Cancellation Of Leave {P00004-2}

This Menu Option is used by employees to cancel leave applications submitted through the iEnabler Leave functionality.

There are two categories of Leave Applications that may be cancelled, and the employee’s leave applications that meet the criteria are displayed on the screen, under two headings, as detailed below:

·       Leave Applications Awaiting Approval

·       Finalised Leave Applications

Leave Applications Awaiting Approval

All Leave Applications that are still in the approval process are displayed; this includes history leave applications for a leave period where the Start and End date is in the past as well as leave applications where the start and end date are in the future.

The user will click on the Routing Number of the Leave Application they wish to cancel.  A screen will open with the Leave Application details, to submit the cancellation, the user must click on the Save Button.  A Cancel Reason may be added prior to saving the record (optional).  By clicking on the Save Button, the cancellation process begins. Additional Supporting Documentation may also be uploaded once the application has been saved.  The user may click on the Return Button to return to the list of leave applications form.

Once saved, the Leave Application will no longer be displayed under the list of leave applications that may be cancelled.

The Leave Application Routing (Routing Type WEBL) setup process is followed.

Finalised Leave Applications:

Leave Applications for the applicant, applied for through the iEnabler functionality, that have been approved, copied into the back office and that meet the criteria detailed below, are displayed under this heading.

The criteria for leave applications, that have been approved and copied into the back office, which the applicant may apply to cancel, is controlled by SOD ‘GA’ {GSC2-11}.  This SOD allows the institution to define how many prior months, validated to the current date, history leave records may be cancelled i.e. if 6 is defined for the SOD and the current date is 01-Mar-2021, leave records where the Start Date is 01-Oct-2020 and later will be displayed.  Future leave applications are also displayed i.e. if Start Date is greater than sysdate, they will be displayed too.

Therefore, if an institution wishes to allow employees to cancel history approved leave applications, the number of months as explained above will be defined for SOD ‘GA’.  Should only the cancellation of approved, future leave records be allowed, then 0 will be defined for SOD ‘GA’.

The following leave records will be excluded from the list:

• Records that have already been cancelled (i.e. cancellation application has been approved and copied to the back office).
• Records where a manual contra entry already exists.
• Records where a cancellation request has been applied for and is still in progress.
• Records where a cancellation request has been approved but not yet copied to the back office.

Once the application to cancel the leave has been successfully saved, a new routing request number is generated for Approval, Routing Type ‘WEBC’ is used.  The same leave approval process as defined for Leave Applications, Routing Type ‘WEBL’ may also be defined for Routing Type ‘WEBC’ {GROU-1}

The following set-up is required for the uploading of supporting documents:.

• The document category for the documents to been uploaded should exist in "Maintain Document Categories" {GDOCS-1}.
• The prompts below should exist for the document category in "Maintain Document Categories" {GDOCS-1}.

• The Document Category should be entered as the value in the Alpha Field of the System Operational Definition in the "GB - Supporting Documentation for approve cancellation " for sub-system "HR" in the ("System Operational Definitions" {GCS2-11}).
• An artificial user record, with user code "Web", should exist in the User Access Definitions {USERS-5}.

Routing

Refer to the documentation on the Routing System {GMAIN-4} for information about routing.

1. When the Leave Application is saved, the System will automatically create a Routing Request for Routing Entry Type "WEBC".
2. The Routing System may then be configured to notify the persons involved and allow the responsible personnel members to approve or reject the leave application.
3. The Routing Sequence for final approval should have only two outcomes, i.e. Approved (APPR) or Rejected (REJ); it should lead to a sequence that executes database procedure person.wl01pkg.approve_reject_leave. This procedure will update the Web Leave Applications Table with: the date of final approval, the approval status (Approved or Rejected), and a completed date by which to prepare the approved application that is to be copied into the ITS Leave System with Leave Records {PLOP-8}.
4. All sequences where the application may be rejected, should lead to the above sequence with the database procedure (person.wl01pkg.approve_reject_leave), if the outcome of the sequence indicates that the application is rejected.
5. The following information will be written to the Routing Email Instructions for Sequence 0 of the Routing Request, for the lines indicated. (Data from the System between <>). This may be used by the Routing System as text in Email messages and / or to route the application to different personnel members for approval.

6. The System may also be configured to write additional information from the Organizational Contacts {GCS-10} to the Routing Email Instructions for Sequence 0 of the Routing Request. This may be used by the Routing System to route the application to different personnel members for approval.

           7.     The instruction to write the additional information should be entered in a line of its own the Routing Email Instructions of the Default Request Information {GROU-1} for Routing Entry Type "WEBL", after line 34, as follows:

                  $OE,Dxxx,nn$  or
            $ON,Dxxx,nn$  or
            $OU,Dxxx,nn$  or
            $OE,Fxxx,nn$  or
            $ON,Fxxx,nn$  or
            $OU,Fxxx,nn$  or

            where

• The first two characters are always $O.
• The third character indicates whether a Personnel number (N), Email Address (E) or ITS User Code (U), as in User Access Definitions {USERS-5}, will be written to the line.
• The fourth character is always a comma (,).
• The fifth character indicates the Communication Level, as in Organizational Contacts {GCS-10}, that will be used.
  Note that only values (F)aculty and (D)epartment are allowed.
• The next set of characters (xxx) before the second comma indicates the Communication Level Type in Organizational Contacts {GCS-10} that will be used.
• The set of characters after the second comma (nn) indicates the personnel number that will be used. If this is entered as zero (0), the System will use the personnel number of the person who applied for leave.
• The last character should always be a $.
  
  The System will then insert the following information in the line for sequence 0 of the Routing Request:
• The Personnel Number, Email Address, or ITS User Code (depending on the third character): 
• of the person indicated as the contact person for the: 
• Primary Department or Faculty (depending on the fifth character): 
• of the person indicated with the characters after the second comma: for the Organizational Contact Type indicated by the set of characters before the second comma.

The user will click on the Routing Number of the Leave Application they wish to cancel.  A screen will open with the Leave Application details, to submit the cancellation, the user must click on the Save Button.  A Cancel Reason is a mandatory requirement and the cancellation application may not be saved unless completed.  By clicking on the Save Button, the cancellation process begins. Additional Supporting Documentation may also be uploaded once the application has been saved.  The user may click on the Return Button to return to the list of leave applications form.

Once saved, the Leave Application will no longer be displayed under the list of leave applications that may be cancelled.

Please Note the following:

1.      The Applicant may only re-apply for leave, where cancelled leave dates overlap with the new application dates, after the Approved Leave Cancellation record has been copied {PLOP-8} to the back-office {PLOP-1}.

2.      Leave Types where the field "iEnabler Characteristics" in the Leave Package Structure {PLCS-3} is set to the following will be will be excluded from this screen

o   "N" - Cannot Apply via Web, but Display Detail on Web

o   "D" - Cannot Apply via Web, and do not Display Detail on Web

3.      Leave Applications where the End Date is before the "Leave Accumulation Date" for the Leave Type {PLCS-2} will not be displayed.

4.      iEnabler leave balance will exclude any cancellation leave applications until approved.

Example

History of Changes