Using the PeopleSoft Fluid User Interface to Work with Absences as an Employee
Employees can use the PeopleSoft Fluid User Interface to request absences, view absence requests, and view absence balances.
Click the Time tile on the Employee Self Service home page to access a list of PeopleSoft Time and Labor, and PeopleSoft Absence Management self-service tasks. The tasks listed are based on the applications that are installed and on the security access of the logged in user.
This topic describes the PeopleSoft Absence Management tasks that you access using the Time tile. For more information on the PeopleSoft Time and Labor tasks, see Using PeopleSoft Fluid User Interface for Time Reporting as an Employee
Video: Image Highlights, PeopleSoft HCM Update Image 43: Absence Balance and Forecast Enhancements
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Page Name |
Definition Name |
Usage |
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HC_TL_START_NAV_FLU_ESS2_GBL (this is the cref for the tile) |
Click this tile to access the Time page. |
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HC_TL_EMP_DSHBD_FL_LINK |
Access employee self-service absence transactions. |
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HC_HGA_SS_REQ_FLU_GBL |
Select to access Request Absence page. |
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HGA_SS_REQ_FLU |
Enter self-service absence requests. |
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HGA_EA_REQ_LND_FL |
Select to access the Extended Absence Request page to enter extended absence requests. |
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HGA_EA_REQ_INIT |
Access this page to select the Absence Type and Take. |
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HGA_EA_REQ_FLU |
Enter the extended absence related information. |
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HGA_EA_DATA_FLU |
Enter the eligibility details. |
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HGA_EA_ATTCH_FL |
Add attachments or enter notes related to extended absence. |
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HGA_EA_REQVIEW_FL |
Review the absence information entered and submit the request. |
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HC_HGA_SS_REQCAN_FLU_GBL |
Select to access Cancel Absences page. |
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HGA_SS_REQHIST_FLU |
Select an absence request that you want to cancel. |
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HGA_SS_REQ_FLU |
Cancel an absence request. |
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HC_HGA_SS_REQHIST_FLU_GBL |
Select to access View Requests Page |
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HGA_SS_REQHIST_FLU |
View your absence requests. |
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HGA_SS_REQ_FLU |
View detailed information for your absence requests. |
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HC_HGA_SS_BAL_FLU_GBL |
Select to access Absence Balances page. |
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HGA_SS_BAL_FLU |
View your current absence balances. |
Use the Time tile to access the fluid Time pages.
Navigation:
The Time tile is delivered as part of the Employee Self Service home page, but the location can change if you change the delivered home pages or if administrators personalize their home pages.
As an employee, you can add the tile, through personalization, to a system-delivered home page or a home page that you create.
This example illustrates the Time tile.
Click the Time tile to access these employee self-service transactions easily without using traditional menu navigations:
Manage Absence
View Requests
Absence Balances
Cancel Absences
Use the Time Collection — Actionable Tiles (HC_TL_EMP_DSHBD_FL_LINK) to navigate to the corresponding pages.
Navigation:
The Time tile is delivered as part of the Employee Self Service home page, but the location can change if you change the delivered home pages or if administrators personalize their home pages.
As an employee, you can add the tile, through personalization, to a system-delivered home page or a home page that you create.
Select Time Tile to access the actionable tiles.
The following video provides an overview of the Absence Actionable Tiles.
This example illustrates the Time Collection — Actionable tiles .
This example illustrates the (Smartphone) Time Collection - Actionable Tiles while using a mobile.
Use the Manage Absence (HC_HGA_SS_REQ_FLU_GBL) tile to access the Manage Absence Page.
Navigation:
Select Time tile under Employee Self Service home page to access Manage Absence tile.
Select Manage Absence Tile to access the Manage Absence page.
This example illustrates the fields and controls on the Manage Absence Tile.
Use the Manage Absence page (HGA_SS_REQ_FLU) to enter self-service absence requests.
Navigation:
Click the Manage Absence tile on the Employee Self Service fluid home page to access Manage Absence page.
This example illustrates the fields and controls on the Manage Absence page.
