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Frequently Asked Questions About EBYS Leave Forms

Electronic Form Transactions

Who Can Fill Out the EBYS Leave Request Forms?

The Annual and Excuse Leave Request Forms available in EBYS can be filled out by the following personnel working at our University:

Academic Staff:

  • Faculty members

  • Lecturers

  • Research assistants

  • Contracted foreign academic staff

Administrative Staff:

  • Civil servants

  • Contracted personnel employed under Article 4/B of the Civil Servants Law No. 657

  • Project-based contracted personnel employed for the duration specified in their contracts

  • Postdoctoral contracted researchers

  • Permanent and temporary workers

What Are the General Rules Regarding Leave Request Forms to Be Filled Out in EBYS?

You can access the information document regarding annual and excuse leave request forms to be filled out in EBYS via this link.

I Will Fill Out a Leave Form in EBYS, How Can I Access the Form?

Log in to EBYS via https://ebys.metu.edu.tr. If you experience problems logging in, please check the information at:https://faq.cc.metu.edu.tr/faq/how-can-i-log-ebys. EBYS can be accessed off-campus via VPN.
After logging into the system, you can access the relevant form by clicking on the "E-Forms > Leave Forms" menu on the left and selecting either the Annual Leave Form or Excuse Leave Form.

What Should I Pay Attention to When Filling Out the Leave Form in EBYS?

Personnel information (Registration No, Name, Surname, Status, Title, Unit) and leave entitlement data (Transferred Days from Last Year, Entitled Days This Year, Total Days, Used Days This Year, Remaining Days) in the leave form are instantly retrieved from the Human Resources Management System (HRMS).
Therefore, it is sufficient to fill in or select only the information related to your leave request (Leave Duration, Start Date, End Date, Return to Work Date), contact information (Phone Number, Address), optionally the “User to Delegate”, and the supervisor to whom you will send the form, in accordance with the on-screen warnings.

Fields marked with an asterisk (*) in the form are mandatory.
The end date of the leave should be the last day of leave.
The “return to work date” after annual or excuse leave must be the first working day following the end date of the leave.

For example, for a 5-day leave starting on Monday, January 18, 2021, and ending on Friday, January 22, 2021, the start date should be 18.01.2021, the end date should be 22.01.2021, and the return to work date should be Monday, January 25, 2021.

Employees working in shifts should select the relevant checkbox on the form before choosing their dates.
If a leave duration different from a full day is needed (e.g., 0.5 day, 1.5 days), leave can be used with supervisor approval.

The personnel filling out the leave form can choose the person who will act as a deputy from the list that appears when clicking the arrow next to the "User to Delegate" field.
This list displays all university personnel; you can type the name of the person in the "Search" field to find and select them.
Only one person can be assigned as a deputy through the leave form.
If more than one person will be assigned as a deputy, additional definitions must be made via the EBYS delegation section: https://faq.cc.metu.edu.tr/faq/how-assign-proxy-edms.
The delegation defined in the leave form will be automatically recorded by the system.

To submit the form, the manager displayed in the "Manager Information" section must be selected.

I Filled Out a Leave Form in EBYS, How Can I Check Its Status?

You can access all the leave forms you have filled out in EBYS under the "Leave Form" heading by navigating to Workflow Management > History in EBYS.
If you cannot see your forms, make sure to adjust the date filter to include the date range during which you submitted the form.
To view your own submitted forms, select "Sent" from the "Type" field on the same screen.

Managers should also select "Sent" in the "Type" field to view the forms they personally submitted.
("Approvals" shows the leave forms approved by the manager for their unit personnel, while "Sent" shows the manager's own forms.)

I Need to Return Earlier or Later From Leave; Can I Modify the Dates on the Form?

If you will return from leave earlier or need to extend your leave, you must cancel the ongoing leave form via the "Leave Cancellation" section under "E-Forms > Leave Forms" in EBYS.
After clicking the "Leave Cancellation" link, select the form you wish to cancel from the screen and click the “Cancel” button to proceed.
Once a form is canceled, the process cannot be undone; make sure you want to cancel before proceeding.
After the form is canceled, you must fill out a new annual or excuse leave form according to the updated dates and submit it again for approval.

