Leave Bidding

Leave bidding is the process of selecting dates for vacation or other leave in advance, with an award process (or processes) governed by organizational or union rules. Employees are ranked by seniority (or similar method) and leave is awarded in that order. An organization might award leave in several "rounds", each with different rules or constraints. Availability of leave dates can be constrained by limits on the day, the leave type, or the employee's available balance.

Employees may choose to enter "alternate" choices such that two choices are either/or in the assignment process. For example, having a first choice of the 2nd week in July, with the alternate choice being the 3rd week in July. The system could assign the first OR second, but not both.

The start page for leave bidding is the List page, found in the menu under Bidding > Leave Bids > List.

Selecting a Bid

Using the menu, open the Leave Bids List page. Then click on the name of the bid, or one of the page links (Home, Search, or Bid Sheet). Once a bid is selected, the other pages in the menu will load for that bid.

Home Page

The home page for a bid shows setup information and any messages for the bid. Your overall rank is listed under "My Status". Please note the "round rules" located at bottom-left. (In this case there's one round: R1.) This section will describe what the constraints for awards are for each round.

Viewing Dates (Search)

The Search page lists all lines and related information. If the bid is accepting choices, then buttons are available for adding new choices and editing existing ones.

Depending on the settings, you may be able to view by Week or Day, or by List. The "List" view is based on a pre-defined list of date ranges available for leave. For Week and Day, the organization may allow week-at-a-time or even employee-selected date ranges.

There are several links to click on for additional information. Each option is summarized below.

Other Choices

Click the button (with count) in the "Bids" column to see a list of other employee's choices. Depending on the settings, the names of other bidders may or may not be listed. If you have bid on those dates, your name will appear in the list.

Add Choice

The last column provides buttons to add choices. To add a new choice:

1. Click Add button in last column
2. Select dates or a date range
3. Select a Leave Type
4. (Optional) Select the choice number (priority)
5. (Optional) Enter an alternate choice number
   • If using alternates, the primary choice number should match an existing choice
6. Click Save

Edit Choice

The "My Bids" column provides buttons to edit or delete your choices. To edit a choice:

1. Click the 1st, 2nd, etc. button in the "My Bids"
2. (Optional) Select the choice number (priority)
3. (Optional) Enter an alternate choice number
   • If using alternates, the primary choice number should match an existing choice
4. Click Save

To delete the choice, click the Delete button.

Bid Sheet

The bid shift page lists your bids in priority order. The first column provides links to edit the choice.

The summary at the top lists the leave type(s) and hours remaining of the total hours available.

The PDF button at the bottom generates a PDF file for download of the page. This is useful to save a non-editable record of the final bid sheet.

Balances

The balance page provides details about leave types and the total (Quota) available. The Granted, Taken (granted dates in past), and Remaining values are listed for both Hours and Days (if enabled).

History

The history page lists edits to employee data and choices. This page is read-only and provides a log the changes that might affect the results of bidding. The timestamp fields at the top allow filtering to certain time spans. The "By" and "For" fields allow limiting to certain text (names) in the history.