3.11.2. Process

Staff Members and Time Administrators/Time Senior Administrators who submit requests on behalf of staff members are responsible for the entry of these attendance types in ESS. For all types of attendance/absence described in this chapter except official business and WAE, the process is as follows:

1. Once the Staff Member has worked the days/hours, the Staff Member or Time Administrator/Time Senior Administrator on behalf of the staff member creates the request in ESS.

2. The request is routed to the Time Manager, who receives e-mail notification that action is required.

3. The Time Manager reviews the request in the Portal and approves or rejects once determination has been made that the Staff Member has worked for the time submitted. An automatic notification of the approval/rejection is sent to the Staff Member.
   1. If the request is approved in the Portal, the Staff Member’s leave request overview is updated in ESS with the status and ECC records regarding attendance are updated with the necessary information.
   2. If the request is rejected, the Staff Member’s leave request overview is updated in ESS with the status, but no updates on attendance are made in ECC.

The floating holiday is also routed to the Time Manager for approval and follows the same workflow as annual leave.

Process for Official Business

Official business does not have a workflow. The Staff Member or the Time Administrator/Time Senior Administrator on behalf of the staff member submits the request, and the attendance type is automatically recorded without the need of authorization as it is assumed that the staff member would have obtained authorization for the official business offline.

Official business is a time keeping entry and may be used by the Time Administrators/Time Senior Administrators in the office to compare the absences from the office with the actual entries found in Umoja.

Process for WAE

This process begins after the staff member has logged into the Umoja Employee Self-Service application.

1. The Staff Member receives approval offline from the manager to work for certain days/hours.

2. The Staff Member records hours worked leave through the Umoja Employee Self-Service portal.

3. The Time Manager verifies and reviews the request through the Umoja Approver Work Centre. If the Time Manager approves the request, the request is routed to the HR Partner for final approval.

4. Upon approval of the request by the HR Partner, the entry is recorded in ECC.

The ESS process described above is the standard approval process for WAE attendance.

Alternatively, if the staff member has not entered the records in ESS, the HR Partner or Time Senior Administrator may enter the attendance in ECC once they have had confirmation from the manager that the staff member has worked the days.

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