1. Melanie Edmondson County Operations 352-392-1788
Entering Leave
This presentation is on Entering Leave. My name is Melanie Edmondson and I am the Personnel Coordinator at County Operations.
Melanie Edmondson
County Operations

2. Overview How to enter leave Things to know about entering leave
Complete navigation for entering:
Sick leave
Vacation Leave
Holiday Leave
Things to know about entering leave
When to enter leave
Where to go for help
Additional Resources
Our overview is :
How to enter leave
Complete navigation for entering:
Sick leave
Vacation Leave
Holiday Leave
Things to know about entering leave
When to enter leave
Where to go for help
Additional Resources

3. The first place you would go to enter leave is www. ufl
The first place you would go to enter leave is which is UF’s Homepage.
Click on MyUFL.

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You will now be at PeopleSoft log in screen. Enter your Username, Password and click sign on.
Do not give your password to anyone. We can assign securities if you would like someone else to input your leave or do your travel.

5. A security alert will pop up-click yes.
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A security alert will pop up-click yes.

6. This is the myUFL homepage. Yours will not look exactly like this
This is the myUFL homepage. Yours will not look exactly like this. Each individual’s myUFL page is based on their security levels within the system. Click My Self Service (everyone has this!).

7. My Self Service is also where you go to view your paycheck , to monitor your leave balances, etc.
To enter your leave you need to click TIME REPORTING.

8. IFAS recognizes professional scheduling
IFAS recognizes professional scheduling. Professional scheduling is not hour for hour or cumulative. Reasonable adjustments per demands of your position should dictate professional scheduling.
Please be aware that your sick & vacation time should be used appropriately. Professional scheduling is not designed to cover all absences during the normal work week. Work with your CED on acceptable practices.
To enter your leave, click on Report Weekly Elapsed Time.

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When you get into the weekly elapsed time area, this is what you’ll see. The first thing you should ALWAYS do once you see this screen is change the week beginning date to a Friday. UF’s work week runs from Friday to Thursday, so when working in the time and labor module, you need to start on a Friday.

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To change the date, click on the little calendar next to the Week Beginning date. Today’s date will be highlighted in red. You will want to select the previous Friday.

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Notice that simply selecting the date DOES NOT TAKE YOU TO THAT DATE. You will have to click the “Refresh Date” Button.

12. To enter leave, click the “Add a New Line” button.
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The Time Reporting Code box is blank. That is because your hours are pre-populated by PeopleSoft, and it assumes these are FAC hours (regular working hours).
To enter leave, click the “Add a New Line” button.

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You now have a blank line in which to make your changes. Let’s say you took all of Tuesday and half of Wednesday off because you were sick. On the second line, you need to place your cursor in MONDAY’S box, and then tab over to TUESDAY’S box.

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Type 8.0 in Tuesday’s box, because you missed 8 hours of work, and then tab into Wednesday’s box and type 4.0 hours, because you missed half a day. Please use this tab system and be sure to use the decimal points, because one of the most common entry error mistakes we encounter is agents entering in 800,000 hours for one day. (UF will not pay you for that many hours in one day, and your paycheck will be short!)
Continue to tab to the right until you reach the drop down menu on the second line.

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Select 195-Sick Leave Used-SCK from the drop down menu.

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Now that your sick leave has been entered, you must remove the regular hours that are already pre-populated. Put your cursor in Monday’s tab on the first line, and tab over to Tuesday. Type 0.0 hours for Tuesday, tab over to Wednesday and type 4.0 hours. Each day should add up to 8 hours total. The system will pay you for up to 24 hours each day, but this will cause an error in time & labor that will need to be corrected. If you are over paid in one pay period because of an error, you will be underpaid in the pay period that the error is corrected. Please verify that you have entered 8 hours total in each day to prevent these types of errors.

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When you have changed your hours, it will look like this. Tab over to the top drop down menu, and select 120- FAC, Regular Faculty time. Double Check your hours, and click the Save button.

18. Your screen should now look like this:
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Your screen should now look like this:
If you are a full time employee, your week should always add up to 40 hours, no more, no less. A time reporting code must be put in for all 40 hours.

19. It will tell you that your save is complete
It will tell you that your save is complete. Please remember to hit save, or the changes you made will be lost. If there is an error message, please read what it says rather than just hitting “OK”. The error message could alert you to the fact that you have entered in too many hours, or remind you that there is a holiday during the week.

20. How do I report Annual leave?
The same procedure is followed when adding annual leave.
Instead of choosing “195- Sick Leave Used- SCK” as a Time Reporting Code, select “185- Vacation Used- VAC” from the drop down menu
The same procedure is followed when adding annual leave. Instead of choosing “195-sick leave used-SCK” as a time reporting code, you would select “185-Vacation used-VAC” from the drop down menu.

21. What if I have sick leave and annual leave in the same week?
If you have multiple types of leave in the same week, simply add an additional line for each type of leave.
Remember- your hours should never total more than 8 for any given day or 40 in a week!
Here is what a week with multiple types of leave will look like:
If you have multiple types of leave in the same week, simply add an additional line for each type of leave.
Remember- your hours should never total more than 8 for any given day or 40 in a week!

22. Here is what a week with multiple types of leave will look like:
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Here is what a week with multiple types of leave will look like:
Friday and Monday were vacation days. Tuesday and Wednesday were regular working days, and Thursday was a sick day.

23. Holidays Your Holiday hours will automatically pre-populate
If you make a change during a week with a holiday, the holiday will disappear
You will have to add a line to add the Holiday back in
Your Holiday hours will automatically pre-populate.
If you make a change during a week with a holiday, the holiday will disappear. You will need to add a line to add the holiday back in.

24. What else should I know about entering leave?
Leave entered into PeopleSoft is not immediately available for approval
Changes made in the Time and Labor module will not be recognized by the system until the next day.
If you have leave that is entered but not approved, you will not be paid for it.
Check with your supervisor to find out his/her leave entry deadlines & procedures for approving leave.
Leave entered into PeopleSoft is not immediately available for approval.
Changes made in the Time and Labor module will not be recognized by the system until the next day.
If you have leave that is entered but not approved, you will not be paid for it.
Check with your supervisor to find out his/her leave entry deadlines & procedures for approving leave.

25. When to Enter Leave
The week after you are paid is the week in which time and labor closes for the next pay period.
Do not enter any leave from the Tuesday after you get paid until the Monday of the week in which you get paid.
Don’t worry! Check with your CED for leave entry deadlines.

26. We are here to help you! District I (850) 875-7137 District II & III
(352)
District IV
(239)
District V
(561)
County Operations
(352)

27. Key Things to Remember Always start on a Friday
Make sure your hours for each day do not exceed 8 or total more then 40 hours for the week.
Read your error messages!
If you make an alteration during a week with a holiday, you will need to add your holiday hours back in.
Do not enter any leave after the employee time entry deadline, or you risk receiving a lowered paycheck!
You will not be paid for time that is not approved.

28. Contact County Operations
Additional Resources
Copy of this Power Point presentation
Bridges Instruction Guide for entering Weekly Elapsed Time
Schedule of Paydays and Critical Dates for Fiscal Year
Contact County Operations