Adding an Employee 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 in the left pane to open a screen to add a new employee request.
- Use the Employee Search page to enter criteria to locate the employee record.
From the results list, select the employee by clicking on the 
icon to the left of the employee record.
- From the
Classification field, select the Unavailability option from the menu.Indicates the type of unavailability request submitted by the employee (Unavailability or Recurring Unavailability).
- Enter the Range Begin Date and Range Begin Time to indicate the date and time of the beginning of the unavailability time frame.
The time of day on the Range Begin Date that the unavailability request is to begin, expressed in 24-hour format.
The date the unavailability request date range is to begin. Note: This date must fall within the allowable date range for submitting unavailability requests.
- Enter the Range End Date and Range End Time to indicate when the unavailability request ends.
The time of day (expressed in 24-hour format) on the Range End Date that the unavailability is to end.
The day the unavailability request range is to end.
- If using the Request Off Replacement 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. More About the Request Off Replacement Feature.
Authorized users can enter either a non-productive Activity Code or a non-productive Pay Code into this screen to indicate the code that should be scheduled and/or paid during the date range of the unavailability request. When the request is approved, the Create Schedule Process will enter the Activity Code or Pay Code directly into the schedule on the following days:
- Days the employee has a core rotating schedule when running core schedule passes.
- Days that the employee would ordinarily be scheduled when running need-based passes.
- Days that match the days of the week for recurring unavailability, if the employee would ordinarily be scheduled either with a core schedule or a need-based schedule.
Note: Organization Unit Indicator, Schedule Process, Schedule Standard 4 is used to determine if the Replacement Activity function is activated when the Create Schedule Process is run. If this feature is not enabled, the Pay Code and Activity Code fields are not visible. More About Organization Unit Indicator Schedule Process, Schedule Standard 4.
Organization Unit Indicator Schedule Standard 4 determines whether the Request Off Replacement feature is being used by the organization unit when the create schedule process is run.
Note: This feature only ADDS replacement activity codes/pay codes to a schedule--it will NOT REMOVE existing activity codes that are already scheduled and replace them with new codes. Hint: An employee schedule can be cleared first and then the scheduling process re-run to populate the replacement activity codes/pay codes.
Valid Indicator Options:
N
|
The schedule process does not use the request off replacement feature
|
P
|
The choice is not made at this level. Refer to the parent organization unit to determine the setting.
|
Y
|
The schedule process uses the request off replacement feature.
|
This indicator is found in the Configuration screen>Organization Unit card>Organization Unit screen>General section>Indicators tab>Schedule Process category card.
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.
- Enter a Reason for the request, for example "Vacation".
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).
Employee
The name and employee code of the employee requesting the unavailability.
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.
Range Begin Date/Effective Date
The date the unavailability request date range is to begin. Note: This date must fall within the allowable date range for submitting unavailability requests.
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.
Range Begin Time
The time of day on the Range Begin Date that the unavailability request is to begin, 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.
Range End Date
The day the unavailability request range is to end.
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.
Range End Time
The time of day (expressed in 24-hour format) on the Range End Date that the unavailability is to end.
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).
Expiration Date
The date that the recurring unavailability request is to expire.
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.
Reviewer Comments
Free-form typing field that allows the supervisor to add any comments or additional information on the handling of this request.
