What type of leave will be recorded?

All types of leave are recorded in the system.

Do I have to use this system?

Yes. In order to standardise the recording of leave throughout the whole College every employee and manager should use the system.

What are the benefits of this?

As we embrace technology, there will be many benefits from this system. It will provide a standard system across the University.
It will help both employees and managers and some of these benefits are as follows:

Employees:
Can book leave requests via CorePortal at any time
Can view their annual leave entitlement and balance in real time
All information is stored electronically and securely

Managers:
Can easily view leave requests from their team and approve these via CorePortal
Have an overview of the people in their team who have taken leave or have requested leave at any time.
All information is stored electronically and securely.

Who approved this?

The Executive Officers Group approved the project in 2019.

Who will have access to this information?

The informationis confidential and can only be viewed by yourself, your line manager and Human Resources. In certain circumstances your line manager may delegate their duty to another person who will also have access.

Why do we have to do this?

It is a legal requirement (The Organisation of Working Time Act, 1997 and S.I. No. 473/2001 ) for employers to keep records of leave granted.

Will my annual leave entitlement change?

No, the new system will not change any entitlements you have and will only be used to record your leave.

How do you access the system?

The system will be accessed via Core Portal. Further instructions and support will be provided when the roll out of the system commences.

Will this be linked to the payroll system?

No. This is not linked to the payroll system and is only a means of recording leave taken.

Who approves my leave?

Once you have submitted your leave request your Line Manager can approve.

Who approves my leave if my manager is absent?

Your designated Line Manager is the only person that can approve leave. Line Managers can delegate this duty to another person if they are expected to be absent for a period of time.

Who do I contact if my information is incorrect?

You should email eleave@tcd.ie advising of the correct information ensuring that you include your staff number.

If I forget to update my record?

It is your responsibility to ensure that the record is accurate and updated when you take leave. If you have forgotten to request leave you will be able to update leave already taken.

Who completes the record?

It is your responsibility to accurately record your leave.

What happens once I have entered my leave?

Once your leave is submitted your request will automatically go to your line manager for approval. If you have supporting documentation for your leave (e.g. a sick note from your doctor) then this should be presented to your line manager in the normal manner.

What if my manager rejects my leave?

Your Line Manager should notify you of the reason for rejection and recommend an alternative, if applicable.

Can I apply for maternity and parental leave through the system?

No, you will still need to follow the relevant procedure for leave that is currently in place. This system is only to be used to record the leave, not to apply.

If I am entitled to flex leave will this change?

No, any leave entitlement, including flex leave, will not change. This system is only to record the leave you have taken.

Do I have to clock in and out of work on this system each day?

No. If you are currently using a clocking facility this will continue as normal. This system will only record your leave.

Do I continue to use my current flex clocking system?

Yes, you should continue to use your current clocking facility.

When should I update my leave?

If the leave is planned then the request should be made through the system in advance. If the absence was not planned then the leave can be updated on return.

Can I amend my leave if I do not take it?

Yes. Depending on the type of leave Line Managers can update the records or alternatively the query should be sent to eleave@tcd.ie for amending.

If I submit the wrong type of leave in error can this be changed?

Yes and we will provide instructions and support on this when the roll out of the system commences.

How can I check my annual leave entitlement?

Instructions and support will be provided when roll out of the system commences.

How can I check my annual leave balance?

Instructions and support will be provided when roll out of the system commences.

How do I set up a new employee?

All employees will be set up automatically by HR as part of the onboarding process. The Manager you should ensure that the leave entitlement entered by HR is correct.

Why do I have to provide working patterns for my staff?

This will be a once-off exercise that will allow us to correctly update the system. Once updated, the system will show the line manager the working patterns for each employee.

Do I have to approve the leave?

If the reason for the leave is genuine then the request should be approved. Only in cases of incorrect leave chosen or lack of supporting documents (e.g. sick leave certificate) should leave be rejected.

Do I need to notify payroll if a member is on unpaid leave?

This system is not linked to the payroll system so all current policies and procedures for advising payroll that an employee is on unpaid leave will continue.

Should I complete the leave when a member of the team is out sick?

No, the initial responsibility for updating the system is the individual and can be updated on their return. If the employee is out long- term then the manager may wish to update the information for their own records.

If I approve some leave in error can this be changed?

Yes. Depending on the type of leave Line Managers can update the records or alternatively the query should be sent to eleave@tcd.ie for amending.

How can I check an employee’s annual leave entitlement?

Instructions and support will be provided when roll out of the system commences.

How can I check an employee’s annual leave balance?

Instructions and support will be provided when roll out of the system commences.

How can I ensure that employees use the system?

As a Line Manager you have responsibility for ensuring that your staff record their leave in an accurate manner.