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To add a new time-off request, you can either (a) click the ‘Request Time Off’ links, or (b) Right-mouse-click anywhere in the time-off request panel.
Click the desired Start Date on the calendar to populate the Start Date.
Click the desired End Date on the calendar to populate the End Date.
Select the type of absence from the ‘Reason’ dropdown by clicking on the the field.
Add a note describing the purpose of the time-off request. (Optional)
Clicking Send Request will add the request to the calendar where it will display in yellow until approved by the Supervisor, at which time it will display on the calendar as a green bar.
Approved time-off requests will appear on the calendar as green bars. Unapproved time-off requests will appear as yellow bars, and Global Special Days (Holidays and other scheduled company-wide closures) display in red.
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Select an unapproved employee time-off request (indicated by the blue check in the ‘Request’ column and the request displays in yellow)
Right-mouse-click to open the pop-up context menu.
Select ‘Approve Request’ from the menu.
Populate the ‘Response’ and ‘Note’ fields if desired, and click ‘Approve’.
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Reject Request
Follow steps 1 and 2 above.
Select ‘Reject Request’ from the pop-up context menu.
Provide a reason for rejecting the time-off request.
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Holidays and other Calendar Special Days
Holidays and other scheduled company closures can be added ad hoc throughout the calendar year. However, you may find it more efficient to take about 10-15 minutes each December to enter at least the known holidays that your organization will observe in upcoming new year.
Creating the Calendar Special Days by themselves, does not automatically create employee labor records for the day off. You will need to copy the records to the Payroll Group(s) that you wish to record labor records for (ideally during the pay period that the special day is observed).
Copying the Calendar Special Days to the Payroll Group(s) will generate transactions that will appear in the ‘Transaction’ records panel of the Time Off tab.
Here is a typical scenario:
Your company observes multiple holidays each year, and they want the employees to be able to take that time off as paid time-off without having to use banked hours from their ‘Vacation’, ‘Sick’, or ‘PTO’ hour banks.
However, you don’t want employees to have to be responsible for creating their own punches for the holiday. You want the system to automatically account for them, and reflect the paid ‘Holiday’ hours on your labor reports for that particular payroll period.
So, you create a ‘Global’ day off such as ‘New Year’s Day', you enter the date that the holiday is observed (i.e., Monday, January 1, 2024), and you enter 8.00 hours to be paid out as holiday pay.
Now, sometime during the payroll period the holiday falls in, you will run ‘Copy to Allowed Time Off for Payroll Group(s)’ to apply the 8.00 hours to selected payroll group(s) that align with your organization’s policies (i.e., Hourly-F/T).
Note: If you copy the Calendar Special Day to a payroll group that represents salaried employees, you’ll end-up with 8.00 hours of holiday pay, so you’ll probably want to adjust the ‘Regular Hours’ by subtracting 8.00 hours, to total 40 for the work week (32.00-Regular time and 8.00 Holiday).
Before you begin, make sure you have Payroll Groups setup and assigned to every employee. See the bottom for more details on how to create Payroll Groups.
How to copy Calendar Special Days to create time-off transactions:
This example demonstrates the process described in the typical scenario above using ‘Holiday’ as the example. However, the process is the same whether the Calendar Special Day is a holiday, a closure due to a snow storm, or closure due to maintenance.
Right-click on the selected holiday to pop-up a context menu.
Select ‘Copy to Allowed Time Off for Payroll Group(s)’ from the pop-up menu.
Confirm the Qty of Hours per day = 8, and click ‘OK’.
Select ‘Holiday’ from the time off type.
Select one or more Payroll Groups to apply the holiday to, and click ‘Close’.
Click ‘OK’ on the Process-Complete notification.
You will now see the Holiday listed in Transactions for the observed date.
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Setting-up/Selecting Payroll Groups
Navigate to Employees->Labor Tab.
Click the link in the ‘Group’ field to open to the ‘Select a Payroll Group’ popup.
To add a new Payroll Group: Right-click in the panel and select ‘Add’. Otherwise, select an existing Payroll Group and skip to step #5.
Enter a name for your Payroll Group and hit Enter.
Click ‘Close’
