Neo Self Service Leave – User Guide

1. Neo Self Service Leave – User Guide Annual Leave, Sick Leave, Personal Leave, Community Leave and Long Service Leave in neo.

2. What is included in neo on line leave: • (Casual Staff do not need to submit leave requests.) • Self Service will replace the manual requests for leave that require next level manager approval. All other leave must continue to be manually requested using the forms which are located at: • http://www.hru.uts.edu.au/forms/leave_form.doc • Leave types that can be approved through self service are: Annual Leave (AL), Sick Leave (SL), Personal Leave (PL), Community Leave (CL), Study Leave (STL) and Long Service Leave (LSL). • Where do I find Help? • All system and password issues should be logged with IT Support on xt 2222. Issues regarding leave balances can be directed to your payroll officer. Information on eligibility and rules relating to leave can be located at: • http://www.hru.uts.edu.au/conditions/leave.html

3. Leave Balances • Payroll will no longer verify leave requests through Self Service as neo has in built validation. Employees and managers should ensure that the leave application complies with the Leave policy and employees balances. • You are encouraged to check your leave balances on your most recent on line payslip or by checking “My Leave Balance” summary in neo prior to submitting a request. The link below outlines how you can view your payslip. • http://www.neo.uts.edu.au/onlinehelp/essindex.html#Payslip • Neo calculates balances for future leave requests. Neo will not allow you to submit a request if it exceeds your leave balance. An error message will ask you to contact your payroll officer. • Managers can access the leave balances of their staff using the “Employee Leave Balances” report in neo the Leave liability report or request a report from the payroll office.

4. Supporting Documentation • Certain leave types and duration require you to provide supporting documentation to your manager prior to their approval in neo. The documentation then needs to be sent sighted by the approving manager to payroll. Medical certificates should be sent to payroll for filing after the manager has sighted them. • Leave types and required documentation are: • Sick leave or Personal family leave of 4 days or more requires a medical certificate. • Personal Graduation leave requires a copy of the award or accreditation. • Personal leave for citizenship requires supporting documentation. • Personal leave for JP ceremony requires supporting documentation. • Community Jury Duty leave requires supporting documentation. • Community Voluntary Emergency Services leave requires supporting documentation • Community Military Service leave requires supporting documentation • Community National & International sport leave requires supporting documentation.

5. Log in to the neo system – If you have not done so before you will need to activate your account by visiting below link: http://www.neo.uts.edu.au/about/accindex.html Username is your staff ID. Password is the same as your webmail password. Contact IT support for assistance(xtn 2222).

6. Select your responsibility Select UTS Employee Self Service

7. Select the Leave menu option. Note: you can select “My LeaveBalance” to view your Annual, Sick and Long Service Leave balances where eligible. Select Leave from the menu

8. View or add an absence request To add a new request select ‘Current andPlanned Absence and click on Add Absence Request You can view leave that you have taken after Oct.04, by selecting the Absence History.

9. - Step 1. Select the Absence type from the list.

10. - Step 2. Select the Absence Reason

11. Calendar function - Step 3. Click on the calendar to insert dates

12. - Step 4. 1. Click on the Calculate Duration button for the total hours of absence. 2. Click the Next button to move forward. * Please note that leave requests of less than 7 hours do not account for a lunch hour. You will need to adjust your request accordingly.

13. You will now be able to review your request. Select the submit button when you wish to send it to your manager for approval. Submit will send the request to your manager for approval.

14. You will receive a confirmation that the request has been sent to your manager for approval. Please note that requests will be returned to the employee if they are not actioned by the manager within 5 days. Confirmation box

15. Manager approval • An email is sent to the manager from neo requesting that they approve or reject a leave request. A notification is also sent to the manager’s notifications list in neo. • The below link outlines how to action these notifications and emails: • http://www.neo.uts.edu.au/onlinehelp/notifications.ppt • You will be notified by email when your manager approves or rejects your request.

16. Frequently Asked Questions • Can I delegate approvals to another colleague? • You are unable to reassign in the system. You may ask HR to adjust the reporting hierarchy to accommodate extended periods of absence. • If I notice that my manager is incorrect what do I do? • Your manager should notify HR for correction. • What happens to notifications that are not actioned? • The notification will bounce back to the employee after 5 days. • Can I access neo outside UTS? • Neo is accessible using VPN which will be available on the web shortly. An approval process is required to access VPN. • How long do I have to enter leave after I have taken it? • You can enter leave into neo within 1 month of the last day of taking leave. • Can I change or delete a request? • A. You may delete a request after the manager has approved it before the leave is actually due to be taken in neo. If you need to make an amendment to leave that has been processed by payroll you will need to send an email to your manager outlining your amendments, they will forward your email with approval to Payroll.