Adding an Employee Recurring Unavailability Request
To add a new employee request, complete the following steps:
- From the Actions section>Approval card, open the Unavailability Requests screen.
- Click on the Add button to open a screen to add a new employee request.
- Use the Employee Search page to open a search screen to locate the employee record.
- From the results list, select the employee.
- From the
Classification field menu, select the Recurring Unavailability option.Indicates the type of unavailability request submitted by the employee (Unavailability or Recurring Unavailability).
- 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.
- Enter an Expiration Date to indicate the date when this recurring unavailability pattern is no longer in effect.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.
- 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.
- 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.
- 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.
- 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.
- Enter a Reason for the request, for example "Continuing Medical Education class".
The explanation for the unavailability request (for example, vacation, continuing education).
- Click on Save to save the record and submit the request.
- 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.
- 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.
- 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.
Activity Code
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.
Classification
Indicates the type of unavailability request submitted by the employee (Unavailability or Recurring Unavailability).
Effective Date
The date that the recurring unavailability request is to begin.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Pay Code
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.
End Time
The ending time of the time frame the employee is unavailable on the days selected for unavailability, expressed in 24-hour format.
More About Time Value Fields
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
Reason
The explanation for the unavailability request (for example, vacation, continuing education).
Reviewer Comments
Free-form typing field that allows the supervisor to add any comments or additional information on the handling of this request.
Start Time
The beginning of the time frame the employee is unavailable on the days selected for unavailability, expressed in 24-hour format.
More About Time Value Fields
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
Sunday - Saturday
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.
