Skyward Time Off Request v4

Skyward Online Leave Request through Employee Access Portal

Outline:

This document is intended to assist the following employee groups in submitting Skyward Online Leave Requests through
Employee Access: Administrators, Athletic Directors, Career Specialists, Educational Assistants, Food Service staff, Principals,
Secretaries, Security Officers, Teachers, and Unrepresented staff. Custodians, Maintenance, Mechanics, and Transportation staff
will continue to complete a paper leave request form at this time.

Note:

It is the employee’s responsibility to record all leave hours through the Employee Access (EA) portal in Skyward in advance if
possible or, at latest, on a weekly basis. You will receive a confirmation email once the authorizer/approver has taken action to
either approve or deny your leave request.
For FMLA, Medical, or Unpaid Leave you are still required to enter your Time Off request in Skyward AND complete a
hardcopy Employee Leave Verification: Absence From Duty form. All required documentation must accompany your Employee
Leave Verification form and submitted to Human Resources. Employee Leave Verification: Absence From Duty form may be
found under the District Human Resources website.

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Table of Contents

Common Time Off Leave Codes: ........................................................................................................................................................................ 3
Employee Access Online Leave Request Flow Chart .......................................................................................................................................... 4
Skyward Online Leave Request through Employee Access Portal...................................................................................................................... 5
Change/Correction to Online Leave Request ..................................................................................................................................................... 7
Attachment to Online Leave Request................................................................................................................................................................. 8
Skyward Online Leave Verification ..................................................................................................................................................................... 9

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Common Time Off Leave Codes:

B — Bereavement:
Absence due to death in immediate family. Must add relationship to deceased in description area to be approved.

 EAs/Food Service employees/Principals/Secretaries/Teachers refer to Leave Limits by Bargaining Group or to the
respective Collective Bargaining Agreement for contractual requirements.

 Administrators/ Athletic Directors/Career Specialists/Security Officers/ Unrepresented employees refer to
Leave Limits by Unrep.

G — Sub for Principal:
Administrative Certificated staff ONLY.

J — Jury Duty/Civic Responsibility:
Involvement in trial must submit subpoena. Jury duty must submit a copy of summons.

L — Release PD:
Certificated staff – Professional Development.

M — Military:
Must submit documents.

P — Personal:
 EAs/Food Service employees/Principals/Secretaries/Teachers refer to Leave Limits by Bargaining Group or to the
respective Collective Bargaining Agreement for contractual requirements.
 Administrators/Unrepresented employees/Athletic Directors/Career Specialists/Security Officers refer to
Leave Limits by Unrep.

S — lllness/Injury/ Emergency:
Leave may require a signed statement requirements from a licensed healthcare provider.

 EAs/Food Service employees/Principals/Secretaries/Teachers refer to Leave Limits by Bargaining Group or to the
respective Collective Bargaining Agreement for contractual requirements.

 Administrators/Unrepresented employees/Athletic Directors/Career Specialists/Security Officers refer to
Leave Limits by Unrep.

U — Unpaid:
 Short Term – Attach letter explaining specific circumstances and complete Employee Leave Verification: Absence From
Duty form. Send form to Human Resources for authorization.
 Long Term – Up to one (1) year by May 1: attach letter explaining specific circumstances and complete an Employee
Leave Verification: Absence From Duty form. Send form to Human Resources for authorization.

V — Vacation:
12-month Secretaries ONLY. Refer to your Collective Bargaining Agreement.

Note: For FMLA, Medical, or Unpaid Leave you are still required to enter your Time Off request in Skyward AND complete a
hardcopy Employee Leave Verification: Absence From Duty form. All required documentation must accompany your
Employee Leave Verification form and submitted to Human Resources. Employee Leave Verification: Absence From
Duty form may be found under the District Human Resources website.

Problem/Question: 425.837.7000

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Employee Access Online Leave Request Flow Chart

Employee submits Time Off Request
in Employee Access in advance if
possible or, at latest, on a weekly
basis.

First Level of Time Off approval
reviews available time and

approves/denies as appropriate.

Second Level (Principal/Supervisor)
reviews and approves/denies as

.appropriate

Final Level Leave Approver
(Human Resources/Payroll)

approves/denies leave.
Leave posted in Time Off.