This example illustrates the fields and controls on the Request Absence tab from Manage Absence page in a smartphone.
This example illustrates the fields and controls on the Manage Request tab from Manage Absence page in a smartphone.
This example illustrates the fields and controls on the Manage Absence page upon clicking the apply button.
This example illustrates the fields and controls on the Actions pop-up from the Absence Cards.
Field or Control |
Description |
|---|---|
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Employee Header |
The employee header displays the employee photo and up to three lines of information for a selected job. This information can be configured using the employee header configuration. For more information, see (Fluid) Managing Employee Headers. For employees with multiple active jobs, The Select Another Job link will be enabled to switch between them as required. |
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Absence Cards |
The recent absence requests are shown on top of the page which displays a short summary of absences requested. Note: Only three recent requests are displayed which are sorted chronologically based on the submission date. The cards include Absence name, start date, duration and status of the request. In addition, it includes the related actions to open the View Absence and Cancel Absence pages. The cards are displayed in the Manage Requests tab for the smartphone form factor. |
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View all requests |
Opens the View Requests Page. |
Start Date |
Select the first day of the absence event. The field option defaults to the current date. If there's a break in the absence, enter each event separately. For example, if you're out sick for two days, return to work for three days, and are out sick again, enter two absence events. If the absence includes a weekend (say, Thursday to Monday), enter one absence event. On the smartphone form factor date selectors are available in the Request Absence tab. |
End Date |
Select the last day of the absence event. |
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Enables users to add absence end date by one increments. |
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Absence Name |
Select the type of absence you want to request. After you select an entry, additional fields display on the page according to how the selected absence type is configured. |
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Enables users to view and update the create request page after loading the other fields for the selected absence name. |
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Reason |
Select a reason from the available options. Absence reasons are linked to the Absence Name (Take) through the Absence Take Type. |
Duration |
The system calculates the value of this field based on the Start Date and End Date that you enter. |
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Comments |
Users can add comments using this field. |
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Allows users to perform spelling check and find corrections using this icon. |
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Submit |
Click to submit the absence request. |
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Related Information |
The related information panel shows the Balances and Holiday Calendar. Administrators can add or remove the analytics using configuration. By default, the Holiday Calendar is configured to show holidays in the next six months. Use the Display Holiday Calendar in Modal Window to select a different period. |
Partial Days Page
Click Partial Days to access the Partial Days page, where you can enter partial day information for your absence request.
This example illustrates the fields and controls on the Partial Days page.
Field or Control |
Description |
|---|---|
Partial Days |
Specify which days of the absence event are partial days. Available options are:
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Start Date and End Date |
Displays the start date and end date that you entered on the Manage Absence page. |
All Days are Half Days,Start Day is Half Day, and End Day is Half Day |
Indicate Yes or No to specify which days of the absence event are half days. Important! These fields are not available unless the Country Take enables you to specify partial days on the Manage Absence page. |
Duration |
For days that are not half days, enter the number of hours for the partial day. |
Check Eligibility
Click Check Eligibility to see if you are eligible for the absence request based on the values entered.
When you click the link, a pop up appears displaying the eligibility status.
Eligibility Result Page
Note: When the current absences submitted by employees are taken, a message 'Eligibility has changed for some of the existing Absence Request. Please click on View Eligibility Details to know the current status.' is displayed.
View Eligibility Details
On checking the eligibility, View Eligibility Details link appears on the screen. Click the link to view the absence eligibility details of the selected employee.
This example illustrates the fields and controls on the Eligibility Details page.
Using the more button you can view the configured user keys corresponding to each entitlement.
Eligibility Details Sub Page
Note: To view these details at-least one user key should be configured. If not, the link appears as disabled.
Additional Information
Enter any additional information for the absence request. This section of the page appears only if the Display User Fields check box is selected on the Configure Country Take Setup - User Fields Page and you have user fields defined.
Attachments
Click Add Attachment button to open the File Attachment page and upload a file. After you have selected and uploaded the file, click Done to return to this page. The uploaded file will appear as an active link in the Attachment section along with the status, date and time the file was uploaded. You can also add description for the file and delete it, if required.
