Submit an Absence for Another Employee
Important Notes:
If needed, supervisors can submit leave on behalf of their direct (and indirect reports).
Supervisors can also view leave accrual balances for reports (and others as delegated) and view or edit absences previously submitted by their direct reports.
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.
Do you have an employee with a job ending soon?
Supervisors have access to create, submit and edit time cards and absences 30 days after an assignment has ended.
If you need assistance with time cards or absence greater than 30 days, submit an HR ServiceNow ticket with details about what’s needed.
If your employee requires 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.
Step 1: Log in to Bronco Hub and Access Add Absence (Team)
Begin by signing in to Bronco Hub.
Access My Team from the top navigation section of Bronco Hub.
Select Show More and then select Add Absence from the Absence section.
Step 2: Locate the Employee
A list of employees will appear. The filter autofills a list of direct reports.
Filter employees by selecting the filter options beneath the Search bar:
Reports: This field autofills to Direct Reports. Select the x for options to filter by All Reports, or Others and Delegated.
Assignment Status
Manager Type
Show primary assignment only
Worker Type
Filters: Select this to see a pop-up sidebar with all the previously mentioned filters.
Select the employee name.
Step 3: 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 Type field. View a list of all available time reporting codes here.
Step 4: Select a Business Title
The Business Title will auto-fill unless the employee has multiple assignments.
This step is only applicable if the employee has more than one active job. If the employee has one active job it will autopopulate and you may skip this step.
If the employee has ultiple assignments, a Business Title dropdown field will display. Select the drop-down arrow to select the applicable assignment.
Step 5: 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 the employee’s scheduled work hours per day. For example, if they work 8 hours a day, the system will automatically calculate 8 hours for each day selected.
If you are requesting the entire day and do not need to edit the duration (hours), scroll to Step 6: Submit for Approval.
Enter a Partial Day Absence
If entering partial day absences, do not edit the Start Date Duration Hours at the top of the page and select Submit. This will not change the absence duration.
To enter a partial day absence, complete the following:
Select the Show individual dates toggle button.
Select the Edit (pencil) icon to the right of the row you want to edit and enter the amount of hours associated with the date of leave.
Select Save.
Scheduled Duration will remain the default, since this is showing the number of hours you are scheduled to work that day, rather than the number of hours you will be absent.
If the employee has 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.” The absence balance is posted on the page for your reference (shows balance as of “today”.)
Step 6: Submit for Approval
Select Submit at the top of the page.
What’s next:
If you are both the submitter of the absence and the manager (or delegated approver), then the request will not need to be approved by you also. The request status will be “Scheduled”. Follow the instructions in the View, Edit or Withdraw an Absence for Another Employee job aid to view Existing Absences.
Once submitted/approved, the employee will receive an auto-generated email with absence details.
Approved absences with the status “Scheduled” route to Payroll for processing during the applicable pay period when the absence(s) will occur.
If the employee submits a timecard, review the timecard to make sure the employee does not manually enter the same request on their timecard. The approved request will automatically load to the applicable time card.
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.
Office of Continuous Improvement
oci@boisestate.edu
1910 University Dr. Boise, ID 83725-1247