Report absences and leave requests

Guides under development

The guides for employees and managers in KTH-HR are under development and will be updated during the fall of 2024.

Photos in English

The photos explaining the different steps will be updated in English where it´s applicable. However, many steps will be shown in Swedish as it reflects the view in KTH-HR.

Make sure that you have taken part of the routine for abscence and leave before you register this in KTH-HR.

If the view in the system doesn’t match the guide, it could be due to that you have different settings for how tabs are displayed. You can try to change your personal settings .

Report absences and leave step by step

When registering absence or leave, there are two ways to navigate to the absence reporting section in the system.

You can either go through the "Employee" tab (Medarbetare) or use the shortcut.

Register absence via the "Employee" tab

1. Start by clicking on "Employee" (Medarbetare) tab and "My Working Hours" (Min arbetstid) at the top of the page.

Register absence via the shortcut

1. Start by clicking on the green symbol, the shortcut "My Working Hours" (Min arbetstid). The shortcut is located on the desktop of the homepage when you click on "Medvind" and "Start".

Steps after selecting the "Employee" tab or the shortcut

You follow the same steps to navigate to the absence report, after you have chosen the "Employee" tab or the shortcut.

1. Click on "My Working Hours" (Min arbetstid). A new window will open.

2. Click on the "Leave Application" (Ledighetsansökan) tab.

3. Click on "Add" (Lägg till) in the corner next to the tab for "Leave Application" (Ledighetsansökan).

4. Select the type of absence reason (Frånvaroorsak) from the dropdown list, for example "Leave of absence" (Tjänstledighet) or "Vacation" (Semester).

NOTE – temporary warning

Regarding vacation

Until 26 November 2024, a warning message will appear when you enter vacation days. This is because vacation balances are not visible until 26 November. You can still submit your vacation request despite the warning. When asked, you need to  click "Yes" when you see the question "Do you want to proceed anyway?"to continue and enter your vacation days.

5. Select the start and end date in the calendar. After this you follow the next step and chose one of the alternatives, depending on if your absence or leave is at 100 % or if your leave is less than 100 %.

If your absence or leave is at 100 %

1. If the extent of your absence or leave is 100 %, leave the "Refer to partial leave" (Avser partiell ledighet) and "Extent" (Omfattning) field blank.

2. Click "Save" (Spara).

If your absence or leave is less than 100%

1. If the extent of your absence or leave is less than 100 %, click the box for "Refer to partial leave" (Avser partiell ledighet). 2. Then you fill in the "Extent" (Omfattning) of your absence in percentage, and add "Comment" fields. Then click "Save."

After you have saved your absence report/leave request

1. After you have followed the steps to report absence or a leave request, the leave request has been forwarded to your manager for approval.

2. The window will close automatically, and you will be redirected to the "Leave Requests" (Ledighetansökan) tab. In this tab, you can view the leave requests that you have submitted and the status for each leave request.