Note: Attachment option is available based on the configuration defined on the Define Attachments Page.
Attachment subpage can also be configured to add and view multiple attachments with different types and categories. These are derived from configuration Id set-up. For more information, see Maintain Definitions Page
Balance Information
Field or Control |
Description |
|---|---|
View Balances |
Click to view your current absence balances. |
View Requests |
Click to view your existing absence requests. |
On successful submission the user is directed back to the Manage Absence page.
The following video provides an overview of Attachments - Enhanced View of Types and Categories:
Field or Control |
Description |
|---|---|
Approval Chain |
Click Approval Chain link to access the Approval Chain page, where you can view your absence requests which are pending for approval. |
Request Absence page with Delegation Enabled
The employee can enable another person as his/her proxy to delegate the request absence transaction.
The following video provides an overview of Absence Self Service Delegation for Fluid.
Video: Image Highlights, PeopleSoft HCM Update Image 29: Absence Self Service Delegation for Fluid
This example illustrates the fields and controls for Request Absence page with proxy enabled.
Use the Extended Absence Request (HGA_EA_REQ_LND_FL) tile to access Extended Absence Request page.
The following video gives an overview of the Extended Absence Request Tile:
Video: Image Highlights, PeopleSoft HCM Update Image 31: Extended Absence Request Tile
Navigation:
Select Time tile under Employee Self Service home page. The Extended Absence Request tile is available on the Time tile.
This example illustrates the fields and controls on the Extended Absence Request Tile.
Select Extended Absence Request tile to open .
Use the Extended Absence Request page (HGA_EA_REQ_INIT) to create and manage your extended absences. This page lists the saved and submitted extended absence requests.
Navigation:
Click the Extended Absence Request tile under Time tile in Employee Self Service fluid home page to access Extended Absence Request page.
This example illustrates the fields and controls on the Extended Absence Request page. You can find definitions for the fields and controls later on this page.
Field or Control |
Description |
|---|---|
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Select to add a new extended absence, which opens the where you can select the Absence Type and Absence Take and Launch the Activity guide for updating the details. |
This example illustrates the fields and controls on the Extended Absence Request Page with saved absences. You can find definitions for the fields and controls later on this page.
There are absences in draft as well as approved state in this example. The employee can review an existing absence request and add a child Absence if required.
Select an existing absence to add the child absence. This open the View Extended Absence_Add Child Absence page.
Request Extended Absence Modal
Click Add icon to access the Request Extended Absence modal, where you can the absence type and take to Launch the activity guide.
This example illustrates the fields and controls on the Request Extended Absence Modal page.
Field or Control |
Description |
|---|---|
Absence Type |
Select the absence type from the drop-down list. |
Absence Take |
Select an absence take from the available options. |
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Select Launch button to open the activity guide for extended absence submission. This will navigate you to Extended Absence Request — Absence Information Tab. |
This example illustrates the fields and controls on the View Extended Absence Page to add Child Absence. You can find definitions for the fields and controls later on this page.
Field or Control |
Description |
|---|---|
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Select to open Request Absence Modal. |
This modal page will help you to submit a child absence for the already existing absence event.
This example illustrates the fields and controls on the Request Absence Modal for Child absence entry.. You can find definitions for the fields and controls later on this page.
Use the Extended Absence Request — Absence Information Tab (HGA_EA_REQ_FLU) to enter the extended absence related information.
Navigation:
In the Extended Absence Request activity guide, on the left hand panel, click the Absence Information tab.
This example illustrates the fields and controls on the Extended Absence Request — Absence Information Tab.
