Time and Absence
Quick Reference Guide for Submitting Requests for
Time Off
Updated: 5/19/25
Table of Contents
How do I access the HR Portal from a Mobile Device, Personal PC or Laptop, or Quest PC or
Laptop? .............................................................................................................................................. 3
How do I access Self Service from the HR Portal? ........................................................................... 4
How do I locate Time & Absences within Self Service? ................................................................... 4
How do I view notifications and activity about time off requests?................................................... 6
How do I view my current time off balances? ................................................................................... 7
How do I view my future time off balances? ................................................................................... 10
How do I enter a new time off (absence) request? .......................................................................... 12
How do I submit a time off request for Jury Duty? ......................................................................... 15
How do I submit a time off request for Bereavement? ................................................................... 16
How do I submit a time off request (absence) for a date that has passed? .................................. 17
How do I view my time off requests? .............................................................................................. 17
How do I delete a time off request (before the date of absence)? .................................................. 19
How do I add a date to my existing time off request (before the date of absence)?..................... 20
How do I edit dates or hours on my existing time off request (before the date of absence)? ..... 22
How do I delete individual dates from my existing time off request (before the date of absence)?
.......................................................................................................................................................... 24
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How do I access the HR Portal from a Mobile Device, Personal PC or
Laptop, or Quest PC or Laptop?
Note: The Microsoft Authenticator App is an alternative to using the eGrid/RAC; for further
information click here: Did You Know? - Sign up for the Microsoft Authenticator App today!
Description: From a Mobile Device:
Guided Steps: Have your RAC eGrid available (your eGrid is available within the Quest SAM
App).
• Open Microsoft Edge App or Google Chrome App.
• In the search bar, type in [Link].
• Enter your username ([Link] only; do not include @[Link])
• Enter your password.
• Enter the eGrid code.
• Tap Submit.
You may also use the camera on your mobile device to scan the QR code to the HR Portal.
SAM Mobile App User Guide
Description: From a Personal PC or Laptop:
Guided Steps: Have your RAC eGrid available (your eGrid is available within the Quest SAM
App).
• Open Microsoft Edge browser or Google Chrome browser.
• In the search bar, type in [Link].
• Enter your username ([Link] only; do not include “[Link]”).
• Enter your password.
• Enter the eGrid code.
• Click Submit.
Description: From a Quest PC or Laptop:
Guided Steps: Have your RAC eGrid available (your eGrid is available within the Quest SAM
App). Your device must be connected to the Quest Network either by being onsite or being
connected via Cisco AnyConnect or Zscaler, using your eGrid Card.
• Open Microsoft Edge browser or Google Chrome browser.
• In the search bar, type in [Link].
• Enter your username ([Link] only; do not include @[Link]).
• Enter your password.
• Enter the eGrid code.
• Click Submit.
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Quick Tip: If you are not able to login, try clearing your browser.
How do I access Self Service from the HR Portal?
Description: Navigate to Self Service
Guided Steps: HR Portal home page > hover over Time Away From Work > click Go to
Employee Self Service.
• From the security notice page, scroll to locate the green button.
• Click on the Green arrow to proceed.
How do I locate Time & Absences within Self Service?
Description: Locate Time & Absences in Self Service
Guided Steps: Self Service > Me > Time and Absences
Note: Once in Self Service, your system may default to a different page than shown in this
guide.
• Use the navigation menu at the top left to return to the Self Service home page at any
time, or to locate Time and Absences.
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• Expand Me, then click on Time and Absences.
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• Or, from the Self Service home page (Me tab), click the Time and Absences app.
• Within Time and Absences, you will see different tiles related to absence (time off)
management:
o Add Absence
o Absence Balance
o Existing Absences
How do I view notifications and activity about time off requests?
Description: Use the notification bell to help track if time off requests have been approved or
denied.
Guided Steps:
• Click the bell icon located at top right of the screen.
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• View the various activities within the list.
• Click into a notification to view more detail.
• Use the Dismiss button to remove the notification from the list.
How do I view my current time off balances?
Description: Before entering a request for time off, view your available balances. Self Service
will reflect balances specific to your time off plan.
Guided Steps: Self Service > Me > Time and Absences > Absence Balance
• Click on Absence Balance.
