Quick Link to the Time Off Request Form
Beta Program - To submit feedback, please use this link: Time Off Request Feedback
Overview
This guide will walk you through using the Time Off Request form. This page contains a general step-by-step guide that should aid you in filling out all of the required information or direct you on how to find specific help.
If you would like to make a change or cancel an approved Time Off Request, please see this link.
Using the Time Off Request Form
Step 1 - Open the Web Form Link
In your browser of choice click on the following link: Time Off Request Form
Please Note:
- Requests for multiple days can only be processed if they are entered sequentially without any gaps. For example, Monday through Wednesday - is an acceptable entry but Monday and Wednesday is not. In order to submit a request for dates that are not consecutive, a separate request must be made for each day individually.
- Each request must be for the same Type of Time Off. (i.e. in a single request you are not allowed to use both Personal Time Off and a Floating Holiday - a separate request must be made for each type of time off.
Step 2 - Select your KPSOM Department/Office
Please select your Department from the dropdown provided.
(If you are uncertain as to which department to select, please contact your manager for direction.)
Step 3 - Enter your Manager/Designee's Email Address
In the field provided, type in your Manager's email address. If your manager is on an extended leave from their duties at the KPSOM, they will inform you of their designee to handle Time Off Requests in their absence.
Please enter your Manager's email address or their Designee's email address if your Manager is currently on an Extended Leave
Step 4 - Select your Employee Type
Please provide your Employee Type: Exempt/Salaried or Non-Exempt/Hourly and click "Next"
Step 5 - Choose your Start and Return times
Please Note: Requests for Time Off which span multiple days must be sequential and without gaps in between. I.e. requests made for Monday through Wednesday are acceptable in a single request but a request for Monday and Wednesday must have a separate request for each day.
Depending on your selection in the step above, you will be directed to the appropriate section to select the Start of your Time Off as well as the date/time for your planned Return to work. Please click on the link below for the appropriate selection:
Exempt/Salaried Start and Return
For Exempt/Salaried Employees, choose a Start Date and a Return Date for your Time Off Request and click "Next"
Shortcut to the next step: Go To Next Step
Non-Exempt/Hourly Start and Return
For Non-Exempt/Hourly Employees, please select a Start Date as well as a Start Time - in 24 hour format ( A chart has been provided in the question to aid you in conversion) ...
... as well as a Return Date and Time - in 24 hour format (a chart has been provided in the question to aid you in conversion)
Step 6 - Select the Type of Time Off Request
Next, select a Type of the Time Off Request.
Please Note: A request can only be made for single type of Time Off. I.e. a request can be made for Personal Time Off. Special options have been made available for personnel to request Personal Time Off in combination with Floating Holiday to be processed as a single request.
Note: There are 6 possible choices for Time Off Requests. Your choice for "Type of Time Off Request" will customize the questions presented to capture data needed for processing. (See below)
(For more information on each Type of Request, please see the Types of Time Off Requests section below.)
Step 7 - Complete Type of Time Off Request Data Collection
Upon selecting the Type of Time Off Request, you will be guided through specific questions customized by your selection. Please click on the corresponding link below to the Type of Time Off Requests details
Types of Time Off Requests
Floating Holiday
Floating Holiday hours are a total of 32 hours provided to KPSOM Employees to be used at their own discretion. These hours do not roll over annually and may be used throughout the fiscal year.
Return to Complete Types of Time Off Requests Data Collection
Personal Time Off Request
Personal Time Off (PTO) denotes the accrued time off for personal reasons to be used at their own discretion and must be approved by the employee's manager. These hours roll over annually but stop accumulating once a total of 500 hours has been reached.
Return to Complete Types of Time Off Requests Data Collection
Extended Sick Leave
Extended Sick Leave Time Off is to be utilized when a medical condition requires time away from work. In the case of Extended Sick Leave Requests, approval and supporting documents from your medical provider are required by KPSOM Human Resources.
For these types of submissions, the user will be directed to send their supporting documents to KPSOMHumanResources@kp.org and a notification is sent directly to KPSOM Human Resources with all of the relevant information collected by the form for the Requestor.
Return to Complete Types of Time Off Requests Data Collection
Jury Duty
A Jury Duty request for time off is submitted to your manager who may require you to provide documentation supporting this request at their discretion.
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Leave of Absence
In the case of a Leave of Absence Requests, direct contact with the Requestor's KPSOM Human Resources Representative is necessary in order to comply with all relevant law, rules, and procedures.
In this case, a notification email is sent directly to KPSOM Human Resources with the relevant information collected by the form for the Requestor.
Return to Complete Types of Time Off Requests Data Collection
Bereavement
Bereavement requests are to be used in the case of the loss of an immediate family member as defined in Bereavement Leave NATL. HR.015.
In this case, the request is processed as a Personal Time Off Request and a notification email is sent directly to KPSOM Human Resources.
Return to Complete Types of Time Off Requests Data Collection
Step 8 - Click the Submit Button
Once you have completed the section(s) for your Type of Time Off Request, please Click the "Submit" button.
Step 9 - Waiting for Approval
Once submitted, your request will be routed automatically to the appropriate individual for review and decision. You will also have the opportunity to receive a copy of your submission for your own records.
When the decision has been made on your request you will receive an email indicating whether it has been Approved or Denied.
How to Change or Cancel an Approved Time Off Request
If you would like to make changes to an approved Time Off Request, you must complete the following steps:
- Notify the Timekeeper of the desired modification at kpsomtimekeeping@kp.org and cc your manager.
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