Field or Control |
Description |
|---|---|
Start Date |
Select the first day of the extended absence event. The field option defaults to the current date. |
Expected Return Date |
Enter the expected return date. |
Actual Return Date |
Enter an actual return date according to the leave plan. |
Absence Reason |
Specify the reason for the selected absence take. Absence reasons are associated with absence takes through absence take types on the Absence Take Types page. |
Comment |
Enter additional comments, if any. |
Field or Control |
Description |
|---|---|
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Select to add a new extended absence, which opens the window where you can select the Absence Type and Absence Take and Launch the Activity guide for updating the details. |
Reason |
Select a reason from the available options. Absence reasons are linked to the Absence Name (Take) through the Absence Take Type. |
Start Date |
Select the first day of the absence event. The field option defaults to the current date. If there's a break in the absence, enter each event separately. For example, if you're out sick for two days, return to work for three days, and are out sick again, enter two absence events. If the absence includes a weekend (say, Thursday to Monday), enter one absence event. |
End Date |
Select the last day of the absence event. |
Duration |
The system calculates the value of this field based on the Start Date and End Date that you enter. |
Select Save and Next to continue to Extended Absence Request — FMLA Eligibility Tab..
Use the Extended Absence Request — FMLA Eligibility Tab (HGA_EA_REQ_FLU) to enter the eligibility details.
Navigation:
In the Extended Absence Request activity guide, on the left hand panel, click the FMLA Eligibility tab.
This example illustrates the fields and controls on the Extended Absence Request_FMLA Eligibility (1 of 1).
This example illustrates the fields and controls on the Extended Absence Request_FMLA Eligibility (2 of 2).
Field or Control |
Description |
|---|---|
Medical Certification |
The information in this grid is filled by your FMLA administrator and are not shared with management. |
FMLA Eligibility |
Enter eligibility details in this grid. The employees eligibility criteria will be defined during the time of joining and the information available here will be according the template set. |
Comments |
Enter the comments, if any. |
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Select to the validate the entered information. |
Select Nextnavigate to the Extended Absence Request — Attachments and Notes Tab.
Use the Extended Absence Request — Attachments and Notes Tab (HGA_EA_ATTCH_FL) to add attachments or enter notes.
Navigation:
In the Extended Absence Request activity guide, on the left hand panel, click the Attachments and Notes tab.
This example illustrates the fields and controls on the Extended Absence Request — Attachments and Notes Tab.
Select Add Attachment and Add Noteto include the attachments and related notes for the applied absence.
Select Save and Next to continue to Extended Absence Request — Review and Submit Tab.
Use the Extended Absence Request — Review and Submit Tab (HGA_EA_REQVIEW_FL) to review the absence information entered and submit the request.
Navigation:
In the Extended Absence Request activity guide, on the left hand panel, click the Review and Submit tab.
This example illustrates the fields and controls on the Extended Absence Request — Review and Submit Tab.
This example illustrates the fields and controls on the Extended Absence Request_Review and Submit (2 of 2).
Review the entered information in the previous tabs and Submit the information with comments.
Select Cancel Absences (HC_HGA_SS_REQCAN_FLU_GBL) tile to navigate toCancel Absencespage.
Navigation:
Select Time tile is available on the Employee Self Service Home page to access Cancel Absences Tile.
Select Cancel Absences Tile to access the Cancel Absences page.
This example illustrates the Cancel Absences tile.
Use the Cancel Absences (View Requests) page to select an absence request that you want to cancel.
Navigation:
Click the Time tile on the Employee Self Service fluid home page, then click Cancel Absences on the Time page.
This example illustrates the fields and controls on the Cancel Absences (View Requests) page.
This page lists your existing absence requests. Click a request that you want to cancel to access the Cancel Absence Page.
Field or Control |
Description |
|---|---|
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Click to filter your absence requests by start date, end date, and absence type. |
(Filters)Use the Cancel Absence page (HGA_SS_REQ_FLU) to cancel an absence request.
The following video includes a demonstration of absence cancellation.
Video: Image Highlights, PeopleSoft HCM Update Image 19: Absence Request Cancellations
Field or Control |
Description |
|---|---|
Cancel Reason |
Select a reason for canceling the absence request. |
Comments |
Enter any additional comments regarding the absence cancellation. |
Approval Chain |
Click this link to access the Approval Chain page, where you can view your absence requests which are pending for approval. |
Cancel Absence |
Click this button to submit the request to cancel the absence. You will receive a message confirming that you want to submit the request to cancel the absence. Click Yes to confirm the request submittal. The system changes the status of the absence request to Cancel in Progress and routes it to your manager for approval. |
This example illustrates the fields and controls on the Cancel Absences page with fluid attachment.
