Last modified by: Peregrin Maksimovich -
Managing Time Off Requests
Time Off Request is a free tool that lives right in your Schedules. Time Off Requests is an efficient and paperless way for employees to request time off and managers to view, approve and or adjust requests. Notifications, accrual balances, and request history are also available.
In order for your organization to use Time Off Request features it must be enabled and the employee and supervisor must have the appropriate security roles and department access. Contact the Includables if you require access.
Contents
Reviewing an Employee's Time Off History and Balances
Time Off Shifts and Matching Vacant Shifts Displayed In Scheduling
Employee and Manager Setup For Time Off
Employee Default Day Off Length and Shift Behaviour
Employee Security Role Required to Submit Requests
Manager Security Role Required to Approve Requests
Setting the Primary Supervisor for a Program or Department
Reviewing Requests
To review time off requests submitted by your team members, from the Home page
1. Select Review Time Off Requests. You can click on thebeside the link to open a new window.
2. Use the Department, View and Date filters to select what Time Off Requests are shown in the list, then Click Find. Select View Details for the request to be reviewed. The drop down arrow beside the View Details link will show shift details of the submitted request. (Note if your organization bids for vacation by seniority you can also sort the list by the Seniority column).
If a large number of records are shown, you can filter by any column to reduce the list by a specific criteria, or filter the Start Date of the list of requests.
3. Review the request and confirm if there is time available in their accrual. You can then set the Request Status to Approved, Denied, or set to Pending Shift Cover if you need to look for coverage first.
Note: When selecting Pending Shift Cover, the following text will be inserted into the Reviewer Notes section automatically - "Reviewing coverage. You will be notified if your request is approved."
Add any additional notes and then click Send Response.
Note that a request can not be approved if shifts within the request have already been modified in Daily Approval or Time Entry. Changes to these shifts must be made in Daily Approval. The request record can still be denied.
Reviewing an Employee's Time Off History and Balances
To get more detail on an employee's future or past requests, access the employee's profile page.
- Choose the Time Off tab
- Select the accrual type to review
- Set the period if necessary and choose Find
Time Off Shifts and Matching Vacant Shifts Displayed In Scheduling
Time Off Request Shifts
Once approved, time off shifts are inserted automatically into the schedule and are hatched in pink and will appear with an icon when viewing the shifts in the active department.
Vacant Shifts
If a vacant shift is created via Time Off Request, a note of who the shift is covering for will be visible when you hover on the shift. When you edit this vacant shift, a banner will also be present with this same notification.
Employee and Manager Setup For Time Off
Employee Default Day Off Length and Shift Behavior
If the employee has a schedule, you can choose by default to have the scheduled shift(s) set to time off based on the period the employee chooses or to a predefined standard length.
You can adjust their standard day length that will be inserted if they request a full day by overriding the default length set for the organization, for example a 10 hour shift starting at 7:00 am as shown below.
To adjust an employee's settings:
- Access the Time Off tab
- Choose to override the default settings
Employee Security Role Required to Submit Requests
To enable the role for an employee to begin submitting time off requests, from their employee profile choose Edit User ID and add the following Role to their security.
Manager Security Role Required to Approve Requests
To enable the approval role for a supervisor, from the employee profile for the supervisor choose Edit User ID and add the following Role to their security.
Setting the Primary Supervisor for a Program or Department
All users with the Manager - Time Off Review Add-On role and access to the department the employee request originates from will be able to approve the request, however only the primary department supervisor will receive an email notification.
To set the primary supervisor go to Organization Details and then Payroll Department and choose the department you wish to set, then choose scheduling and scroll down to access the setting. Note that you must have administrative access to change this setting.
