3: Click an absence entry to open the details. On the next screen, select the Cancel Absence or Edit button.
Step 4: To Cancel the absence, review the dates for accuracy, type a comment if required, then click OK.
Step 5 : To Edit the absence, you can modify the type of absence, reason, start and end times, or delete dates. Click Submit Request when changes are completed.
Support
To edit information for one absence that is part of a multi-day request, click Edit Individual Days then select the date of the absence that needs to be modified.