Field or Control |
Description |
|---|---|
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Select the button to add the absence related fluid attachment document. |
Note: Previously attached documents are in view only mode. The documents attached as a part of cancel request can be edited before submitting. All attachments as part of Absence Request and Cancel Absence are part of Approval Request.
This example illustrates the fields and controls on the Cancel Absences page with fluid attachment using a smartphone
Cancel Absences page with Delegation Enabled
The employee can enable another person as his/her proxy to delegate the cancelling absence transaction.
This example illustrates the fields and controls for Cancel Absences page with proxy enabled.
Select View Requests (HC_HGA_SS_REQCAN_FLU_GBL) tile to navigate toView Requestspage.
Navigation:
Select Fluid Home under the main menu. On the page that appears, select Employee Self Service. The Time tile is available on the Employee Self Service landing page.
Select View Requests Tile to access the View Requests page.
This example illustrates the View Requests tile.
Use the View Requests page (HGA_SS_REQHIST_FLU) to view your absence requests.
Navigation:
Click the Time tile on the Employee Self Service fluid home page, then click View Requests on the Time page.
This example illustrates the fields and controls on the View Requests page.
This page lists your existing absence requests along with the absence hours and processing status. Click a request to access the Request Details Page, where you can view additional information about the request.
Field or Control |
Description |
|---|---|
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Click to filter your absence requests by start date, end date, absence type, and absence status. |
Use the Request Details page (HGA_SS_REQ_FLU) to view detailed information for your absence requests.
Navigation:
Click an absence request on the View Requests page.
This example illustrates the fields and controls on the Request Details page.
This page displays details for a specific absence request along with your current balance for the associated absence type.
Note: You can edit absence requests and attachments on this page if they have been saved, but not submitted.
You can view the Status and the Eligibility Results of the selected employee’s absence request. Click the View Eligibility link to view the absence eligibility details of the employee.
Attachments, if submitted, can appear as view only or as editable, depending on the absence status. For example, absence in saved status would provide the ability to add attachments while an absence in submitted status will display attachment as a view only grid.
The processing details grid displays the status of the absence event as it relates to processing in payroll.
View Requests page with delegation Enabled
The employee can enable another person as his/her proxy or delegate for viewing absence requests.
This example illustrates the fields and controls for View Requests page with proxy enabled.
Select Absence Balances (HC_HGA_SS_BAL_FLU_GBLL) tile to navigate toAbsence Balancespage.
Navigation:
Select Time tile is available on the Employee Self Service Home page.
Select Absence Balances Tile to access the Absence Balances page.
This example illustrates the Absence Balances tile.
Use the Balances page to view your current absence balances.
Navigation:
Click the Time tile on the Employee Self Service fluid home page, then click Absence Balances on the Time page.
This example illustrates the fields and controls on the Balances page.
This page displays your current absence balances and forecast balance.
Click on any absence balance row to access the Balance Details Page, where you can view balance details like Opening, Earned, Taken, and Adjustment balances.
This example illustrates the Balance Details page.
Field or Control |
Description |
|---|---|
Absence Name |
On selecting the absence name, the current balance of the employee based on the selected absence name is displayed. |
Forecast Balance |
On clicking the Forecast Balance button, you can view the forecast balance details of the employee. Note: Forecast Balance button appears only once you select a value in the Absence Name field. |
View Forecast Details |
On clicking the View Forecast Details link, you can view the absence forecast details of the employee. Note: View Forecast Details link appears on the screen only after you run the forecast balance using the Forecast Balance button. |
Absence Balance page with delegation Enabled
The employee can enable another person as his/her proxy or delegate for viewing absence balances.
This example illustrates the fields and controls for Absence Balances page with proxy enabled.
