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Human Resources

UFV/Human Resources/Compensation and benefits/Requesting & reporting leaves

Requesting & reporting leaves

Leave Reporting

All leave—sick, special, cultural (if eligible), and vacation—must be reported through the Banner Leave Reporting System.

For special or cultural leave, please include a reason when submitting your request. This helps your approver confirm eligibility under the appropriate section of the collective agreement. If you do not see an accrual for the leave type you're requesting, please review your eligibility in the collective agreement. If eligible, include a reason with your request; once approved, an accrual will be applied to cover the time taken.

Note: Please ensure your eligibility, available leave balance, request and obtain approval prior to taking leave. Leave requests are now optional, please follow the method set out by your department to obtain approval.

It is the employee’s responsibility to ensure their leave report is submitted within the reporting period.

Reporting Guidelines

  • Leave reporting is now monthly.
  • Only one leave report can be submitted per reporting period and cannot be edited once approved.
  • Ensure all leave taken during the period is included before submitting.
  • If you will be away for the remainder of the reporting period, you may submit your leave report in advance, provided no additional leave days will be taken.

Submission Window

  • Leave reports can be submitted from the first day of the reporting period until five working days after it ends.
  • It is recommended to wait until the end of the reporting period to submit, to ensure all leave is accurately captured.
  • Leave reports can be submitted off-campus and are mobile-friendly.

 

 

Access Leave Reporting System

Go to Leave Reporting System

 

User Guides

For employees

For approvers

How to videos

For employees

For approvers

 

Frequently asked questions

Yes, the two-step leave reporting process is still in place. However, using the Banner Leave Request Form is now optional.

Please check with your department to confirm how leave requests are being managed, as practices may vary.  Submitting a leave request in advance is strongly encouraged to support vacation planning and ensure adequate coverage within your department.

Plans can change and reports are submitted for actual hours taken.  Only one report can be submitted for all leaves taken. Once a report is approved your leave balance will be reduced

Leave requests are for preplanning of leaves and may not be taken.  Therefore, the system does not deduct until the leave report (hours taken) are submitted.  

You will need to contact the HR Compensation & Benefits Team. Note: you may access Banner 9 Self-Service while on leave.

No, system functionality does not allow a supervisor to submit or change reports.  

Leave reports will reduce your balance.  It is the responsibility of the employee to ensure they have adequate time available. Please see the videos provided for viewing leave balances and reviewing vacation balances to assist you in calculating your remaining leave balance.  

You can go to the request period and scroll through the calendar.

Supervisors are asked to create a proxy when they are away during the approval process.

We us position based approval process; the system will automatically move the approval up the chain.  One level above your current supervisor.

Yes, the system allows for multiple leave categories on the same day.  Select the day, enter the first earn code and hours, add earn code, select the second earn code, enter the hours.

The system is set up for the entire university, your departmental rules will remain in place.  Stat holidays have been indicated in the system.

You will need to notify your supervisor.  We are in the process of developing new system generated communications.  Notifying supervisors of changes is on our list.

You will see both of your positions listed.  You will be required to submit hours for each position for the hours taken.  The system will direct it to the appropriate supervisor.

The functionality of the system does not allow for dual approvers.  The HR, Senior Advisors have verified the single reporting structure within your area. 

You will see leaves that you are eligible for, however certain leaves require additional approval.  Once approved by your supervisor; our HR Compensation & Benefits Team will verify your request meets the criteria.  If yes, your accrual will be adjusted accordingly.  If not, your supervisor will be contacted.

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