Facilities Development and Management

Time and Attendance

Online Exempt Absence Record

As of 4/17/15

For questions regarding the contents of this manual, please email FDM.TimeAndAttendance@asu.edu

Instructions for online Exempt Absence Record as of 4/17/2015

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Table of Contents
Logon:............................................................................................................................................................ 3
Form Completion: ......................................................................................................................................... 5
Required fields: ......................................................................................................................................... 5
Requestor Information: ............................................................................................................................ 5
Work Schedule: ......................................................................................................................................... 5
Requested Absence(s): ............................................................................................................................. 6
Bereavement Leave: ................................................................................................................................. 7
Supervisor Authorized to Approve: .......................................................................................................... 7
Comments: ................................................................................................................................................ 9
Attachments (Optional) ............................................................................................................................ 9
Submit Request: ........................................................................................................................................ 9
Supervisors role: ........................................................................................................................................ 10
Calendar Event: ....................................................................................................................................... 11
Form Corrections: ....................................................................................................................................... 13
Report: ........................................................................................................................................................ 13
How to Setup an Auto Rule in Microsoft Outlook ...................................................................................... 13

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Logon:
A Facilities Development and Management (FDM) Exempt employee can now submit an absence
request online. This application can be used with the web browers Firefox, Google Chrome or Internet
Explorer 8 or higher if the IE Compatability Mode is turned off. To turn off Compatability Mode in
Internet Explorer, click Tools on the menu bar, then Compatability view settings. Highlight asu.edu
and click Remove, then click Close

Please click the link below. (Save the link as a Favorite or Bookmark for future reference.)

https://fdm-apps.asu.edu/AdmnSvcs/ExemptAbsenceRecord/
The system will prompt the employee to log on with his/her ASURITE User ID.

Once logged on, the following online Exempt Absence Record will appear.
Instructions for online Exempt Absence Record as of 4/17/2015

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Instructions for online Exempt Absence Record as of 4/17/2015

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Form Completion:
The online form was developed to mirror the existing Exempt Absence Reporting document (blue form),
to align with sustainable best practices, improve efficiencies and enhance internal controls.
The process includes a couple of simple steps: the employee completes the online form and the form is
emailed to the supervisor for review/approval. The supervisor will approve/deny the absence through
email, copying the employee and FDM.TimeAndAttendance@asu.edu for processing.

Required fields:
While completing the form, information on required fields will pop up in red font and highlighted in
yellow. Once the information required is entered, the pop up will disappear. If a required field is not
entered and the employee tries to submit the absence request, a message will appear as to what field
must be completed.

Requestor Information:
The form will automatically complete this section with the employees information, based on the
ASURITE USER ID and password used to log on.

If the email address is incorrect or blank, the employee must enter their asu.edu email address. The
form cannot be submitted unless a valid asu.edu email address is entered.

Work Schedule:
Select one of the three work schedule options. If 80 hours over 9 days or 10 hours, 4 days a week
schedule is selected, Day Off becomes a required field and the form cannot be submited until a Day
Off is selected. Additionally, 8-Hour Day is required to select, if 80 hours over 9 days is selected.

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Requested Absence(s):
Once an employee selects an absence date, a message Complete all 4 Absence Fields will appear and
will require Hours, Type and Addl Absence Info to be entered for each date selected.
Under Addl Absence Info, select one of the following: N/A, Unexcused Absence, Unplanned Vacation,
Industrial Injury, FMLA, or Extended Leave Medical.

If the number of hours requested off is less than a full day, the employee must note in the comments
box the start and stop times for the absence if known.

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Bereavement Leave:
Once Bereavement is selected as an absence type, a message Complete all Bereavement Fields will
appear and will require the fields Relationship to Employee, Name of Deceased and Funeral (InState or Out-of-State) to be entered.

Supervisor Authorized to Approve:

Once the form is complete, you must select your supervisor or designee to route the request to for
approval.

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Enter either Department and/or Last Name of Supervisor and click Search.

Use the drop down menu from Select Supervisor to select the Supervisors Name.

If the employee clicks Submit Request (to submit the form for approval) without entering a
Supervisors Name, the following message will appear and will not allow the form to be submitted until
a supervisor is selected.

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Comments:
This is where your comments regarding partial day absence start and stop times must be entered if
known. Tab out of the field and the message Document details for partial-day absences will clear.
Any additional information you would like to include may also be typed here.

Attachments (Optional)
If needed, the employee may submit attachments to the Exempt Absence form. Click the browse
button, find the file to attach, and then click Attach.

Submit Request:
Once the form is completed, click Submit Request at the bottom of the form. If one of the required
fields was not completed, a pop up box will appear indicating which field is required. Once entered,
click Submit Request again and the following screen will appear letting the employee know that the
form was sent.

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Supervisors role:
Once the absence request is submitted, an email will be generated to the supervisor from
FDM.TimeAndAttendance@asu.edu with a copy to the employee. See example below.

If approved, the supervisor will click on Reply All, type Approved and click send. This action will copy
the employee that the absence is approved and will send the request to
FDM.TimeAndAttendance@asu.edu for processing.

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If denied, the supervisor will click on Reply All, type Denied and click send. This action will copy the
employee that the absence is denied with a cc to FDM.TimeAndAttendance@asu.edu. This action will
cancel the original request.
Note: If the employee submitted the form to a supervisors designee in the event the supervisor was
absent, it is suggested as a courtesy that absent supervisor is copied when approving/denying the
request.

Calendar Event:
Also attached to the email, is a Calendar Event. Open the Calendar Event. If for a partial day, uncheck
All day event and change the time:

To save to your personal calendar, click Save & Close.

To save to a global email calendar, complete the following steps:
1. Click File
2. Click Move to Folder, use down arrow and select Copy to Folder

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3. The Copy Item to popup box will appear. Search for calendar under Public Folders, highlight
the calendar, and click OK. This will add it to the global calendar. (Then close by clicking the
Xin upper right hand corner. Do not click Save & Close or it will be added a second time.)

4. End result event is added to the global calendar.

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Form Corrections:
If a change or cancellation to a previously submitted and approved Exempt Absence Request is needed,
please see the staff in FDM Time and Attendance to pull the original request. The change will need to
be made to the form in writing, initialed, and dated by the employees supervisor.

Report:
Per SPP701-01: Sick Leave Benefits & SPP702-01: Vacation Leave Benefits: Supervisors are responsible
for recording and maintaining accurate records of sick leave or vacation taken by their employees,
including the reporting and approving of hours used. A department time administrator (DTA) may be
assigned to assist a supervisor in this task but it remains the supervisors responsibility.
To assist, after each payroll period, FDM Time and Attendance will email the FDM-Exempt Exception
Hours Report to immediate supervisors if any of their employees have taken sick leave or vacation
during that pay period. Please review the report and contact FDM Time and Attendance if you have any
questions regarding the information. See example below:

How to Setup an Auto Rule in Microsoft Outlook

This is optional, but may assist supervisors in managing absence requests timely.
In Microsoft Outlook, click on File, then Manage Rules and & Alerts icon.

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