Submitting a Proxy Leave Request

You can submit a leave request for an employee as a proxy user if:

Your user name belongs to an admin user role that has permission to enter proxy leave requests (Leave Request by Proxy parameter is set to Yes on the User Role page)
You are part of the approval chain used to approve the employee's leave requests

As a proxy user requesting employee leave, you can override the requested lead time days, minimum duration, and historical days settings defined for each leave type. You can also submit the leave request for an employee after the employee takes the leave and submit a leave request when the employee's requested leave for the selected leave exceeds the leave available.

After the proxy leave request is submitted, the Leave Request by Proxy approval option selected on the Leave Request Setup page determines how that proxy leave request is approved:

Bypass approval hierarchy — this is the default option. When this option is selected, the approver approves the proxy leave request as a final approver. The proxy leave request will bypass the approval hierarchy.
Resume approval hierarchy at user proxy — when this option is selected, the approval process for the proxy leave request starts at the level in the approval hierarchy currently assigned to the approver that submitted the proxy leave request. The proxy leave request is processed normally through the remaining levels of the approval hierarchy until it is finalized.
Resume at lowest hierarchy level — when this option is selected, the proxy leave request follows the assigned approval hierarchy, starting at the lowest level and going to the highest level.

The employee receives an e-mail notification message that a request was entered on their behalf, and Alio is updated the same as a regular leave request when it is finalized. The employee is not allowed to delete a proxy leave request.

Follow these steps to submit and finalize a leave request for an employee. The fields with a Yellow background are required.

Click the Proxy Leave Request link on the Leave Summary page. The Leave Request by Proxy page appears.
Click the Search link to the right of the Employee No field to search for the employee’s record; or type the employee number to display that employee's leave and job details. A message displays if the user does not have permission to enter a leave requests by proxy for the employee whose number was entered, and the employee's leave and job details do not display.

The Employee Search is filtered by the request groups to which you are assigned in the approval hierarchy. You cannot enter an employee request if you are not part of the approval hierarchy for that request group.

You can search the Employee Search page by employee name or number.

Click the Employee Number link that corresponds to the employee whose leave request you are entering. The Leave Request by Proxy page displays with the employee's number, name, current Contract Year, and the employee's active jobs in the current contract year.

The Contract Year defaults to the current contract year when the employee record is selected. If this employee does not have an active job record in that contract year, the message "Could not find any valid jobs for the employee" will display. To continue entering the proxy leave request, change the Contract Year to the correct year for that employee. The Jobs grid is repopulated for that contract year.

In the Start Date field, click the Show Calendar button to select the date the employee's leave started; or type the date in MMDDYYYY format.
In the End Date field, click the Show Calendar button to select the date the employee's leave ended; or type the date in MMDDYYYY format.
In the Leave Type field, click the Drop Down List button to select type of leave you are requesting on behalf of the employee. The Employee Leave Information area displays the employee's leave totals for the contract year displayed: Leave Available, Unposted Leave, and Leave Balance.

The Leave Types list displays all leave types available to the employee for selection. The list displays all leave types assigned to the employee in Alio as well as any leave type defined in Alio as auto setup (e.g., Jury duty, Bereavement, etc.). Leave types defined in Alio as auto setup are formatted with Blue text.

Leave types not completely set up in LINQ EP, e.g., not assigned an approval hierarchy, are formatted in Red text. When a leave type formatted with Red text is selected, a message will display explaining the problem that exists for that leave type. Your LINQ EP system administrator can use this message to troubleshoot the issue with that leave type.

If an active job record does not exist, the following message will display: "You are not in the appropriate request group to be able to create Leave Requests for this employee on [date]." This message typically displays when you submit a proxy leave request with a date that falls outside the employee's current active job contract. Contact your internal help desk or LINQ EP administrator for assistance.

The Contract Year field defaults to the current contract year. Optionally, click the Drop Down List button to select the contract year to which this leave will be posted, if it is different than the year displayed.

The Jobs grid displays the jobs assigned to the employee in the selected contract year.

The Contract Years list displays only the contract years in which the employee had (or has) a valid contract.

In the Jobs area, click to select the job to which this leave request applies. You can select only one job record.

Optionally, type the Start Time and End Time that the employee's leave started and ended in 99:99 format. Click the Drop Down List button to select AM or PM. Use these fields to enter a partial day proxy leave request.

You can enter the Start Time and End Time if the Start Date and End Date are the same.

In the Duration field, type the number of hours or days leave you are requesting for this employee.

The Comments box defaults to the following message: “Submitted By [User]”, where [User] is replaced with the name of the user that is entering the proxy leave request (e.g., Mary B. Smith). Optionally, you can add to or change this comment. You can enter up to 35 alphanumeric characters in this field.

When the leave request is submitted, LINQ EPA is prefixed to the request comment.

In the Format field, click the Drop Down List button to change the format of the text entered in the Comments box to UPPERCASE characters, lowercase characters or Proper Case characters.
In the Approval Comment box, type any comments about the approval of this employee's leave request. The employee can view these comments in their Request Queue.
Click the button to submit the proxy leave request and, if the Leave Request by Proxy approval option is set to Bypass approval hierarchy, approve the request as the final approver. The approval process performs the following steps:
Validates the leave request data. You will receive a message if the leave request duration does not meet the minimum lead time, minimum duration, and/or historical days settings defined by your organization or if the Duration entered exceeds the leave available to the employee. As a proxy administrator, you can click the button to override these default settings.
Updates the request status to Approved in the Request Queue.
Adds the approved leave request to the Alio Human Resources Payroll System as an unposted leave transaction.
Sends an e-mail notification to the employee that the request was entered and approved.

The Past Requests Approval Queue appears with the leave request added to the Past Leave Requests grid.

If the Leave Request by Proxy approval option is set to Resume approval hierarchy at user proxy or Resume at lowest hierarchy level, the proxy request will pass through the assigned approval hierarchy before receiving final approval.

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