Submitting Employee Leave Report

Issue/Question

I am an employee with Western Kentucky University. How do I submit my vacation and/or sick time on TopNet?

Resolution

WKU ITS is neither responsible for nor involved with timekeeping records at WKU. All timekeeping & related questions should be directed to WKU Human Resources. 
At any time while viewing your leave report, you may click Refresh icon Restart Leave Report to clear all hours from the report, or Clock with user icon Leave Balances to view current leave balances. 
  1. Log into TopNet.
  2. Click Employee Services.
  3. Click Leave Report.
  4. In My Activities section (far right), select Enter Leave Report.
  5. Select your current job record. 
    Note: Disregard cell phone allowance or stipend records. Leave reports are not needed for these. 
  6. Note the following: 
    • Leave Period: Leave period date range should match your pay period.
    • Hours/Days/Units: Total hours reported within the leave report. If you haven't started, this will be blank. 
    • Submitted On: Date which you submitted the leave report. If you haven't submitted, this will be blank. 
    • Status: Reports will display a Not Started, In Progress, Pending, or Completed status. 
    •   icon: Click to view your leave approvers. 
    • Backwards-pointing clock indictating a prior time period Prior Periods: Select to view prior leave report time periods. 
  7. Click Start Leave Report. If you're revisiting a report you've started, click the leave period row. 
  8. Click  or  to locate desired date. 
  9. Click desired date. 
  10. In Earn Code dropdown, select Vacation or Sick.  
  11. Enter hours in Hours field. 
  12. Click Save (bottom right). Hours are saved for selected date only. 
  13. Once saved, you may: 
    • Edit date's leave hours. Click icon, make changes, & click Save. 
    •   Copy same type of leave & exact number of hours to other days within same leave period. Click icon, select days from the calendar, & click Save. 
    • Remove leave code & hours. Click icon, select Yes to deletion prompt, & click Save. 
  14. If you need to report a second leave type for the selected date, click Add Earn Code & repeat steps 10 - 12. 
  15. Once time entry is complete, select Preview. 
  16. Review entries for accuracy. If necessary, click Return to make changes. 
  17. If needed, click Add Comment to add optional comments to approver. 
  18. Click next to "I certify that the time entered represents a true and accurate record of my time. I am responsible for any changes made using my ID."
  19. Click Submit.  
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