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• Adjust Balance As-of Date as needed.
• View the Plan Balances summary to see the total hours for each plan type.
• Click on a plan to view additional details.
• Update the Balance As-of Date to adjust the balance time frame.
• Click into the date box to modify or click the calendar icon to select a date.
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• View the summary of balance details in hours.
o Note: Balance amount categories will reflect your specific time off plan. If you are
eligible for accruals, carryover or frontloading, these will show here.
• Expand the Details section to see individual accruals, recorded absences and
adjustments.
o Note: Beginning at the end of the 2025 plan year, you will use this section to see
any Year End Payout, frontloaded time, carryover – and adjustments applied to
your total balance.
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How do I view my future time off balances?
Description: Before entering a request for time off, view your available balances at a future
date. Self Service will calculate future balances that account for future (not yet taken) time off
requests, and future accruals. Note: Future accruals are not possible for hourly employees;
only salaried employees enrolled in Vacation / Health Flex (ex. Asst. Pathologist - Exempt) or
Health Time. Future balances for hourly employees only take into account YTD accruals and
future scheduled time-off.
Guided Steps: Self Service > Me > Time and Absences > Absence Balance
• Click on Absence Balance.
• Click into a plan to view additional details.
• Update the Balance As-of Date to adjust the balance time frame.
• Use the calendar icon to select a future date.
o Note: To view balances for a specific timeframe of desired future time off, you will need to
enter the first date of your future absence.
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• View the Plan Balance with the new Balance as Of date.
• Review the Details section to see accruals, recorded absences and
adjustments that are factored into your future balance.
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How do I enter a new time off (absence) request?
Description: Enter a new time off request (Add Absence).
Guided Steps: Self Service > Me > Time and Absences > Add Absence
• Click on Add Absence.
• Select Type to choose the absence type.
o Note: the options available will reflect your eligible time off plan.
• Click the calendar icon to adjust the Start Date and Duration.
o Note: if submitting a time off request for one day, this will be your only date entry.
• To enter time off for multiple days, enter an End Date and Duration.
o The End Date and Duration will be the last day of your time off.
o The system will calculate all dates in between and populate hours for each day. The
hours will default according to the following:
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o Hourly Employees: defaults to 12 hours with a 7-day work week.
o Exempt Employees: defaults to 8 hours with a 5-day work week.
Note: Your request may span multiple days including weekends and non-working days;
you will need to delete any day you are not scheduled to work from your request here.
• Click on Edit Entries to edit individual hours for each date to reflect your personal
schedule.
• Use the pencil icon to edit the hours for each date of your absence.
• Enter the hours in the Absence Duration field and click OK when finished.
• Repeat for each day of your absence.
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• To delete an individual day, click the Delete button.
• Within the Details section, Select a Reason for your time off.
• Click Save and Close or Submit at the top right.
o Save and Close – Save to edit and submit later.
o Submit – Submit the request for approvals.
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• Review the Warning message and ensure that you have deleted any days you are not
scheduled to work; adjust the hours duration to match your schedule.
• Click Yes on the Warning message, then OK on the Confirmation.
• If the details comply with policy, the absence will be successfully submitted. You will be
redirected to the ‘Time and Absence’ page, and your request will be sent to your
supervisor for approval.
How do I submit a time off request for Jury Duty?
Description: Enter a time off (absence) request for Jury Duty; attach required Jury Summons.
Guided Steps: Self Service > Me > Time and Absences > Add Absence
• Click on Add Absence.
• Click the Type drop-down menu.
• Select Jury Duty.
• Enter a Start Date and Duration.
• Enter an End Date and Duration to request multiple days.
Note: remember you must delete any non-working days from your request.
• Click on Edit Entries when applying for multiple days to edit individual hours.
• Use the pencil icon to adjust the hours for each day.
• Within the Comments and Attachments, drag or click to attach a copy of your
Jury Summons document.
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• Click Submit when complete.
• Click Yes within the Warning notice, and OK within the Confirmation.
How do I submit a time off request for Bereavement?
Description: Enter a time off (absence) request for Bereavement.
Guided Steps: Self Service > Me > Time and Absences > Add Absence
• Click on Add Absence.
• Click the Type drop-down menu.
• Select Bereavement Extended Family or Bereavement Immediate Family.
