Create and Submit an Absence (Time Off) Request
Important Notes:
Benefit eligible employees are responsible for accurately recording their absences by submitting the requests to their supervisor for approval.
Benefit eligible employees can enter absence hours via timecards OR via the Absences module of Bronco Hub as outlined in the steps below. If entering leave via Absences, the leave will be added to the applicable timecard. Do not submit the same time off in both areas of the system.
Benefit eligible employees accrue vacation and sick leave. Visit the sick and annual accrual leave chart for details.
Submitted absences, whether submitted via time cards or the Absences module, will be routed to the employee's supervisor for approval before being processed by Payroll.
Absences that are not submitted and approved in time for the payroll (ie. the absence is not applied to the timecard) will not be calculated until the following payroll.
Holiday hours are automatically entered and approved for applicable benefit eligible employees.
View the instructional video for a demonstration on how to submit an absence.
Employees can correct or edit historical time cards and absences 30 days before the current date. If additional support is needed, or edits need to be made to time cards or absences greater than 30 days, submit an HR ServiceNow Ticket.
If you are requesting time away from work under the Family and Medical Leave Act (also known as FMLA) or Workers’ Compensation contact Human Resources at hrfmla@boisestate.edu as soon as possible if the need is foreseeable.
You can now submit an absence request through a phone or tablet by downloading the Boise State app to access Bronco Hub.
Open the Boise State app. If you don't have the app downloaded, follow these instructions to download and sign in to Boise State Mobile.
Tap Me, located in the bottom right corner.
Scroll to My Resources and select Bronco Hub -> Time and Absences ->Add Absence.
Follow the guidance below beginning with Step 2 to Review an Existing Absence.
Step 1: Log in to Bronco Hub and Access Time and Absences
Begin by signing in to Bronco Hub.
Select Me from the top navigation section of Bronco Hub and then select the My Activity Center tile.
Select Add Absence.
Select View More if Current Time Cards and/or Exiting Time Cards are not available on the landing page.
Enter a page name or keyword in the search field to quickly find the action you seek.
Step 2: Select the Absence Type
Select the applicable Absence Type from the dropdown menu (scroll to see more options) or type the Time Reporting Code (TRC) into the Absence Type field. To view Time and Absence Reporting Codes, access the Bronco Hub - HCM Time Reporting Codes document.
Step 3: Select an Assignment
This step is only applicable if you have more than one active job. If you have one active job it will auto-populate and you may skip this step .
If you have multiple assignments, a Business Title dropdown field will display. Select the drop-down arrow to select the applicable assignment. If you aren’t sure which one to select, ask your supervisor for assistance.
Step 4: Enter Absence Dates
Absence hours default to the number of hours you are scheduled to work on the day of the request. In this section, you will learn how to enter full day absences and partial day absences.
Enter a Full Day Absence
Enter the Start Date and End Date for the absence.
The Start Date Duration and End Date Duration fields default to your scheduled work hours per day. For example, if you work 8 hours a day, the system will automatically calculate 8 hours for each day selected.
If you’re requesting the entire day off and do not need to edit the duration (hours), scroll to Step 5: Submit for Approval.
Enter a Partial Day Absence
To enter a partial day absence, complete the following:
Enter the Start Date and End Date for the absence.
Edit the number of hours in the Start Date Duration and/or the End Date Duration field(s) to enter a partial day absence (fewer hours than you are scheduled to work for the day).
Select Save. The Duration is the number of hours you are submitting for an absence.
If you’d like to confirm that you are submitting the correct number of absence hours, especially if the absence is longer than two days, select the Show individual dates toggle and make edits to ensure that the correct absence hours have populated for each date.
If you have not accrued all of the hours needed to reserve an absence, you will receive an error when trying to submit. “You can’t record this absence because your balance for plan [Balance Name] will fall below the configured minimum for this type of balance.” Wait to submit your request until you have enough time accrued.
Step 5: Submit for Approval
Enter any relevant information in the Comments field below reported absences. Comments are not required by HR Payroll but may be required by your supervisor.
Select Submit to route for approval or, if you wish to save, select Actions and then Save (to remain on the page) or Save and Close.
Absence accruals occur the week of payroll processing once per pay period. The best place to view up to date leave balances is by following these instructions.
What’s next?
Once your absence is submitted, your supervisor will receive a notification to review and approve or reject your absence. You will receive an email after your supervisor takes action on your absence request; if your request is rejected or sent back to you for corrections, you must edit and resubmit the leave request for approval and processing.
After your absence is approved, the information will route to Payroll for processing. When viewed in Existing Absences, your approved request will have a status of Scheduled.
If you submit a timecard, DO NOT manually enter the same request to your time card. The approved request will automatically load to the applicable timecard.
End of Process
Need help with the steps above?
If you have additional questions about the process, please submit an HR Service Request form.
If you experience a system issue/error OR have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.