Filter button at the top of the
form to display the following filter fields. Select your filter criteria
and click Find.The Time Off Review form is used by supervisors to request, approve, or disapprove time off requests for employees they manage. This form displays the time off requests you make for your employees, and the time off requests employees submit themselves. See Requesting and Approving Time Off.
You can also use the Time Off Calendar pop-up form to display pending and approved time off requests, as well as posted time off events, in a calendar form. The Time Off Calendar allows a supervisor to view the number of scheduled hours and time off hours for a particular day. It also allows the supervisor to quickly see how many time off requests are still pending and require approval or disapproval.
If you have been assigned a Supervisor Role, the actions that you can carry out on the Time Off Review form will depend on the Functional Areas that have been assigned to your role.
Detail Forms:
See Also:
Filtering the Time Off Review Data
Time Off Review Field Descriptions
Calendar Button (Time Off Calendar)
Approve a Time Off Request and Add a Comment
Disapprove a Time Off Request and Add a Comment
Reset a Time Off Request and Add a Comment
The filter area at the top of the Time Off Review form controls which employee time off requests will display on the Time Off Review form and the Time Off Calendar pop-up form.
If you do not use the filter fields, then time off requests will display for all the employees you supervise for the current date and all future dates.
Click the Filter button at the top of the
form to display the following filter fields. Select your filter criteria
and click Find.
Status
Use this Filter field to display only those records with a particular status (Pending, Approved, etc.). The Status field also appears in the grid section of the form to identify the current status of the Time Off request.
Pending: An employee or supervisor has made the request, but it has not yet been approved or disapproved.
Approved: The request has been approved by a supervisor.
Disapproved: The request has been disapproved by a supervisor.
Cancelled: The request has been cancelled by the employee. Employees may only cancel a Pending or Approved request; see Time Off Request for more information.
Expired:
The request was not approved, disapproved, nor cancelled before the
start date of the request. The request 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 has been 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 on 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.
Date Range Type
This field indicates whether to display records for which the Start Date and End Date range includes the current date and Future dates, Past dates, or All dates.
Future: Displays time off requests that include the current date and all future dates in the Start Date/End Date range.
Past: Displays time off requests for the current date and all prior dates in the Start Date/End Date range.
All: Displays all time off requests, regardless of the Start Date/End Date range.
For example, a time off request has the Start Date 8/3/2018 and an End Date of 8/10/2018. On 8/6/2018, the supervisor opens the Time Off Review form. The 8/3 to 8/10 request will display regardless of the Date Range Type, because this request includes the current, past, and future dates. On 8/11/2018, however, the supervisor will need to select the Date Range Type of All or Past to display the 8/3 to 8/10 request.
Employee
Use the Employee field to search for employees by their first name, last name, or employee number.
You can use the * or % wildcard symbol in this field to search using partial values. The wildcard symbol can be placed anywhere in your search value to represent unknown characters. For example, to find employees whose first name, last name, or employee number starts with the letter b, enter b*. To find employee numbers (or first and last names) that include 007, enter *007*.
Facility
To view only those employees assigned to a specific Facility Group, select the Facility Group from this drop-down list.
Use this field to determines which managerial type the records are sorted by.
Include Direct
When this box is selected, persons that report directly to the logged-in supervisor via Employee Group type DIRECT_MANAGER are included in the results. This check box applies to the Supervision Type filter.
Employee, Employee Name
In the grid section of the form, the Employee and Employee Name fields display the person number, first name, and last name of the person for whom the time off will be posted.
Status
The Status field in the grid section of the Time Off Review form identifies the current status of the Time Off request. This field is also used in the Filter area of the form. See Filtering the Time Off Review Data for descriptions of these statuses.
Type
When an employee or supervisor creates a time off request, the Type will be Schedule.
When an employee requests to cancel an approved time off request or modifies an approved time off request, the Type will be Cancel.
Event
This is 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 identifies the Balance from which the selected Event will draw its hours. Available options are defined for the selected Event on the Leave Type tab of the Events form.
Start Date, End Date
These 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.
A person will not be able 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 indicates whether the time off request is for a Full Day, Half Day, or an Hours Amount.
The number of hours in a Full Day or Half Day request are based on the person's schedule.
