Leave Entry - General Information
A Positive Time employee is an employee that is required to enter their hours of work in the Self Service system. Positive Time employees include most shift workers, relief workers and “as and when” employees.
In order to be paid, as a Positive Time employee, you must enter all time and leave (regular, overtime, lieu, sick, annual, etc.) on your Timesheet every day that you work.
Time Entry Deadlines:
If your time is not entered and approved before the approval deadline, those hours will not be reflected on your next pay.
It is your responsibility to ensure your time and leave is entered on the Timesheet before cut-off deadline, to ensure they are processed for the next pay period. You can find the cut-off calendar on the Self Service section on Department of Human Resources website. The Self Service home page also identifies approval deadlines during the week of cut-off for entries.
Need To Make A Change?
It is important to enter your leave in a timely manner as you are only able to go back one pay period to enter any missed time. Please note that as an employee you only have access to make entries/corrections/deletions up to one pay period in the past. You can check the payroll calendars on the Self Service section on Department of Human Resources website.
Corrections/changes/deletions/approvals to leave entered in self-service can be done by a Time Approver as far back as two pay periods for those employee’s whom they approve time for.
Time entry or adjustments that are required for a period in excess of two pay periods in the past must be submitted to the HR Helpdesk in the form of an e-mail from your Time Approver. This e-mail should outline the details of the required entries/changes, such as date, hours and applicable time reporting code. When the required entries have been processed, an e-mail will be sent to confirm completion of entry and advise on which pay the entries will be processed.
This section provides information on entering leave such as annual, sick, special, and compensatory time.
Leave Types You Can't Enter:
However, there are several types of extended leave that you would NOT enter in Self Service. These leave types are:
- Education Leave (Long Term)
- Maternity/Parental leave
- Deferred Salary
- Retirement Leave
- Any type of Leave Without Pay over five days
- Injury on Duty
- Disability Leave
After discussion with your supervisor/manager, requests for these forms of leave must be submitted to the HR Helpdesk for processing.
Please visit the Human Resources Manual, Senior Managers Handbook, or your Collective Agreement for details on leave.
Check Your Leave Balances
Leave balances should be reviewed prior to requesting leave. Your leave balances can be found on your Timesheet.
If you don’t have enough leave in your bank when you make a leave request, you will receive an error message and Self Service will not allow you to enter those hours.
Here’s an example of the error message:
If you enter Leave in a future fiscal year (April 1 to March 31), it is reflected in your current fiscal year balance. It is recommended that you do NOT enter leave into the next fiscal year.
If future dated leave is preventing you from entering in the current fiscal year, you can delete the leave. Deleted hours will be returned to your leave bank.