Email Notication sent to
Originator.
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Skyward Online Leave Request through Employee Access Portal

Step 1: Entering an Online Leave Request.

Login to your Skyward account (from the District webpage found under Staff>Employee Access).
NOTE: If you have forgotten your Login ID or Password, select the “forgot your Login/Password?” link.

Once you have successfully logged into Skyward you will want to select Employee Access – use drop down menu to select if
screen does not open to Employee Access.

Step 2: Click on Time Off.

Select My Requests

This will bring up a page with your previous electronic Online Leave requests.

Step 3: Click Add (Right Side)

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Skyward Online Leave Request through Employee Access Portal

A pop-up screen will show with your time off information. Follow the Time Off Request Steps below to enter a leave request:

Time Off Request Steps:

Step 1. Submit To:
Select your Timekeeper. If you don’t have
this field start at Step 2 “TimeOff Code”.

Step 2. Time Off Code –
Select from drop down.

Step 3. Reason –
Select from drop down.

Step 4. Description –
Provide a brief description for requested
time off.

Step 5. Select Single Day
(Do not use Date Range.)
If requesting FMLA, Medical, or Unpaid
leave you must also submit a paper
EMPLOYEE LEAVE VERIFICATION: ABSENCE
FROM DUTY form in advance. Refer to
Common Time Off Leave Codes of this
document for additional information.

Step 6. Start Date –
Date of absence.

Step 7. Hours –
Hours/minutes of requested leave.

Step 8. Start Time – Do not use unless
specifically requested by your supervisor.

Step 9. Select Addition Employees –
Optional if you wish notify other staff
members in addition to your timekeeper and
supervisor/principal.

Step 10. Click SAVE on the right. Your
request will automatically route to the
appropriate authorizer.

NOTE: Your Absence from Duty is not authorized until you receive the email confirmationS.tep 11. You may now log out of the system
and wait for an approval or denial email.

Once completed the new leave request will be visible in your Skyward Employee Access My Time Off Request, listed as
“waiting”. You can see at what step in the authorization process your request is by opening the arrow (left side) of the date. You
will receive an email once the authorizer has taken action.

If request is not authorized, the process begins anew. You will need to make an adjustment and then re-submit an entirely new
request and form, if appropriate. You can consult your Collective Bargaining Agreement (CBA), contact your supervisor, or
contact HR for details if no note is attached to the email providing the reason the absence from duty was not authorized.

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Change/Correction to Online Leave Request

Change/Correction:

If your request is waiting for authorization, you can change or delete the request.
If your request has been authorized, and you have a change in plans such that you want to rescind the original request, you will
need to enter a new Time Off request and input negative hours to offset the original request and return your balance to neutral.

You will notice on your Time Off records that the status of your request will be shown. It will be under either the Approved,
Waiting, etc. tabs.

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Attachment to Online Leave Request

Attachments:

Attachments can be added for any leave request.

Civic Responsibility and Military Leave require documentation (i.e. court summons, military orders). The documentation for
these leaves can be scanned and attached using the Online Leave program or you will need to send the documentation attached
to an Employee Leave Verification: Absence from Duty form to the Human Resources Department through the district mail.

Scan document you wish to attach and save on your desktop.

To include attachment - add a new Time Off request. When you are done filling out the request and hit “Save” you will return
to the main request screen. Highlight the leave to which you would like to add the attachment. Select:

Step 1. Attach on the right side

Step 2. Select “Add File” for a document or “Add Link” to link to a web site.

Step 3. After selecting “Add File”

 Select Type (Attachments)
 Enter Description
 Select Browse … to find the file on your desktop
 Hit Save

See Common Time Off Leave Codes on the next page for allowable leave codes by bargaining groups.

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Skyward Online Leave Verification

Step 1: Leave Verification:

Login to your Skyward account (from the District webpage found under Staff>Employee Access).
NOTE: If you have forgotten your Login ID or Password, select the “forgot your Login/Password?” link.

Step 2:

Once you have successfully logged into Skyward you will want to select Employee Access – use drop down menu to select if
screen does not open to Employee Access.

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Skyward Online Leave Verification

Step 3:

Once you are in Employee Access select the “Time Off” tab.
Select “My Status” to see the number of hours used and the remaining balance available for leave.

Total leave balances reflected are cumulative from date of hire.

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