FAQ available to help navigate requesting time off in SuccessFactors

The Purdue Today article "Leave policies, practices updated in preparation for transition to SuccessFactors" announced recently approved updates in preparation for the SuccessFactors upgrade set for Jan. 1. For the first time, all benefits-eligible employees will submit time-off requests online.

Employees can view Time Off training resources online; Time Off information is toward the bottom of the webpage. One of the major changes for some employees will be the ability to view vacation and sick leave balances. Those who currently use Kronos to clock in and out will notice that in SuccessFactors the timesheet and time-off requests are two different processes. Some of these changes have prompted other questions. Following are frequently asked questions related to time-off process changes through SuccessFactors and recent policy updates.

Are time-off requests automatically updated on my timesheet?

Yes, the SuccessFactors timesheet is automatically updated with your time off. (The Webclock does not automatically integrate time-off requests.)

I am an exempt or salaried paid staff member. What will my sick balance look like on Jan. 1?

As stated in the Purdue Today article, the sick leave bucket (available balance) will replenish each January. Sick leave is based on length of service and not on use during the prior year. New employees will have prorated sick leave hours during the first year of employment. The length of service and sick hours allotted are as follows:

-- Upon hire: 80 hours (prorated based on hire month).
-- First January after hire date: 308 hours.
-- Second January after hire date: 616 hours.
-- Third January after hire date: 924 hours.

I am an exempt or salaried staff member. Are paid personal business days going away?

No, there are no policy changes related to paid personal business days. They are processed through the time-off request by selecting "Personal Business Day" from the drop-down list under "Other."

I am a faculty member and have several leaves related to research that in the past required a Request for Leave Action (RLA) form. Is that still required Jan. 1?

No, the RLA form is no longer needed. Business leaves (such as research, instructional or engagement travel) will be processed through SuccessFactors. Select the appropriate leave from the drop-down list under "Other." The information originally collected through the RLA form is now collected online. You can also attach any critical documentation to the leave request.

Why is there a Sick Family bucket, if the 10-day sick family leave limitation is removed?

When requesting sick leave, you will still need to categorize it as "self" or "family." The separate bucket allows Purdue to continue meeting reporting requirements.

I am a nonexempt, hourly-pay staff employee and will not use my personal holiday prior to Jan. 1. What will happen to those eight hours?

The unused eight hours will be added to your vacation bucket. The Purdue Today article states, “Starting in 2019, the personal holiday will be distributed each July as an additional eight hours of vacation time, allowing it to be carried over. With the deployment of SuccessFactors on Jan. 1, staff with unused personal holiday hours will have additional vacation hours. Staff who have used their personal holiday (distributed July 1, 2018) will not have additional vacation hours until July 2019.”

I currently have Family Medical Leave (FMLA) or Paid Parental Leave (PPL). How will I request time off in SuccessFactors?

The Requesting Personal Time Off QRG provides direction on FMLA leave requests on page three. Paid Parental Leave is available from the drop-down list under "Other." FMLA requests are reviewed by Human Resources.

Will unapproved leave requests automatically approve after a certain period?

Time-off requests automatically populate the timesheet. Timesheets are pushed through payroll (including time-off requests) for payment at the end of each pay period, as if they are approved. Employees can change requests. If a leave request change is submitted after payroll has processed, the change will be documented in the next pay period. 

I used Employee Self-Service (ESS) and Manager Self-Service (MSS) through the SAP OnePurdue Portal to request and approve time off; how can I see past leave information?

If you are an ESS/MSS user, you can still view Working Time information when selecting Employee Self-Service within the OnePurdue portal. It shows the team calendar and leave usage information.

When SuccessFactors is deployed, ESS/MSS users will have access to Historical Leave information.

Any questions can be directed to bpr@purdue.edu.