Adding an Employee Recurring Unavailability Request

To add a new employee request, complete the following steps:

1. From the Actions section>Approval card, open the Unavailability Requests screen.
2. Click on the Add button to open a screen to add a new employee request.
3. Use the Employee Search page to open a search screen to locate the employee record.
4. From the results list, select the employee.
5. From the Classification field menu, select the Recurring Unavailability option.

   Indicates the type of unavailability request submitted by the employee (Unavailability or Recurring Unavailability).

6. Enter the Effective Date when this recurring unavailability cycle is to begin. The employee will be unavailable on the days of the week selected starting from this date.

   The date that the recurring unavailability request is to begin.

7. Enter an Expiration Date to indicate the date when this recurring unavailability pattern is no longer in effect.

   The date that the recurring unavailability request is to expire.

8. Enter the Start Time to indicate the starting time of the unavailability time frame on the selected days of the week.

   The beginning of the time frame the employee is unavailable on the days selected for unavailability, expressed in 24-hour format.

9. Enter the End Time to indicate the ending time of the unavailability time frame on the selected days of the week.

   The ending time of the time frame the employee is unavailable on the days selected for unavailability, expressed in 24-hour format.

10. If using the Replace Activity feature, enter either the Activity Code or the Pay Code value to replace the activity code that would ordinarily be scheduled for this employee. Note: This feature only applies when running the scheduling process AFTER the request has been approved.

    The non-productive pay code the employee should receive on the scheduled days during the unavailability request date range. If this field is filled in, the Activity Code field is disabled.

    Note: This field is only visible if the Request Off Replacement Feature is enabled.

    The non-productive activity code the employee should receive on the scheduled days during the unavailability request date range. If this field is filled in, the Pay Code field is disabled.

    Activity codes available in the Field Look Up values are assigned to the employee's home labor distribution AND are set to be non-productive (Activity Code Indicator Schedule Standard 1 is set to N.)

    Activity Code Indicator Schedule Standard 1 determines whether an activity code is productive or non-productive.

    Valid Indicator Options:

    N	This activity code is non-productive.
    P	This activity code is productive.

    Note: This indicator is found in the Configuration section>Scheduling card>Activity Codes screen>Indicators tab>Schedule Process card.

    Note: This field is only visible if the Request Off Replacement Feature is enabled.

11. For each Day of the Week, select either Yes or No to indicate which days this unavailability request affects. For example, if an employee is unavailable from 16:00 to 18:00 on Tuesdays and Thursdays, set the Tuesday and Thursday values to Yes.

    Indicates which days of the week the employee is unavailable. For each day of the week, indicate with a Yes/No response whether the unavailability request pertains to this day. These fields are only enabled for Recurring Unavailability.

12. Enter a Reason for the request, for example "Continuing Medical Education class".

    The explanation for the unavailability request (for example, vacation, continuing education).

13. Click on Save to save the record and submit the request.
14. The screen now displays the action buttons to handle the request (Approve, Cancel, Deny, Pending Review and Delete Request). The user has the option to update the status of this request now, or it can be updated later by the same user or by another supervisor.
15. Enter any Reviewer Comments with additional information on why a request was approved, denied or pending review.

    Free-form typing field that allows the supervisor to add any comments or additional information on the handling of this request.

16. The status of the request can be tracked by the employee on the Home page>My Unavailability Requests screen or on the Employee record>TCS screen>Requests card.