When you select Hours Amount, you must enter the number of hours in the Duration field. If the employee's Time Off Request Policy includes Time Off Request Duration records, you can only enter these specific duration amounts in the Hours Amount field. You must also enter the Start Timestamp for these hours.
Duration
If the time off request is for an Hours Amount, the Duration is the number of hours for which the person is requesting time off. For Full Day and Half Day time off requests, the Duration is not applicable.
If the employee's Time Off Request Policy includes Time Off Request Duration records, you can only enter these specific duration amounts in the Hours Amount field when making a time off request.
Service Date
The Service Date indicates when the employee started their service. This date is defined on the Employee form.
Start Timestamp
Start Timestamp indicates what time of day the requested time off starts.
If you select Half Day or Hours Amount for the Hours Type when making a time off request, you must enter a Start Timestamp. The Start Timestamp plus the number of hours off must be within a person's schedule.
If you select Full Day for the Hours Type when making a time off request, the Time Off Review form will display the person's scheduled start time in the Start Timestamp field.
Request Comment
This displays any comments that were entered when the time off was requested.
Date Created, Created By
These fields identify when the request was submitted and 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 > Manage >Time Off Review.
If necessary, click the Filter
button to display the filter fields.
Use the filter fields to select the employees whose time off requests you want to view. See Filtering the Time Off Review Data for more information.
Click Find.
The employee time off requests appear in the grid.
You can click the Calendar button to view these time off requests as well as holidays in the Time Off Calendar.
You can use the Person Balance tab to display a selected person’s balances for time off such as vacation, sick, and personal days.
You can use the Action history tab to display details about a selected record, such as when it was approved, disapproved, or reset, as well as any comments added by the supervisor.
Click Main Menu > Manage >Time Off Review.
Use the filter fields to select the employees whose time off requests you want to view.
In the grid section of the form, select the requests you want to approve. Press the CTRL key and click to select multiple records.
Click the Approve button.
Click OK to confirm the approval.
The Status of the request will change to Approved.
Click Main Menu > Manage >Time Off Review.
Use the filter fields to select the employees whose time off requests you want to view.
In the grid section of the form, select the requests you want to approve with comments. Press the CTRL key and click to select multiple records.
Click the Approve w/Comment button.
Enter your comment in the pop-up window and click Save.
The Status of the request will change to Approved.
Supervisors can view these comments on the Action History tab of the Time Off Review form. Employees can view these comments on the Action History tab of the Time Off Request form.
Click Main Menu > Manage >Time Off Review.
Use the filter fields to select the employees whose time off requests you want to view.
In the grid section of the form, select the requests you want to disapprove. Press the CTRL key and click to select multiple records.
Click the Disapprove button.
Click OK to confirm the approval.
The Status of the request will change to Disapproved.
Click Main Menu > Manage >Time Off Review.
Use the filter fields to select the employees whose time off requests you want to view.
In the grid section of the form, select the requests you want to disapprove with comments. Press the CTRL key and click to select multiple records.
Click the Disapprove w/Comment button.
Enter your comment in the pop-up window and click Save.
The Status of the request will change to Disapproved.
Supervisors can view these comments on the Action History tab of the Time Off Review form. Employees can view these comments on the Action History tab of the Time Off Request form.
If you want to undo the status of a request you have already approved or disapproved, you can select the record and click the Reset button. This action will return the record to its previous state.
Reset can only be used for Approved or Disapproved time off requests.
If you want to undo the status of a request you have already approved or disapproved and include a comment, you can select the record and click the Reset with Comment button. This action will return the record to its previous state.
Reset with Comment can only be used for Approved or Disapproved time off requests.
Supervisors can view these comments on the Action History tab of the Time Off Review form. Employees can view these comments on the Action History tab of the Time Off Request form.
Click Main Menu > Manage >Time Off Review.
Click Add.
Click the 
button
next to the Employee field
and use the pop-up form to select the person for whom you are requesting
time off.
The Employee Name will appear below the Employee field.
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 Review 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 selected Half Day or Hours Amount as your Hours Type, enter the Start Timestamp when the requested time off starts. The Start Timestamp plus the amount of time off must be within the employee's schedule for the day.
Enter a comment in the Request Comment box (optional).
Click Save to return to the Time Off Review form. You can approve/disapprove the record immediately.