• Enter a Start Date and Duration.
• Enter an End Date and Duration to request multiple days.
• Click on Edit Entries when applying for multiple days to edit individual hours.
• Use the pencil icon to adjust the hours for each day.
• Choose a Reason by selecting the appropriate family member from the list.
Note: The family member options vary based on what has been selected in the
Type field; you may need to update your selection Type.
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• Click Submit when complete.
• Click OK within the Confirmation.
How do I submit a time off request (absence) for a date that has passed?
Description: Enter a time off (absence) request for a back-dated absence.
Guided Steps: Self Service > Me > Time and Absences > Add Absence
Note: You can submit a time off request for a date in the past that has not already been
submitted.
• Click on Add Absence.
• Click the Type drop-down menu.
• Select Type to choose the appropriate absence type.
• Enter a Start Date and Duration for the date of absence (in the past).
• Enter an End Date and Duration to request multiple days.
• Click on Edit Entries when applying for multiple days to edit individual hours.
• Use the pencil icon to adjust the hours for each day.
• Select the required Reason for your time off.
• Click Submit when complete.
• Click Yes within the Warning notice, and OK within the Confirmation.
How do I view my time off requests?
Description: View all existing time off requests and the request status that have been entered
during the current plan year.
Guided Steps: Self Service > Me > Time and Absences > Existing Absences
• Click on Existing Absences.
17 | P a ge T a k e m e t o T a b l e o f Cont en t s
• Review absence requests within the Existing Absences list.
Note: Existing Absences list will default to the current plan year.
• Absence request statuses include:
o Awaiting approval: Request is pending supervisor approval.
o Completed: Date of absence has passed; request is complete.
o Denied: Supervisor has not approved (rejected) the request.
o Saved: Request is entered but not sent for approval.
o Scheduled: Future time off (request has been approved).
o Withdrawn: Employee has withdrawn (deleted or cancelled) the request.
• Use the timeframe drop-down or use Search by type or status to filter the absence
request list.
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How do I delete a time off request (before the date of absence)?
Description: Delete a multiple-date and duration time off request.
Guided Steps: Self Service > Me > Time and Absences > Existing Absences
Note: You cannot delete a time off request after the date of absence has passed. This action
will need to be completed by your supervisor.
• Click on Existing Absences.
• Locate the absence request to be deleted.
• Click the pencil icon to open the request for editing.
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• Click Delete at the top of the screen.
• Click OK on the Confirmation message.
How do I add a date to my existing time off request (before the date of
absence)?
Description: Add a date to an existing time off request before the date of the absence.
Guided Steps: Self Service > Me > Time and Absences > Existing Absences
Note: If you need to add a date to an absence that has already passed, you will need to add this
as a new absence request. See above section for “How do I submit".
• Click on Existing Absences.
• Locate the absence request.
• Click the pencil icon to edit the entry.
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• Click Add.
• Use the calendar icon to select the appropriate date.
• Adjust the hours if required, then click OK.
• Click Submit when finished.
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• Click Yes on the Warning message, then OK on the Confirmation.
How do I edit dates or hours on my existing time off request (before the
date of absence)?
Description: Edit dates or hours a time off request before the date of the absence.
Guided Steps: Self Service > Me > Time and Absences > Existing Absences
Note: You cannot edit a time off request after the date of absence has passed. This action will
need to be completed by your supervisor.
• Click on Existing Absences.
• Locate the absence request.
• Click the pencil icon to edit the entry.
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• To edit individual dates click Edit Entries.
• Click the pencil icon for each date entry.
• Edit individual calendar dates or hours as necessary.
• Click OK when finished.
• Click Submit.
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• Click OK on the Confirmation.
How do I delete individual dates from my existing time off request (before
the date of absence)?
Description: Delete individual dates in a time off request (with multiple dates) before the date
of the absence.
Guided Steps: Self Service > Me > Time and Absences > Existing Absences
• Click on Existing Absences.
• Locate the absence request.
• Click the pencil icon to edit the entry.
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• Click the pencil icon for the individual date to be deleted.
• Click Delete for the individual date selected.
• Review your request looks correct and click Submit when finished.
• Click Yes on the Warning message.
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• Click OK on the Confirmation message.
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