Leave Report With Digital Signature
- You will still go to the same Leave Report URL, use your PID and password, and enter your leave information as in the past.
- However, the SUBMIT button has been changed to SIGN. Once you click this button, you begin the digital signature process.
- You should see a PDF version of your leave report, a SIGN button, and a place to type the PID of the person who approves your leave report (in the future the signer will default from your latest leave report and can be changed if someone else should approve your leave this month). These may or may not be in the same window.
- If you want a paper copy of your leave report, you can print one from the PDF frame/window. You no longer have to print a copy for your supervisor/department files.
- If your token is not plugged in, do so now. Wait several seconds for your computer to recognize that it has been inserted.
- Type the PID of the person who approves your leave report in the space provided.
- Click SIGN.
- If you are using IE, an alert box is displayed requesting your token password. Other web browsers may require you to enter your token password more than once.
- If you have multiple certificates on your machine, you will get a prompt to select a certificate. Select the Virginia Tech issued certificate (Virginia Tech User CA).
- Type your eToken password and click OK.
- You should see a final alert box telling you that your signing was successful and your leave report is awaiting the next signature.
- Click OK to return to the main Leave Entry page.
Viewing previous leave reports
- Leave periods prior to using digital signatures display the leave data in the HR system.
- Leave periods using digital signatures display the actual PDF you digitally signed. In addition, the status of this leave report, the name and the date of each signature are shown at the top.
What happens after you sign your leave report
Until this leave report is approved, you cannot start the next one. Previously your leave balances were updated immediately and you could then enter your next leave report if needed. Now, your leave information is stored in a holding table awaiting your supervisor’s approval. Once you sign the leave report, your leave data is locked and you cannot make any changes to this month. Your supervisor must approve/sign your leave report in the 6 working days after the 10th of the month for your leave to be considered on-time.
Your supervisor uses a new workflow system to digitally approve/sign the leave reports routed to him/her. He/she receives an e-mail each morning if there are documents awaiting signature in the workflow system. Once a person logs into the workflow system, all documents (in our case leave reports) awaiting his/her signature are listed. If they notice an error during the review process, they can reject the leave report, and return it to you for corrections. Or, if you remember something that you need to change, you can ask your supervisor to reject your leave and you can fix and re-sign. Rejecting a leave report unlocks the leave period and changes can be made using the leave web page. However, after your supervisor signs the leave report any later corrections must be made by the leave representative.
Once the leave report is signed by your supervisor, your leave balances are updated and the next leave report is available for entry.
Leave Corrections by the Human Resources Department
As in the past, any correction to leave information prior to the previous month must be entered by the Department of Human Resources. When HR corrects your digitally signed leave report, you must digitally sign that corrected leave report using a new process. The process makes use of the IRM Workflow system – the same system supervisors use to sign your leave report.
Once HR has made the change, a new leave report PDF is generated and routing is set up in workflow with the employee being the first required signature. The next morning, you will receive an e-mail telling you that you have a document waiting to be signed and to click on the included link. When you log in with your PID and password, a list of documents awaiting your signature is displayed. If the correction is several months old, you will have a document for each month through the most recent completed leave period.
Select the first report by clicking the ‘View Request’ link in the Action column. Your corrected leave report is displayed in the lower window. In the upper window, enter your Supervisor’s PID in the box labeled ‘Enter the PID of the person who approves this report’. Insert your token, click the ‘Sign Request’ button, and enter your token passwords as you do when you submit your leave. Your corrected leave report is now routed to your supervisor for their signature. Click the ‘Return’ button to sign the next report if multiples exist. Once all reports are signed and routed to your supervisor, you are finished and can Exit the system.
If you have a question about the information on your corrected leave report, please contact the HR Service Center at 540/231-9331, where you will be connected to a leave representative.
Problems
If you have questions concerning leave usage, earnings, etc. continue to contact your leave representative or Human Resources at 540/231-1237. If you have a question or problem with your digital certificate or the signing process, see www.pki.vt.edu/pdc/FAQ.html, contact 4Help at http://www.4help.vt.edu or calling 540/231-4357.
Last updated on April 6, 2009