Human Resources

MyView holiday request process

Part time staff and full time staff working compressed hours: You are required to book leave on the bank holidays and minimum service days that fall on your normal working days.  You will need to do this before you book any annual leave.  

Bank holidays and minimum service day dates 
DateReason
Friday 23rd December 2022 Minimum Service Day
Monday 26th December 2022 Bank Holiday
Tuesday 27th December 2022 Bank Holiday
Wednesday 28th December 2022 Minimum Service Day
Thursday 29th December 2022 Minimum Service Day
Friday 30th December 2022 Minimum Service Day
Monday 2nd January 2023 Bank Holiday
Thursday 6th April 2023 Minimum Service Day
Friday 7th April 2023 Bank Holiday
Monday 10th April 2023 Bank Holiday
Tuesday 11th April 2023 Minimum Service Day
Monday 1st May 2023 Bank Holiday
Monday 29th May 2023 Bank Holiday
Monday 28th August 2023 Bank Holiday

 

Check your details are correct before requesting leave

In MyView, click on the person icon in the top right hand corner and View Details:

A screenshot of the MyView dashboard, with the "View my details" button under the "Profile" button in the top right hand corner highlighted

Click on appointment history and expand your current post to show the details:

A screenshot of the MyView "view my details" screen, showing appointment history and post details

If your new appointment/hours are not yet showing, please note that this will be updated in the month that they change.  This action should take place by mid-month. 

You will only have a working pattern if you are part time or compressed hours/shift work and have supplied a pattern to HR, otherwise MyView will spread your hours equally across the week from Monday to Friday.

You can also check who your manager is by going to My Leave and Team Calendar on the left hand side and then clicking Team Leave Calendar. If you do not see your managers name it may be because their post is vacant and currently being recruited to.  If this is the case, your request for approval will go directly to the line manager above.

Video Transcript

This video will explain how to request holiday via myview

Once you have logged in with your IT username and password

Check the job title in the top left hand corner is correct, this is important if you are transferring positions or if you have 2 positions at the University.

If you are transferring to another position and it is not showing yet, please note that HR will update this in the month that you are transferring, it may be that you need to log in again in a few days time.  If you have two positions, please choose the correct position from the drop down menu.

On the Leave Management widget it will show you your holiday entitlement in hours.  If you are part time or work compressed hours, your entitlement will also include the hours that you work on a bank holiday and minimum service day.  You will need to book all of the minimum service and bank holidays that fall on your normal working days throughout the year.  We suggest that you do this as soon as possible so that you are aware of the total amount of annual leave remaining for you to take.  Please note that should your hours change in the future you will need to review and amend the number of hours you have booked on these days.

Now click on the dropdown and choose annual leave

Comments box is optional but you can leave a message for your manager here

Choose the from and to dates for your holiday

MyView is stating that it will deduct 32 hours from my entitlement

If you are part time or compressed hours/shift work you will need to click on this box and confirm that these are the hours you would have been working during these weeks.  If HR have your working pattern this should be correct, if it is not you can overtype the hours and click save.

Choose if this is for holiday or bank holidays and press submit

You will then see a message on the screen to show that the request has been sent to your manager for approval.  Once approved you will receive an email confirming this.

You can also request a part day of leave, by clicking on part day you and choosing an approximate time that you will be leaving but more importantly how many hours leave you will be taking that day.  This is the number of hours that will be deducted from your entitlement. Again, you will need to confirm the hours you would have worked on each day of that week.

You can check who your manager is and also see when your colleagues in your team are on holiday via the My Leave and Team Calendar screen

This screen is showing that we have submitted holiday for the part day and for the week and we are waiting for approval.

You can also click on the Team Leave calendar and this will show your holiday, your managers holiday and everyone else that reports to your manager.

Regardless of the reason you will only ever see the word ‘absent’ for your colleagues, only the manager will be able to see who is off sick and the reason if given.

If you click on My Holiday Calendar you can also see all of the holiday you have booked in calendar format.  This will also show you the bank holidays and minimum service days in grey so that you can check that you have booked them all.  I do not work on a Friday so I have not booked this day.

Requesting holiday - step by step screens

Click on the ‘Request’ dropdown button under Leave Management on your MyView dashboard 

A screenshot of the MyView "book new leave" button in the dropdown from the "request" button highlighted

Comments box is optional but can be used to alert your manager to further information.

If you are only booking a half day or a couple of hours, please tick 'Part day' and the Start Time of the leave and also the number of hours leave you
require.

A screenshot of the MyView "Book new leave" screen

If you are booking holiday across a leave year you will need to book this in two separate requests, eg September and October.

If you are booking a period of leave that includes a bank holiday or minimum service day, please book your leave either side of these days.

The number of hours that will be deducted from your entitlement will show next to 'Total Time'. Note: Full time grade 1-6 work 7.3 hours per day and full time grade 7-10 work 7.5 hours per day.

Click on Confirm Planned Work Time and check that these are the hours you would usually work, if not you must overtype the hours with your actual hours that week. If you would like the correct working pattern entered into MyView please email hrsystems@sussex.ac.uk with your pattern and copy in your line manager.

A screenshot of the MyView "Confirm planned working pattern" menu
Select the correct Reason from the dropdown and click SUBMIT

You will receive this message to confirm that your request has gone through to your line manager for approval:

A screenshot of a successfully submitted MyView holiday request