Exempt Staff: Requesting Time-Off in Gustavus Self-Service

Overview

Beginning in Fiscal Year 26, exempt staff are required to submit time-off requests and track vacation and sick/safe time balances using Gustavus Self-Service. This change supports compliance with new state requirements, including Earned Sick and Safe Time and Minnesota Paid Family and Medical Leave (PFML).

This document provides step-by-step instructions for:

  • Viewing leave balances

  • Submitting time-off requests

  • Understanding request statuses

Accessing Gustavus Self-Service

  1. Navigate to https://selfservice.gustavus.edu

  2. Enter your Gustavus username and click Continue

  3. Sign in using your Gustavus Google account

  4. Click Employee

  5. Click Leave

Viewing Leave Balances

Once in the Leave module:

Upper Left

  • Vacation: Your available vacation hours

  • Sick: Your Employee Sick and Safe Time hours

  • Displays hours used and remaining balances

Upper Right

  • List of submitted leave requests

  • Displays request status (Draft, Submitted, Approved)

Main Window

  • Detailed summary of vacation and sick/safe time

  • Click any link for additional detail

Requesting Time Off

  1. Click Request Leave in the upper right

  2. Under Leave Type, select the appropriate option:

    • Vacation

    • Sick

  3. Enter a Start Date (type manually or select from the calendar)

  4. Enter an End Date (type manually or select from the calendar)

  5. Confirm the dates displayed below

  6. Enter the number of hours for each date requested

    • Requests must be entered in 4-hour or 8-hour increments

  7. (Optional) Click Comments and add additional information

Saving vs. Submitting a Request

  • Save

    • Saves the request as a Draft

    • Does not send the request to your supervisor

    • Recommended if you need to review or return later

  • Submit

    • Sends the request to your supervisor for approval

    • Submitted requests cannot be deleted

  • Delete

    • Cancels a request only if it has not been submitted

** Important: Once a request is submitted, it cannot be deleted. Verify all dates and hours before submitting.

Managing Draft Requests

  • Draft requests appear in the upper left with a status of Draft

  • To submit a draft:

    1. Open the request

    2. Click Submit

To request additional time off:

  • Click New Request in the upper left

  • Repeat the request process

Request Approval & Notifications

  • Submitted requests are routed to your supervisor for approval

  • You will receive an email notification once your request has been approved

  • Approved requests will appear in the main Leave window

Exiting the Leave Module

  • Click the Leave breadcrumb at the top of the screen
    or

  • Close the browser window

Video Tutorial

https://youtu.be/PCHHP5-yLVA 

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