For Managers and Administrators

To record your own sick time, click on the My Leave tab at the top. To perform administrative functions, click on the My Employees Leave or Admin tab at the top.

Administrative Functions

Managers and administrators have certain administrative functions within the sick reporting application. A description of the administrator and manager functions are below.

• My Leave:  Allows a manager or administrator to submit a sick report for themselves.  The detail and calendar icons in the upper right hand corner above the calendar allow a toggle between a calendar view of all reported sick days for a given month and a list view of all reported days for a given month.

• My Employees Leave > View Calendar & Manage Absences:  Allows a manager or administrator to submit a sick report on behalf of an employee.  The detail and calendar icons in the upper right hand corner above the calendar allow a toggle between a calendar view of all reported sick days for a given month and a list view of all reported days for a given month.

A manager can submit and view sick reports for their direct employees.  An Administrator can submit and view sick reports for all employees within their department.

• My Employees Leave > Sick Time Usage:  Allows a manager or administrator to see the amount of sick time reported within an employees benefit balance period.  

A manager can see the sick time reported for their direct employees.  An Administrator can submit and view sick reports for all employees within their department.  If an employee has not submitted sick time the employee will not appear in the list.  Sick Time Usage is limited to those employees that have submitted sick reports.

• Admin:  Allows an administrator to maintain employee - manager relationships.  A manager will only see the sick reports for an employee when the manager is assigned to the employee.  A manager will receive an email notification when their employee submits or withdraws a sick report.

The Admin tab is restricted to administrators.

Calendar Overview

Selecting "My Employees' Leave" then "View Calendar and Manage Absences" shows a monthly calendar with the names of your employees who submitted sick time reports.

Record Sick Time for Employees

This allows you to record sick time on behalf of any of your employees (for example, if someone forgot to do so).

• Click a day on the calendar
• Search for an employee in the "New Leave Request Box"
• Select Reason Category
• Modify date / hours as needed
• Select submit
• When you submit, an email will go to the designated manager (which could be you) and to the employee.

Sick Time Usage by Employee

This shows a list of all your employees and the amount of sick time they have recorded.  To see a list of employees and their sick time usage select "My Employees' Leave" then "Sick Time Usage".  You will be able to filter by Benefits Eligible and Non Benefits Eligible employees (if applicable) and employee.

For Benefits Eligible Staff

• To view an employee’s record, select Employee Type of Benefit Eligible and search on Employee Name

The sick time reporting period begins 7/1/19 or, if later, their first day of employment, and goes until their next anniversary date (the day before the anniversary of their employment at MIT). In future years, that period will be a 12 month period beginning on the anniversary date and ending the day before the next anniversary date.

For Non-Benefits Eligible Staff

• To view an employee’s record, select Employee Type of Non Benefit Eligible and search on Employee Name
• This will show the appointment period and the amount of sick time used

  Non-benefits eligible staff accrue sick time based on their percentage effort and the length of their appointment. This accrual is front loaded at the beginning of their appointment. Employees can accrue a maximum of 40 hours and can carry over up to 40 hours.

  These employees should record all sick time taken in the tool, even if it is beyond their accrued amount of time. MIT does not immediately dock the pay of exempt, non-benefits eligible staff if they are out sick for more than their accrued amount of time. However, if they are out sick for an extended period, please discuss this with your local HR contact or your HRO. Note: The sick time reporting period began 7/1/15 or, if later, the beginning of their appointment, and goes till their next anniversary date OR the end of their appointment, whichever comes first.

Employee Sick Reports

This gives you access to more detail on sick time reports submitted by your employees.

• Select "My Employees' Leave" then "View Calendar and Manage Absences"
• Click the Hamburger/List icon at the right hand top of the calendar
• Select and employee from the list (or search for an employee)
• After selecting the employee the detail of the Leave Request will be in the Leave Request Box on the right hand side of the page
• You can also withdraw a report submitted by an employee from this screen, either by using the red “Withdraw Request” button or the delete icon next the the day.

Maintain Employee Manager Relationship

• Navigate to the Admin Tab
• Search by Employee, Manager or Department using the filters at the top of the page
• If employee manager relationship does not exist
  • Select "Create New Relationship" button at the top of the page
  • Search for employee in the New Employee-Manager box
  • Search for manager in the New Employee-Manager box
  • Select Submit
• If employee manager relationship exists
  • Select the employee-manager releationship
    • To Delete:  Select delete in the in the Employee-Manager Relationship box
    • To Update:  Select update in the Employee-Manager Relationship box, enter new manager, select submit

Automatic Emails

When the employee records sick time and clicks “submit”, the tool automatically sends an email to the designated manager, and a copy to the employee.

The email shows as sent from noreplyabsence@mit.edu ; the subject is Sick Time Submitted. The email shows the employee’s name, whether the sick time is for the employee or family, and the requested day; if the report is submitted by a manager or someone other than the employee, the email shows who submitted the report.

If a submitted report is withdrawn, a similar email is sent to the manager with a copy to the employee.

Creating filters
If you would like to receive these automatic emails in a designated folder, you can set up a filter through Outlook. First, create the folder where you want these emails to go. Then, from the Home tab in Outlook:

• Click on the tab for Rules.
• From the drop-down menu, click on Create Rule.
• Check the box “Subject Contains” and enter “noreplyabsence”.
• In the section “Do the following,” click on “Move the item to folder.”
• Then click on the Select Folder box to see a list of your folders; click on the appropriate folder’s name.
  The name of this folder will show in bold when it contains unread emails.