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Information Technology Help Desk Hours:

Phone: 540-568-3555
Mon-Thu: 8:00am - 9:00pm
Friday: 8:00am - 5:00pm
Saturday: Closed
Sunday: 3:00pm - 9:00pm

See exceptions and details



LEAVE QUESTIONS

For questions about:
Leave, contact Human Resources at 540-568-3970.
Computing (e-ID, password, browser, and more), contact the Information Technology Help Desk at 540-568-3555.

Add or Edit Leave Request FAQ'S:

View Leave Balances and History FAQ'S:

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1) What is the automated leave entry system? This system allows employees to submit a leave request online via MyMadison. Their supervisor will approve the request online using Manager Self-Service.

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2) Why are no leave request rows showing on the Add or Edit Leave Request Screen? This screen displays leave requests that have not been approved by your supervisor. If there are no requests appearing on this screen, this means your supervisor has approved the requests you entered or, you have not entered any requests.

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3) How do I delete a request?
Click the “-” button to the far right of the request row you wish to delete. Answer OK to the message asking if you wish to delete the row, then click Save.




4) What do I do if I entered a request incorrectly? If the request is still pending, you can either delete the request and re-enter it correctly or change the request. To make a change to a request, click in the field you wish to change, remove the information in the field, type the correct information, and click Save. To avoid receiving error messages when editing dates, delete the dates in both the begin date and end date fields before re-entering.




5) There are no empty rows on the screen for me to enter my leave. What do I do? Click the “+” button to the far right of any existing leave request row. This will insert a new row for you to record your leave.

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6) Why are some leave types missing from the Leave Type drop down box on the Add/Edit Leave Request screen? Some leave types, such as Civil and Work-Related Leave, require additional documentation be submitted with the leave request. These leave requests cannot be submitted via MyMadison and should be submitted to the Leave Coordinator with the appropriate documentation attached.

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7) Why do hours automatically appear when I enter a date range that is greater than one day?
Leave hours are recorded by day; therefore, we have provided several shortcuts for entering leave over multiple days. For example, if you take off 5 consecutive days (assuming an 8 hour work day), it would be time consuming to enter five separate entries - one for each day - to record your leave. There is a shortcut in the system, if you enter a 5-day date range the hours default to 40. There are also shortcuts for a 4-day range, a 3-day range and a 2-day range that default to 32 hours, 24 hours, and 16 hours, respectively. Date ranges greater than 5 days are not allowed.

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8) My regular work schedule is longer than 8 hours per day and I took a two-day vacation, but when I enter the request using a date range of two days, the system won't let me change the 16 hours to 20. You must enter one request per day in order to record your leave. In the example above, when you take off two consecutive days, you must enter one leave row for the first day and record the hours for that day and another leave row for the second day and record the hours for that day. The system defaults for multiple-day requests work only for 8-hour work days. Please keep this in mind when entering leave requests for alternate work schedules such as the modified summer schedule.

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9) How do I enter a leave request if I take off a Friday and a Monday? Unless Saturday and/or Sunday are part of your regular work week, avoid entering consecutive leave days over a weekend. For example, you will not want to enter the begin date as the Friday date and the end date as the Monday date. The system assumes you requested 4 days of leave and will calculate the hours as 32 when in fact you are only requesting 16 hours. You must enter a row for Friday and another row for Monday.

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10) Why can’t I enter more than 12 hours of leave for one day I was on leave? Most employees regularly work between 8 and 10 hours per day and rarely more than 12 hours. As a result, the system allows daily entries up to 12 hours.

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11) Why do some Pending Approval checkboxes have a check while others do not? The rows that have a check in the Pending Approval checkbox are saved and are awaiting the manager’s approval in Manager Self-Service. The rows without a check have not been saved. Click the Save button to submit these rows for your manager to approve.

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12) Why are future requests for leave deducted from my Available Balance? Hours for all leave requests – even future requests – are deducted from the Available Balance for that leave request type upon entry. These limits are established to prevent employees from ‘overdrawing’ (using leave you do not have) your leave balance. It works similar to a checkbook register. If you write a check dated for next month, you typically write it in your checkbook and deduct the amount right away. Doing so keeps you from having to deduct that check later and can help prevent you from experiencing an overdraft in your account. The leave system was created to work the same way. Any leave requests are deducted immediately to prevent employees from entering into a ‘time loss’ or leave without pay situation.

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13) I want to enter a request for vacation I’m planning six months from now. I do not have enough in my balance to cover the hours now but will have the balance available by the time I take the vacation. Why can’t I enter the request? In order to enter a leave request, regardless of whether it is leave taken in the past or leave you plan to take in the future, you must have an adequate available balance to accommodate the request. You must wait to enter future requests until you have an adequate balance. Future leave accruals cannot be applied to prior leave taken.

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14) I entered a leave request for vacation for six months from now but unexpectedly had to use my vacation hours for other reasons. How do I ‘cancel’ my future request if my supervisor has already approved it? Your supervisor should contact the Leave Coordinator at 568-3974 to request the adjustment to your leave.

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15) What does the "Vacation Rate Accrual Per Pay Period" amount represent? This represents the number of vacation hours you accrue on the 9th and 24th of each month. This number is based on your months of qualifying state service.

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16) What does the "Maximum Vacation Carryover" amount represent? This represents the maximum allowable number of vacation hours you may carryover at the end of each leave year. Any hours in excess of this amount are forfeited.

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17) What does the "Sick Rate Accrual Per Pay Period" amount represent? This amount only appears to those in the traditional sick plan program (non-VSDP). This represents the number of sick hours you receive on the 9th and 24th of each month.

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18) What does the "Sick Family Remaining Hours" amount represent? This only appears for employees in the traditional sick program (non-VSDP). This represents the remaining number of hours you have available to use specifically for sick family members (48 hours available each year for sick family leave). Regardless of the amount shown here, you must have sufficient hours in your Sick balance to cover Sick Family hours. For example, if your remaining Sick Family balance is 24 and you only have 8 available Sick hours, you may use no more than 8 hours of Sick leave for Sick Family purposes. The remainder of the Sick Family hours may be used as you accrue more Sick leave hours each pay period.

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19) What does the "Anniversary Date" represent? This is your leave anniversary date. It represents the date your vacation leave accrual amounts will increase to the next accrual rate. This date also determines any short term disability benefit to which you are eligible in VSDP. This date may not be the same as the anniversary date of your original hire because it is adjusted for short term disability claims and leaves of absence. If your anniversary date is blank, this means you are at the highest accrual level for vacation (9 hours per pay period).

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20) Where are the leave requests my supervisor denied? Denied leave requests are not saved. They will not appear in your Leave History transaction list. The only record of a denied leave request is the email that the employee and the supervisor receive when a request is denied.

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21) Why am I not seeing all my leave transactions? Only the ten most recent transactions are displayed by default. To display all leave transactions, click "View All" at the top of the transaction grid to display all your leave transactions. You can also use the arrow buttons that appear to the far right of the View All link to scroll and view leave transactions. These page options will allow you to scroll and view a fixed number of leave transactions per page.

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22) Can I sort the leave history transactions? Yes. Click on any column title to sort by that column.

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