IT and Library Services

Time and absences

Request or approve special leave, and submit time cards for SETA or Open Day payments

Request Leave

  • Once in the Horizon system, under the Apps section, click on the Time and Absences tile
  • Select Add Absence
  • In the Add Absence form select the type of leave you wish to request
  • You will be able to select the following options from the drop down:
  • Attendance as Witness
  • Exam leave – which will be used in this example
  • Jury Service
  • Special leave – which has an additional drop down including-
    Death of a Relative, Funeral, Household removal, serious illness of a relative and Wedding
  • Study leave (Limited to 5 days per academic year)
  • Time off for Antenatal Care
  • Voluntary Public Duty (Limited of 5 days per calendar year)
  • Some types of request will automatically trigger an approval process to your line manager
  • Click on the Calendar icons to set the time and date you wish to start and end your leave
  • Select Submit
  • Use the Existing Absence Tile to view the status of previous requests
  • The request for leave is now Awaiting approval from the line manager

Approve leave

  • There are two quick and easy ways to approve a request for leave
  • Once in the Horizon system, you will see an Action Required box at the bottom of your screen, or the notification bell at the top of the screen will be highlighted with a number of actions required
  • From each of these notifications, you can choose to approve or reject the request by using the appropriate button, or click on the link to view more information about the request and additional actions you may wish to take
  • Click on Approve or Reject and enter a message - especially if you are rejecting the request, You can also add an attachment if required
  • Select submit to confirm your approval
  • As a line manager, you will also receive an email from the Horizon system informing you of the request for leave
  • The email will contain the information included in the request as well as buttons to Approve, Reject or request further information
  • Click on one of the buttons to launch email
  • You are again able to add comments and any attachments you require to the email. Click Send to confirm your decision

Create a Time Card

  • You can only submit one Time Card each week, so make sure you capture all your times as entries before submitting for approval
  • Each Time Card can contain multiple entries
  • Once in the Horizon system, under the Apps section, click on the Time and Absences tile
  • Select Existing Time Cards, and then (+) Add from the top right menu to create a new Time Card
  • In this example, two Entries will be added to the Time Card – one for a SETA Payment and one for an Open Day Payment
SETA Payment
  • From the Entries section of the page, click on (+) Add
  • Select your Assignment Number
  • Select the type of claim you wish to complete in the Hours Type field, in this case a SETA Payment
  • As this is a SETA Payment (and most likely financed from your own Faculty / Directorate), select Yes in Home Cost Centre
  • Start Typing your department name and select it from the list
  • As you are working in your Home cost centre, you do not need to enter values for Chart, Fund, Organisation, Account and Activity
  • Select the date and start and end times worked for this entry and enter any helpful information into the Comments section
Open Day Payment
  • Click on the "Add another date" button or OK to save and return to the Time Card
  • Select your Assignment Number
  • Select the type of claim you wish to complete in the Hours Type field, in this case an Open Day Payment
  • As this is likely to be funded from a different budget to usual, select No in Home Cost Centre, you will need to complete the Department, Chart, Fund, Organisation, Account and Activity fields which should be supplied to you by the organisers of the event
  • Please check with your Faculty or Directorate Finance colleagues if unsure
  • Select the date and start and end times worked for the Open Day
  • Enter any helpful information into the Comments section
  • Once you have entered all of your times for the week, select Submit to send for approval
Favourites
  • Clicking the star in top menu allows you to save this Time Card with a specific name to find easily at a later date.
  • Enter a name and click on OK, then Save and Close
  • Select Favourites, to filter the Time Cards
  • Once you have entered all of your times for the week, select Submit to send for approval

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