FIS: Supervisor Staff Portal - Absence Approval Process

FIS: Supervisor Staff Portal - Absence Approval Process

The Supervisor Staff Portal allows supervisors to review and approve employee absence requests submitted through the Staff Portal. Supervisors can also view pending requests, review absence history, search for absences, and view absences in a calendar format.

Pending requests are available from the Outstanding Requests tab when you login to the FIS software. Absence requests can also be reviewed and approved from your mobile device using the mobile-friendly Supervisor option.

Requirements

To approve absence requests, you must:

  • Have Supervisor access to the Staff Portal.
  • Be assigned as the employee's supervisor or supervisor alternate for another supervisor.
  • Have approval permissions for employee absences as a supervisor alternate.

From a PC

After signing in to FIS, select the Staff Absence Information option that is available on both the Home screen from this button or the side menu as shown below.
This button is provided as a default favorite for supervisors.

From the side menu, select Staff Portal>Supervisor>Staff Absence Information

From the Mobile Option

After signing in to FIS, select Staff Absences under the Supervisor heading.

Receive an Absence Request

When an employee submits an absence request, it requires approval. An email notification is sent to the appropriate supervisor.

The email contains:

  • Employee name
  • Date and unit value of the requested absence 
  • A link to login to the Staff Portal to approve the request

Outstanding Requests

The Outstanding Requests page displays all absence requests awaiting your approval.

By default:

  • View Staff As is set to Supervisor.
  • All pending requests assigned to you are displayed.

If you are serving as another supervisor's alternate, select Supervisor Alternate.

When Logged in to a PC:

You can limit staff requests by selecting a name from the Name field.


When Logged in to the Mobile Option:
Select the filter icon on the left above the name column.
 
Change the View As to Supervisor Alternate and select the Apply button.  
Additional fields are available to filter outstanding absence requests.

  

Approve an Absence Request


  1. Select either:
    • The employee's Name to display all pending requests for that staff member, or
    • The Absence link to display requests for that staff and specific absence.
  2. Review any staff notes included with the request.
  3. (Optional) Add an approval message.
  4. (Optional) Add a supervisor note.
  5. When one request is displayed, select the Approve or Deny checkbox and click Update to approve or deny the request.


      5. If multiple requests are displayed, select one or more requests and click the Approve or Deny button.

Notes
Depending on your district's approval process, your approval may not be the final approval. Additional supervisor approval may be required and is displayed in the Approval Status bottom grid.

After the request is processed, it is removed from the Supervisor Outstanding Requests list.  The staff member is sent an email that the absence request has been approved.

Deny an Absence Request

To deny a request:

  1. Select the request.
  2. Add an approval message or supervisor note if needed.
  3. Click Deny.  Refer to the Request grids above and the checkboxes and button differences.

After the request is processed, it is removed from the Outstanding Requests list.  The staff member is sent an email that the absence request has been denied.

Approval Messages

Approval messages are entered the same way regardless if the absence request is being approved or denied.

Approval messages:

  • Are included in the email to the employee.
  • Are visible to other approvers in the approval route.
  • Are not saved as notes connected to the absence.

Use approval messages when additional communication is needed with the staff or other approvers.

Supervisor Notes

Supervisor Notes become part of the absence record history.

Unlike approval messages, supervisor notes remain with the request and can be viewed by the employee and Human Resources in the future.

Use notes to document information related to the approval decision.

Mobile-Friendly Supervisor Portal

Absence requests can also be approved using the mobile-friendly Supervisor Portal.

The information and options are similar to the PC version.  The layout is formatted for a mobile device.
The text boxes allow you to enter an Approval Message and/or Supervisor Note and choose the Approve or Deny button.