Absence Management SIRH GDA Employee Guide - … Employee.pdf · User Guide GDA Employee V2(13.12.2016) PAGE Employee Guide Absence Management SIRH GDA 2

User Guide GDA Employee V2(13.12.2016) PAGE

Employee Guide Absence Management SIRH GDA

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User Guide GDA Employee V2(13.12.2016) PAGE 2

Table of Contents

1. Types of absences covered by the GDA application ....................................................................................... page 3

1.1 Absences/ time off without salary reduction ..................................................................................... page 3

1.2 Absences/ time off with salary reduction .......................................................................................... page 4

2. Connecting to the application ........................................................................................................................ page 4

3. Application welcome page .............................................................................................................................. page 5

3.1 “Vacation” and “Overtime / Comp time” balance ............................................................................. page 5

4. Create or modify an absence .......................................................................................................................... page 6

4.1 Cancel an absence notification ............................................................................................................ page 8

4.2 Notification of a refused absence ....................................................................................................... page 8

5. Display the list of absence notifications .......................................................................................................... page 9

5.1 Filter the list of absence notifications ................................................................................................. page 10

5.2 Examine an absence notification ......................................................................................................... page 10

5.3 Modify an absence notification ........................................................................................................... page 11

5.4 The different statuses of an absence notification ............................................................................... page 11

6. Display the absence calendar .......................................................................................................................... page 12

6.1 Explanation of colors used .................................................................................................................. page 12

6.2 Different views of calendar lists .......................................................................................................... page 13

6.3 Select the timescale for the view ........................................................................................................ page 15

6.4 The different calendar functions ......................................................................................................... page 15

6.5 View absences in the Outlook calendar .............................................................................................. page 16


1 Types of absences covered by the GDA application

As an employee of the University of Geneva, you can report your absences via the “Gestion des absences” (GDA) application found on the University’s online portal.

All employees can use the GDA application to report absences of the following types:

Absences/ time off without salary reduction

Professional absences

Training

Various types of absences/ time off (without salary reduction)

Union leave—max. 5 business days per year

Official summons

Military service, civil defense

Special leave

Death of spouse/ registered partner, father, mother, or child— 5 days

Death of grandparent or grandchild—3 days

Death of father or mother of spouse / registered partner—2 days

Death of uncle/aunt or niece/nephew of employee; death of grandparent or grandchild of employee’s spouse/registered partner – 1 day

Death of sibling, brother-in-law/sister-in-law, or son-in-law/daughter-in-law – 2 days

Death of a friend who is not a relative – 0.5 to 1 business day

Moving – 2 days (once per year)

Wedding of a child of the employee or the employee’s spouse – 1 day

Wedding or civil union of the employee – 5 days

Illness of a member of the employee’s household (without salary reduction)

Birth or adoption of a child – employee – 10 days

1.1


Please note:

if you wish to report an absence related to an illness, and accident, or childbirth, please contact your Faculty / Subdivision Absence manager .

1.1 Absences/ time off without salary reduction (continued)

Overtime / Comp time

Overtime – Nursing

Overtime – Extra pay

Overtime / Comp time totals

Reclaiming Overtime / Comp time

Vacation

Absences / time off with salary reduction

Illness of a friend not in the employee’s household (with salary reduction)

Connecting to the application

The absence management application is accessible on the University’s online portal, at the following address: https://portail.unige.ch

For security reasons and to protect confidentiality,

ISIS authentification is required to access the online portal

1.2

2


Once you have logged on to the portal, click on the “Mon UNIGE” tab. This tab provides each UNIGE employee with access to a wide array of HR information.

The “gestion des absences” (absence management) application is found under this tab

Application welcome page

The welcome page for the

“gestion des absences” application

for employees has a number of sections:

Balances: “Vacation” and “Overtime / Comp time”

The screen shows the simulated “Vacation” and “Overtime / Comp time” balances for the current year.

These balances reflect the figures validated by hierarchical superiors (and the human resources division for Accident-Illness), minus requests that have been sub-mitted but not yet validated, as recorded in the electronic records.

The “Vacation” balance is divided into two parts: “balance from previous years” and “current year” vacation. Please note that vacation balance from previous years is debited in priority, before that from the current year.

1.1

3

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3.1


Create or modify an absence

To create a new absence notification, click on

then select the reason for the absence. The form for the selected absence type will then open automatically.

Once the form is open, you can edit the reason for the absence using the “groupe d’absence” (“absence group”) and “type d’absence” (“absence type”) fields.

1.1

4


The dynamic form adapts to the reason given for the absence. The question mark to the right of the fields (in red below) provides additional information on the field to be filled out. Please note that by default you will be listed as working full time (100% FTE). To attach documentation, please use the pdf format.

