Monthly Leave Reporting in BannerWeb

Introduction:  What is Leave Reporting  |  Quick Start Instructions  |  Reporting Leave:  Detailed Instructions  |  Correcting an Approved Leave Report  |  Points to Remember  |  Questions

Introduction:  What is Leave Reporting

Leave reporting is the method by which exempt employees report sick, vacation and other time away from work online through BannerWeb.

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Quick Start Instructions

1.  Log into Banner Web  (https://bannerweb.richmond.edu)

2.  Select Employee from the main menu.

3.  Select Leave Report from the employee menu.

4.  Select Access My Leave Report from the selection criterion.
5.  Select the appropriate leave reporting period and click on the Leave Report button.  Pay very close attention to the period that you select, as multiple periods may be available.

6.  This will bring up your leave report which displays week by week.  To proceed to the next week click on the Next button.  You only need to report exception time (Floating Holiday, Vacation, Sick, Bonus Vacation, Jury Duty and Funeral Leave.)

7.  Click on the Enter Days for the appropriate day and leave type that you need to report.  Notice that you are reporting days NOT hours!  Do not report absences of less than half a day.  One half of a day is reported as .5.  If an employee takes more than half, but less than the whole day off, they should report a half day only.  When taking a whole day off the employee reports 1 for the day.  If you need to enter multiple days, you can use the copy function.  For more information on this refer to the detailed instructions below.  Click Save.

8.  Once you have entered all your days, you can click on the Preview Button to review.

9.  Once you have double-checked your leave report, hit the Submit button and type in your PIN on the certification page.  You will receive a message that your leave report was successfully submitted.

10. Although you may begin recording your leave at the beginning of the pay period, do not submit your leave until after the pay period has ended.  This will insure accurate reporting and eliminate the need for corrections to be manually made.  You will have five (5) days after the last day of the pay period to submit your leave.

11. Once your leave report is submitted, your leave balances are immediately updated.  The accrual of leave still occurs as part of the payroll process; as a result, when the payroll is processed (usually around the 25th - 27th of the month) your balances will be updated with the hours accrued for that month.

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Reporting Leave:  Detailed Instructions

1.  Log in to BannerWeb (https://bannerweb.richmond.edu/) using your eight=digit UR ID number and PIN.  If you do not know your PIN click the Forgot PIN button and you will be prompted with a security question that you set up when you first accessed BannerWeb.  If you cannot remember the answer to your security question, or have never logged in to BannerWeb before, please contact the HelpDesk (x6400).

2.  Click Employee on the main menu, and then click Leave Report.  You may be presented with a Time Reporting Selection Screen.  If so, click the radio button for Access My Leave Report, and then click Select.

3.  From the Leave Report Period and Status drop down box, select the period for which you wish to report leave.  Pay very close attention as multiple periods may be open at the same time!  previous periods you have completed will be available for view, as well.  Click Leave Report.

4.  The first week of your Leave Report will be displayed.   Under the desired date column and leave type row, click Enter Days.  You are entering days and not hours!  Do not report absences of less than half a day.  One half of a day is reported as .5.  If an employee takes more than half, but less than the whole day off, they should report a half day only.  When taking a whole day off the employee reports 1 for the day.  Remember, you only need to enter your "exception" days (Floating Day, Vacation, Sick, Bonus Vacation, Jury Duty and Funeral Leave.)

5.  After you have entered the day, click Save.  Proceed to select other days to enter, if needed.

6.  To enter multiple days of the same leave type, you can use the copy function.  Enter the first day, and then click on Copy.

7.  Click on all the other days of the same leave type that you took during the month.  Then click on Copy.  This will copy the original information to all the days that you indicated.  Be careful if you need to indicate both half days and whole days; the copy function will enter whatever was indicated on the original day that you entered.  After you have successfully copied, click on the Leave Report button to return to your leave report.  Click Save.

8.  Once you have entered all of your time, take a moment to review your Leave Report for accuracy.  The Preview button will display your time in a manner that is easier to review.  Use the horizontal scroll bar across the bottom of the page to see the additional detail.

9.  Once you have submitted all of your leave and reviewed it carefully, click on Submit for Approval.  Once your leave report has been submitted, you can no longer make changes to it.  Do not submit your leave report before the end of the pay period.  This insures accurate reporting and eliminates the need for manual corrections.  If there is a problem with your submitted report, your approver may return the report to you for correction as long as it has not been approved.  After submitting, you will be prompted to enter your PIN again.  This is your signature.  After entering your PIN, click on Submit, and you will receive a message that your leave report was submitted successfully.  You will have five (5) days following the end of the previous pay period to submit your leave for approval.

10. You are done!  Your approver will now be able to approve your Leave Report.

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Correcting an Approved Leave Report

If a correction is required after a leave report has been approved, send the correction request to Anna Sarofeen, HR Benefits.  While the leave report cannot be corrected on BannerWeb, HR can make a manual entry on Banner to correct your leave totals.

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Points to Remember

1.  It is Imperative that you submit your leave reports in a timely fashion, and they must be submitted whether or not you have taken any leave.  Failure to do so for three consecutive months will result in the accrual of leave being suspended until you have submitted your delinquent report.  If your approver fails to approve your leave report, you will not be penalized.

2.  Do not submit your leave until after the pay period has ended.  You will have five days past the end of the pay period in which to submit your leave.

3.  Leave is submitted and viewed in days, not hours.

4.  To view current leave balances, click on the Employee link and then Time Off Current Balances and History.  Click on the type of leave to drill into how many days you recorded as leave by pay period.  To view the exact DATES you took leave, from the main menu click on Employee, and then Leave Report.  Select the period you wish to view detail for from the Leave Report Period and Status drop-down box.  You will no longer be able to view a day-by-day breakout on the Time Off Current Balances and History link.

5.  If you take Funeral or Jury Duty leave, you will see a negative balance for these leave types on the Time Off Current Balances and History display.  This is normal as there is not a "bucket" of available balances to draw from for these leave types.

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Questions