Submitting Time Off
West Chester University offers generous leave and time off as part of a comprehensive benefits program. Leave accrual and time off vary by employee group. Please refer to the links below for more information. For time and attendance questions, please contact Leave Manager, Susan Robb at srobb@wcupa.edu.
Submitting Time Off
Time off is currently submitted by choosing one of two web-based tools: Employee Self-Service (ESS) and Fiori Self-Service. Directions to submit time off for both portals are provided below. Please note that our long-term system of tracking time off will be FIORI. Human Resources will provide ample notification of when the full transition to FIORI will be made.
EMPLOYEE SELF-SERVICE (ESS) PORTAL
- Login to the Employee Self-Service Portal with your WCU email address and password.
- Select Employee Self-Service tab
- Select Leave & Time. Here you can display your leave balances, absences, or request leave.
- Select Employee Leave Request.
- Select Create New Request (You may also view status of submitted requests or cancel a leave request).
- Select Leave Type, Start Date, End Date, Start Time and End Time.
- Add Additional Remarks (optional).
- Click Calculate Hours. It won’t let you request leave that you don’t have or aren’t going to anticipate.
- If you make a mistake or change your plans after the leave has been submitted, cancel the leave request by choosing Employee Leave Request, then Cancel Request.
FIORI SELF SERVICE PORTAL
- Login to FIORI your WCU email address and password.
- Select HR USER tab.
- Select My Leave Request.
- Select Create Request.
- Select Leave Type, Start Date, End Date, Start Time and End Time.
- Add Additional Remarks (optional).
- Select Review and Submit Request.
- If you make a mistake or change your plans after the leave has been submitted, cancel the leave request and submit a new one.
If your department does not enter time through ESS or FIORI, contact your department for information on how to request time off.
Supervisor Leave Approval
Time off is currently approved in one of two web-based tools: Manager Self-Service (ESS) and Fiori Self-Service. Directions to approve leave for both portals are shown below. Please note that our long-term system of tracking and approving time off will be FIORI. Human Resources will provide ample notification of when the full transition to FIORI will be made.
MANAGER SELF-SERVICE (ESS) PORTAL
- Supervisors will receive an email informing them that a leave request has been submitted. Click on the link in the email and enter your WCU email address and password at the Employee
- Self-Service login screen. You will be automatically directed to the Business Workplace Inbox.
- Choose the leave request you want to approve/disapprove by clicking the blue box to the left of the name. Click on Display In box Item. Approve or disapprove the leave request.
- The Inbox will automatically refresh in about 10 seconds.
- The employee will automatically receives an email confirmation.
- The leave request remains in the supervisor’s inbox for 7 days. If not approved or disapproved within 7 days, it is returned to the employee. If you will be out of the office for a week or more, contact Human Resources to arrange for a backup to approve leave for your staff in your absence.
- You should receive leave requests only from your staff. If you inadvertently receive a leave request from an employee who doesn’t report to you, please contact Leave Manager, Susan Robb at srobb@wcupa.edu
SAP FIORI SELF-SERVICE PORTAL
- Supervisors will receive an email informing them that a leave request has been submitted. Click on the FIORI link in the email and enter your WCU email address and password. You will be automatically directed to the portal.
- Select the HR Manager tab.
- Click on the Approve Leave Request tile.
- Select the leave submission to take action on by click on the box to the left of the name. Approve or reject the leave request. You will have the option to include additional comments in the submission.
- The employee will automatically receives an email confirmation.
- You should receive leave requests only from your staff. If you inadvertently receive a leave request from an employee who doesn’t report to you, please contact Leave Manager, Susan Robb at srobb@wcupa.edu.
Additional information and features are highlighted in the SAP Fiori Guide.
Unpaid Leave
- Unpaid leave should be granted in exceptional circumstances only. For new hires who have no accrued time and for whom leave approval was granted at the time of hire, unpaid leave may be taken. Note: all applicable paid leave must be exhausted before unpaid leave is granted.
- The supervisor who granted the unpaid leave must send an email to payroll@wcupa.edu indicating the exact reason for the absence and who approved the unpaid leave.Press Enter to add more content.
Holiday Calendar 2023-2024
Leave Donation
In circumstances of catastrophic and/or life threatening illness or injury, leave donation may be available. For more information please contact Leave Manager, Susan Robb at srobb@wcupa.edu.
PowerPoint Resource
This PowerPoint resource provides helpful information about time off, Manager and HR approval, leave accrual, time off, and leave of absence.