Overview
Beginning in Fiscal Year 26, supervisors are required to review and approve exempt staff time-off requests in 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:
- Reviewing time-off requests
- Approving or rejecting requests
- Understanding request statuses and filters
Accessing Gustavus Self-Service
- Navigate to https://selfservice.gustavus.edu
- Enter your Gustavus username and click Continue
- Sign in using your Gustavus Google account
- Click Employment
- Click Employee
- Click Leave Approval
Viewing Leave Requests
Once in the Leave Approval module:
Main Window
- Displays employee requests that require attention
- Shows leave type, dates, hours requested, and status
- Click View to see detailed information about a specific request
Left Panel
- Displays a list of leave requests
- Allows you to filter by status:
- Submitted – Requests requiring action
- Approved – Requests you have approved
- Rejected – Requests you have rejected
- Important: If you do not see expected requests, review your filter settings.
Reviewing Leave Details
When you click View on a request, you will see:
- Employee leave balance
- Pending hours
- Requested hours
- Effective balance after approval
- Any employee comments associated with the request
Approving or Rejecting a Request
To approve a request:
- Click Approve
- The employee will be notified of the approval
- The request will be removed from the Submitted list
To reject a request:
- Click Reject
- Enter a reason for rejection
- Click Reject to confirm
- The employee will be notified of the rejection
Withdrawing a Submitted Request
If an employee changes their mind after submitting a request:
- The supervisor must click Reject
- In the comments, enter:
- Employee withdrew request
Managing Requests from the Main Screen
Supervisors may also approve or reject directly from the request list screen without opening the full detail view.
When to Contact Support
- For technical issues: Contact the GTS Helpline
- For questions about leave balances, policy, Earned Sick and Safe Time, or PFML: Contact the Office of Human Resources
Exiting the Leave Approval Module
- Click the Leave Approval breadcrumb at the top of the screen
- Close the browser window
Video Tutorial
https://youtu.be/k3MLKSuXcJE