As of April 10, 2023, a new regulation regarding the “Leave Cancellation Process” has been introduced by the decision of the General Secretariat.

According to this regulation:

For changing leave dates or canceling a leave after the form has been submitted:

  • If the “return to work date” has not yet passed, the form can be found under the “Leave Cancellation” section and the cancellation process can be initiated.

  • If the form has not yet undergone the “Leave Processing” step, it can be canceled directly by the employee without manager approval.

  • After cancellation, the workflow ends. If leave is to be used on different dates, a new leave form must be submitted.

If the “Leave Processing” step has been completed and you wish to cancel the form due to reasons like extending the leave, ending it early, or submitting a medical report:

  • If the return to work date has not passed, the form can still be found in the “Leave Cancellation” section and cancellation can be initiated by the employee.

  • The cancellation request will be forwarded to the immediate supervisor for approval.

  • If the supervisor approves, they can cancel the form by clicking the “Cancel” button.

  • After cancellation, the workflow ends and a new form should be submitted.

Leave forms with a return to work date that has already passed cannot be canceled and thus will not appear in the “Leave Cancellation” section.

I Needed to Get a Medical Report During My Leave. What Should I Do About My Leave Form?

If you receive a medical report during your leave and the return to work date in the form has not yet passed, you should cancel the ongoing leave form as described above and fill out a new leave form covering the period up to the report date.
However, if the return to work date in the form has already passed, the form cannot be canceled. In this case, you must apply to the Personnel Department officially via written correspondence.

When I Try to Fill Out a Leave Form, I Receive the Warning: "Your previous form with document number 2020-IZIN-XXXXX is still in workflow." What Should I Do?

This warning means that there is already an active leave form of the same type in workflow.
Only one leave form of the same type can be active at a time.
To create a new form, you must cancel the existing one indicated in the warning via the Leave Cancellation process or contact your unit secretary/manager to finalize it.

What Do the Emails Sent to My Address About EBYS Leave Forms Mean?

At each step related to the filled leave form, an email notification is sent to the personnel who filled out the form, the managers, and the delegated person.
Similarly, when a leave form is canceled, all managers who approved the leave and, if any, their secretaries are notified via email.
The form referenced in the email notification can be accessed by clicking the link in the email content or by logging in at https://ebys.metu.edu.tr, and action can be taken if necessary.
If you are receiving an excessive number of emails related to leave forms, you may refer to the following link for information and instructions on how to unsubscribe:
https://faq.cc.metu.edu.tr/faq/i-am-receiving-excessive-number-emails-related-edms-my-email-address-how-can-i-unsubscribe-or

Do I Need to Print the Leave Form I Filled Out?

Under normal circumstances, it is sufficient for leave requests to be submitted and approved electronically through EBYS, and therefore printing is not required.
However, if needed, a printed copy of the leave form can be obtained at any stage via the “Print” button on the screen where the form is displayed.
If the printed form needs to be presented to stakeholders outside the institution for any reason, it must be officially approved with a wet signature by the unit manager of the person who filled out the form.

Where Can I Get Support Regarding Leave Forms or EBYS?

The main issue that may be encountered with leave forms is incorrect information displayed in the form.
If you believe there is an error in your leave information, please contact your department/unit secretary.
If the issue cannot be resolved, your department/unit secretary may apply to the PDB (Personnel Department) via official correspondence.
For technical errors encountered while filling out the form (not related to leave information), you can send an email to: ebys-destek@metu.edu.tr

Are There Any Reports Available Regarding Leave Forms?

You can access information about the reports provided to Managers and Secretaries concerning EBYS Leave Forms from the following link:
https://faq.cc.metu.edu.tr/faq/eports-presented-managers-and-secretaries-regarding-ebys-leave-forms