Filter
button on the Time Off Request form to display the Status
drop-down list. Use this field to display only those records with a particular
status (Pending, Approved, etc.).Detail Forms:
The Time Off Request form allows employees to request time off. A supervisor can then approve or disapprove the request using the Time Off Review form. The status of the time off request will then be updated for the employee to see on the Time Off Request form.
Note: Employees can also request time off by posting a PTO:REQUEST event or a PTO_REQUEST_VIEW event in the client terminal or Web Time Clock. A supervisor can also request time off for an employee using the Time Off Review form. See Requesting and Approving Time Off for more information.
An employee can modify and cancel a Pending and/or Approved time off request. When an already approved request is cancelled, the originally approved request record will stay on the form as is and new record with type Cancel will be added to the form. When an already approved request is modified, the originally approved request will stay on the form; a new record with type Cancel will be added to the form; and a pending request with type Schedule will be created.
Employees can only modify Approved or Pending requests with type Schedule. Employees cannot modify Disapproved requests or requests with type Cancel. Employees can only cancel Pending and/or Approved requests.
See Also:
Time Off Request Field Descriptions
Requesting and Approving Time Off
Status
Click the Filter
button on the Time Off Request form to display the Status
drop-down list. Use this field to display only those records with a particular
status (Pending, Approved, etc.).
The Status field also displays in the grid section of the form to identify the current status of the Time Off request:
Pending: An employee or supervisor made the request but it has not yet been approved or disapproved.
Approved: The request was approved by a supervisor.
Disapproved: The request was disapproved by a supervisor.
Cancelled: The request was cancelled by the employee. Employees may only cancel a Pending or Approved request.
Expired:
The request was not approved, disapproved, nor cancelled before the
start date of the request. The record is marked expired via the PTO_REQUEST_EXPIRE
service, which searches for expired dates.
Note: No actions are possible
on Expired or Posted requests.
Posted: The approved request was posted by the ATTENDANCE service. Only when the entire range has been considered (some days may not require posting because they are gap days or holidays) does the status change to Posted.
Not Posted: The ATTENDANCE service was unable to post the approved request. For example, if an employee's schedule is removed from the date of the time off request after the request is approved, the ATTENDANCE service will not be able to post the time off.
The Not Posted status will only appear when all the days in the time off request have an Action Type of Not Posted in the Action History tab.
Example 1: A time off request is approved for a range of days. The employee's schedule is then deleted from these days. When the ATTENDANCE service runs, it cannot post the time off to any of these unscheduled days. Each day will have an Action Type of Not Posted. The Status of the request will also be Not Posted.
Example 2: A time off request is approved for a range of days that includes a holiday. The ATTENDANCE service will post the time off for all the days except the holiday. For the holiday, the Action Type will be Not Posted, and for the other days in the request, the Action Type will be Posted. The Status of the request will also be Posted.
Type
A time off request Type can be either Schedule or Cancel.
When an employee or supervisor creates a time off request, the Type is Schedule.
When an employee requests to cancel an approved time off request or modifies an approved time off request, the Type is Cancel.
Event
This field displays the event that will be posted for the time off hours. Available options are defined in the employee's Time Off Request Policy.
Leave Type Code
This field identifies the kind of leave from which the selected Event will draw its hours. Available options are defined for the selected Event in the Balance Code tab of the Events form.
Start Date, End Date
These fields Indicate the year, month, and day when the requested time off starts and ends.
If the time off request is for a past date, you may have to adjust the ATTENDANCE service's MODE parameter so the service will look at past dates and approve the request. In addition, if you are running the PTO_REQUEST_EXPIRE service, make sure this service does not mark the request as Expired before the supervisor has a chance to approve it.
An employee is unable to request time off on a gap day or a holiday (as defined in the person’s Holiday Calendar) unless the day has a mandatory overtime schedule. If the gap day or holiday is in a range of dates being requested, the request may be saved and approved but the ATTENDANCE service will not post the time off event on the gap day or holiday.
Hours Type
This filed indicates whether the time off request is for a Full Day, Half Day, or Hours Amount. Full Day and Half Day hours are based on the person's schedule.
When you select Hours Amount, you must enter the number of hours in the Duration field. If your Time Off Request Policy includes Time Off Request Duration records, you can only enter these specific duration amounts in the Hours Amount field.
When you select Half Day or Hours Amount, you must enter the Start Timestamp for the time off.
Duration
This field is available if you select Hours Amount in the Hours Type field. Duration is the number of hours for which the time off is being requested.
If your Time Off Request Policy includes Time Off Request Duration records, you can only enter these specific duration amounts in the Hours Amount field.
Service Date
This field displays when the employee started their service. This date is defined on the Employee form.
Start Timestamp
This field is available if you select Half Day or Hours Amount in the Hours Type field. Start Timestamp indicates what time of day the requested time off starts. The Start Timestamp plus the number of hours off must be within a person's schedule.
Request Comment
This field displays any comments that were entered when the time off was requested.
Date Created
This field displays the year, month, day, and time of day the request was submitted.
Created By
This field displays the person who submitted the request.
Update Date, Updated By
These fields display when the record was created or updated, and the person who created or updated the record.
Click Main Menu > Self Service > Time Off Request.
To
display only requests with a particular status, click the
Filter button and select the
Status from the drop-down
list.
Click Find.
The time off requests appear in the grid.
Note: You cannot overlap a pending or approved request.
Click Main Menu > Self Service > Time Off Request.
Click Add.
Select the Event and Leave Type Code for the time off.
Enter the Start Date and End Date for the time off. Please refer to the Time Off Request Field Descriptions for information about selecting dates for a time off request.
Select an Hours Type.
If you select Hours Amount, you must enter the number of hours in the Duration field.
If you select Half Day or Hours Amount, you must also enter the time of day when the requested time off starts in the Start Timestamp field. The Start Timestamp plus the number of hours off must be within a person's schedule.
Enter a comment in the Request Comment box (optional).
Click Save to return to the Time Off Request form.
Note: Employees can only modify Approved or Pending requests with type Schedule. Employees cannot modify any Unapproved requests or requests with type Cancel.
Click Main Menu > Self Service > Time Off Request.
Select the approved or pending record you want to change and click Modify.
Modify the necessary fields.
Click Save.
Note that when an Approved request is modified, then:
The originally approved request record will stay on the form as is.
A Pending record with type Cancel will be created.
A Pending request with type Schedule will be created.
Note: Employees can only cancel Pending and/or Approved requests.
Click Main Menu > Self Service > Time Off Request.
Select the pending or approved record you want to cancel and click Cancel.
The record will update with a Cancelled status.
Note: When an approved request is cancelled, the originally approved request record will stay on the form as is and new record with type Cancel will be added to the form.