3.7.2. Process

The process for successfully processing and approving a family visit request includes these basic activities:

1. The Staff Member requests Annual Leave – Family Visit using ESS or, exceptionally, the Time Administrator/Time Senior Administrator enters the leave request on behalf of the staff member using ESS if the staff member is unable to access Umoja.

2. The system checks that the staff member has sufficient annual leave remaining to proceed with the request.

3. If the Staff Member has enough annual leave balance, the system automatically sends the request to the Manager.

4. The Manager reviews and approves or rejects the leave request using the Portal.

5. Annual leave quota is deducted in real time.

6. The leave type and dates are updated in the system in real time.

This is the end of the process of the Family Visit regarding the leave request. Upon receipt of approval by the manager, the staff member must submit the travel request which will be reviewed by the HR Partner for eligibility of the entitlement as part of the travel approval.

7. The staff member creates a Family Visit travel request in the travel portal (ESS), or exceptionally, the Time Administrator/Time Senior Administrator enters the leave request on behalf of the staff member.

8. The HR Partner receives the travel request in the pending travel queue in their Approver Work Center and Work List.

9. The HR Partner reviews the request in the Portal, checking that all prerequisites are satisfied and then approves, rejects, or returns the submission to the staff member for corrections, as appropriate.

10. If approved, once the Staff Member has returned from Family Visit, he/she creates the related Expense Report to complete the process.

11. The Staff Member may be entitled to Travel Time, to claim the days they must submit an offline request to the HR Partner to credit these travel days, and the HR Partner will modify the Annual Leave – Family Visit record in ECC to update the Staff Member’s travel time. Travel days will only be reinstated once the staff member has submitted a travel expense report.

Exceptional Record Entries in ECC

12. Exceptionally, when neither the Staff Member nor Time Administrator have access to ESS, the HR Partner or Time Senior Administrator can view, create, or modify absence records (including Annual Leave- Family Visit) directly in ECC.

Important Note to Time Senior Administrators: In the event that the staff member contacts you with a request to change any of the AL-HL days to travel time, you should inform them that they need to submit this request offline to the HR Partner after they return from Family Visit, and they have submitted their expense report.

Please note that as Time Administrator, you only have access to submit time requests on behalf of staff members. Time Senior Administrators will also have the ability to view, modify or create leave records in ECC. For help submitting the travel request, the Staff Members should be directed to the Travel Administrator.

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