Additionally, it is important to click on

Before clicking on

It is possible to save your draft and leave the incomplete absence--you can come back to it later to modify it. At this point, you can also

Your request

After submission, you will also receive a pop-up message that will con-firm that your absence has been successfully saved.

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Cancel an absence notification

Si vous souhaitez annuler un avis d’absence, merci de bien vou-loir adresser votre demande à votre Gestionnaire d’absence. Une fois l’annonce en question annulée, vous recevrez un email de confirmation.

Notification of a « refused » absence

When you submit an absence request and it is refused by one or more designated approvers, you may modify your request and resubmit it.

You can either use the link received by email or log in via the online portal.

Simply click on “Edition” (“Edit”) and then make changes as required.

4.1

4.2


Display the list of absence notifications

As an employee, you can view your absence notifications at any time, regardless of their status (draft, submitted, approved, or refused). To do so, simply select the tab “Accueil collaborateur/trice” (“Employee welcome”).

5


Filter the list of absence notifications

You can easily find an absence notification using the filters at the top of the table.

You can filter your absence notifications list by reference, by status, by the name of the person processing them, and type of absence.

To reset all filters, click on

View an absence notification

Click on the icon to display the absence notification (read only).

When the notification is open, you will find two tabs: “Détails” (“Details”) and “Historique” (“History”). Under these tabs you can see details of the different steps through which the request has passed.

5.1

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5.2


Modify an absence notification

Click on this icon to change the absence notification and resubmit it (only possible for notifications with the status “Brouillon” (“Draft”) or

“Refusé” (“Refused”).

Click on this icon to delete the absence notification (only possible for notifications with the status “Brouillon” (“Draft”) or “Refusé” (“Refused”).

The different « statuses » of an absence notification

The “status” of your absence request indicates its current stage. There are five different statuses:

Brouillon(“Draft”) The request is being entered and recorded in the system. At this stage, no information has been sent to the approver(s). The absence notification is only visible to its creator. You can thus make changes to your request. Soumis (“Submitted”) The request has been recorded and submitted to the approval process. At this stage, you can no longer make changes to your request.

If you must make a modification, please contact your Absence manager.

Soumis RH Preliminary approval has been requested. Your request is now waiting for approval from your HR Manager responsible for this type of absence.

« Submitted RH »

Validé (“Approved”) The request has been approved and its processing is complete.

5.3

5.4


Display the absence calendar

The application offers a calendar view which displays, for a given structure, reported absences awaiting approval (cross-hatched) and approved (solid color). Em-ployees see their own absence groups sorted by color. Employees are listed in alphabetical order.

Color key

Key for the colors used in the calendar view:

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6.1

It is not possible to view absence groups by color

unless the employee in question has given you approval in

advance to view his/her absence groups (*see point 7.4).

This authorization must at minimum be granted to hierarchi-

cal superiors.


Different views of calendar lists

You can select different types of lists:

by “Structure”, “Group”, or “Person”.

« Structure »

Choosing this option shows the structure to which you belong by default.

To change structures, click on the arrow on the right.

You can then either type the name of the structure you wish to see in the field,

or else display the “arbre des structures” (“structure tree”) by clicking on the arrow

on the left.

6.2


« Group »

This option allows you to select an existing group (that you created earlier) or to create a new group. To create a new group, click on the icon

and enter a name for the new group.

You can then enter group members by typing a name in the field and then clicking on to add this person.

The “pencil” button allows you to change an existing group and the “trashcan” deletes the group.

« Person »

This option allows you to display absences for a specific person in your subdivision.


Select the timescale for the view

Starting from a defined date, you can define the timescale for which you wish to view absences of employees in your structure: Day, Week, Month, Quarter,

Semester, or Year.

The different calendar functions

To skip from week to week or from month to month….

To return to your original selection (start over)

Calendar to more easily select the month you wish to display

The printer lets you print what is shown on your screen

Tool that allows others to view absence groups (special leave, training, vacation, illness / accident…)

6.3

6.4

Fonction « Paramètres »

Saisir le nom de sa hiérarchie et valider via le bouton ad hoc


To return to the Calendar page, click on

At any time, you can also remove employees from your list of those authorized to view your reasons for absence by using the icon

located to the left of the names

View absences in the Outlook calendar

In addition to the calendar view, each approved absence will generate an entry in your personal institutional calendar in Outlook. This allows those with access to your

calendar to view your absence from the office.

Please note: for reasons of confidentiality, entries in Outlook only show absence dates, never the reason for the absences.

6.5

Documents

Absence Management SIRH GDA Employee Guide - … Employee.pdf · User Guide GDA Employee V2(13.12.2016) PAGE Employee Guide Absence Management SIRH GDA 2