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MIT Time Portal

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What is the MIT Time Portal?

The MIT Time Portal is an application for adding, editing, and approving vacation requests, and entering sick/medical absences.

Who can use the MIT Time Portal?

  • Sick/medical absences: All exempt, semi-monthly paid employees use the MIT Time Portal for recording their sick/medical absences.
For information on sick/medical reporting policies, please see Sick Time Reporting
  • Vacation requests: While vacation benefits are the same for all eligible MIT employees, the method for keeping track of vacation differs according to employee type and/or department. MIT Time Portal is used by exempt, semi-monthly paid employees, but the vacation tracker module is not used by all MIT departments. If you are unsure whether your DLC uses the Time Portal for vacation requests, please contact your manager or department HR vacation administrator. The DLCs that currently use the Time Portal for vacation tracking are:

Aeronautics and Astronautics
Alumni Association
Audit Division
Campus Construction
Campus Planning
Chemical Engineering
Civil and Environmental Engineering

College HQs
CTL and SCM
EVPT|Facilities Administration
Information Systems & Technology
Infrastructure Business Operations
Infrastructure Services
Libraries

MIT Medical
Office of Digital Learning
Professional Education
Resource Development
School of Engineering - Dean's Office
VP for Finance

Support staff, Sponsored Research Staff, and student workers will continue to use your own vacation tracking method or tool. For more information, see Time and Vacation Entry

Accessing the MIT Time Portal

Go to http://absence.mit.edu. Note: Access to the tracking tool is Touchstone enabled and requires two-factor authentication with Duo.

Click on thumbnail images below to enlarge.

Employee Functions in the Time Portal

Entering Sick or Medical Leave

  1. Click Create New Leave Request, OR click on the calendar for the (first) day for which are entering a report. The New Leave Request will display to the right with with either the current date or the date you clicked on the calendar listed.
  2. If needed, add additional days to the request by clicking the dates on the Calendar, or use the add another day link in the New Leave Request box.
  3. Choose the type of sick or medical leave from the Reason Category dropdown.
  4. Enter the number of hours leave for each of the dates listed.
  5. Enter any notes, if desired.
  6. Click Submit.
  7. The request will then go to your manager for their information only; approval is not necessary.

Requesting Vacation Time

  1. Click Create New Leave Request, OR click on the calendar for the first day for which you'd like to enter a request. The New Leave Request will display to the right with either the current date or the date you clicked on the calendar listed. (On mobile devices the New Leave Request may display below the calendar.)
  2. If needed, add additional days to the request by clicking the dates on the Calendar, or use the add another day link in the New Leave Request box.
  3. Choose the type of request (Vacation or Fifth Week) from the Reason Category dropdown. Your scheduled and available balances will be displayed above the dropdown.
  4. Select Full Day or Half Day for each of the dates listed. Note: The Time Portal presumes that you work 8 hours per work day. Thus a “full day” is 8 hours and a “half day” is 4 hours. If you work a flexible schedule (i.e., something other than an 8-hour workday), there will be an additional field for percentage. Examples:
    1. If you normally work four 10-hour days, enter 125% for 10 hours to be deducted from your vacation balance for a full vacation day, or 5 hours for a half day.
    2. If you normally work five 6-hour days, enter 75% for 6 hours to be deducted from your vacation balance for a full vacation day, or 3 hours for a half day.
  5. Enter any notes, if desired.
  6. Click Submit.
  7. The request will then go to your manager, who will approve or reject the request.

Deleting (Withdrawing) a Request

You can withdraw a request/notification for vacation or sick leave either before or after it's been approved or viewed by your manager.

  1. To begin, select the date of the request you wish to delete. If a request was entered with multiple dates, the entire multi-day request will display.
    1. To delete an individual day from the request, use the trash icon to the right of the day you want to remove from the request. You will see the message "Are you sure you want to withdraw the day?" Click Yes to confirm. Repeat for additional date withdrawals.
    2. To withdraw the entire request, click the Withdraw Request link in the upper right corner of the request box. You will see the message "Are you sure you want to withdraw the entire request?" Click Yes to confirm.
  2. Your manager will receive notification that the request has been withdrawn.

Manager Functions in the Time Portal

Managers can:

  • View all vacation requests and/or sick time notifications for direct reports
  • Approve or reject vacation requests of their employees
  • Enter vacation or sick time on their employees' behalf
  • Withdraw vacation or sick time on their employees' behalf

View Vacation and Sick Time for Employees

Calendar Overview

  1. Go to My Employees' Leave, and select View Calendar and Manage Absences
  2. The calendar that opens will display all vacation requests and sick time notifications. Items on the calendar are color-coded:
  • GREEN: Vacation requests that have been approved
  • YELLOW: Vacation requests that require approval
  • RED: Vacation requests that have been rejected
  • BLUE: Sick leave notifications

Detailed List Overview

You can switch to a list view by using the toggle button just above the right corner of the calendar.

Calendar view
List view

Vacation or Sick Time Usage by Employee

To see a list of all your employees and their balances, select My Employees' Leave and then either Vacation Time Usage or Sick Time Usage

Approve or Reject Vacation Requests

When an employee submits a request for vacation, you will receive an email notification. Sick time notifications do not require approval.

  1. Go to My Employees' Leave, and select Approvals. Note: The number next to the menu item indicates how many requests are pending approval by you.
  2. The list of requests requiring approval will display.
  3. Click on a line to display that request in a box at right.
  4. Enter comments, if desired, and click Approve or Reject.
    1. Approved requests will display as dark blue on the Manager calendar.
    2. Rejected requests will display as red on the Manager calendar.
If the date of the vacation request passes and you do not approve or reject it, the request will self-approve.

Enter a request on behalf of an employee

To enter time on behalf of one of your employees:

  1. Go to My Employees' Leave and select View Calendar and Manage Absences.
  2. Click the Create New Leave Request button above the calendar.
  3. In the box that opens at right, select the Employee from the dropdown.
  4. Select the appropriate option from the Reason Category
  5. Adjust the date, if needed, and enter the appropriate number of hours.
  6. Click Submit.
  7. If you entered vacation time, you will receive notification to approve this request. Sick/medical leave does not require approval.

Withdraw a request on behalf of an employee

  1. From the calendar, select the employee's name on the date of the request you wish to delete. If a request was entered with multiple dates, the entire multi-day request will display at right.
    1. To delete an individual day from the request, use the trash icon to the right of the day you want to remove from the request. You will see the message "Are you sure you want to withdraw the day?" Click Yes to confirm. Repeat for additional single date withdrawals.
    2. To withdraw the entire request, click the Withdraw Request link in the upper right corner of the request box. You will see the message "Are you sure you want to withdraw the entire request?" Click Yes to confirm.
  2. The employee's manager (even if that's you) will receive notification that the request has been withdrawn.

Department Administrator Functions in the Time Portal

In addition to having all of the above functions of a Manager, Department Administrators can also:

  • Create the relationship between a manager and an employee
  • Set an allocation flag for those with flexible schedules

Creating a Manager-Employee Relationship

Department administrators have the ability to set up the manager-employee relationships in the Time Portal.

  1. From the Admin menu, select Leave Supervisor Maintenance
  2. The Supervisor Maintenance window will open in a separate browser tab.
  3. Click on Vacation Time
  4. You can search by Supervisor (manager), by Employee, or by Department, depending on what you need to do:
    1. Search by Supervisor to remove a direct report from an existing Supervisor
    2. Search by Employee to change the Supervisor for this Employee
    3. For new employees, you must first search by Department, locate the new person, and assign the supervisor.

Setting an Allocation Flag

  1. From the Admin menu, select Set Allocation Flag
  2. Find the employee by entering their Kerberos ID or Department.
  3. As you begin typing either a Kerb or Department name, the names that match will display.
  4. Click on the desired name, and a box will appear at right with the employee listed.
  5. Click Update to change the allocation flag for this employee.
  6. Change the Percentage to True or False as needed.
  7. Click Submit.

Terminology

Field Description
Begin Balance Amount vacation time earned as of today, minus any days taken
Future Scheduled Approved vacation days scheduled in the future
Available = Begin Balance – Future scheduled
5th Week Balance The balance of your 5th week vacation. This equals the vacation days you have accrued for the 5th Week Balance, minus any days you reported for 5th week vacation
Accrual Date The date on which vacation day is earned. Monthly accrual of 1.25 vacation days during the first year of employment and 1.6667 after the first year. Part time employees accrue vacation on a pro-rated basis.

IS&T Contributions

Documentation and information provided by IS&T staff members


Last Modified:

April 13, 2021

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