Enter time off (enhanced)

Note: There are two versions of the Enter Time Off slider. The enhanced version is controlled by disabling the Enable Legacy Time Off Experience feature switch and enabling the My Schedule feature switch. Both versions allow you to accomplish similar tasks, but they provide different user experiences.

If the content of this help topic does not reflect your Enter Time Off slider, your system is configured to display the original Enter Time Off slider. See the Enter Time Off (original) topic for applicable information.

Managers use Enter Time Off requests to enter absences on behalf of employees, bypassing the request and approval process. The system automatically calculates the correct duration of the absence based on the employee’s schedule for the day or based on contract hours.

Depending on your system configuration, you may not have access to enter time off for employees whose jobs are not included in your employee group on the date that is being modified. An error message displays when you submit the time off request if you are not authorized to do so.

If you do not have access, you cannot enter time off in the following situations:

  • When a full or partial shift has a job that is transferred out of your Employee Group
  • When there are multiple shifts on the same day where one or more shifts have jobs that are not in your Employee Group
  • When you select a range of dates to enter time off for multiple days, and one or more days have shifts where the job is not in your Employee Group
  • When there is no shift scheduled on a day, and the employee's primary job on that day is not in your Employee Group
Note: If historical time-off requests are enabled, the timecards are signed off, and edits are enabled for historical corrections, you can enter time off in signed-off periods.

To enter time-off for an employee:

  1. Right-click anywhere in the row of one employee.
  2. In the glance, select Enter Time Off . The Enter Time Off slider opens. Note that the content of the slider changes as you enter information.
    Note: If the button is not available, the schedule has unsaved changes. Click Tap Save .
  3. Verify the employee in Employee Name. If needed, you can change the employee by selecting another name from the menu.
  4. If you want the request to be automatically approved when you submit it, select Auto Approve.
  5. If the employee has multiple assignments, select an assignment from the Assignment field.

    The employee's default assignment — which is the highest ranked assignment that you have access to through your organizational set in your Employee Group and based on the selected location — is pre-selected when you select Enter Time Off from the employee glance or the day glance. When you right-click a shift to enter time off, the assignment associated with the shift is pre-selected.

  6. In Request type, select the type of time-off request from the list of available time-off request subtypes.

    Time-off request subtypes are configured for your site. Various types may be available, such as vacation, sick time, appointments, personal time, or other absences.

    The request subtypes that are displayed are those that are specified in your Generic Data Access Profile (GDAP). However, if the appropriate access has been configured for you, only the request subtypes that the employee has available in their Time Off tile or in the Request Time Off panel in their calendar, and which are also included in your GDAP, are displayed. This applies whether you are the employee's manager or a delegate. If the employee has multiple assignments, the available request subtypes that display depend on the assignment.

  7. Specify the dates for your request. You can enter dates in the Start date and End date fields, or select the calendar icon to select the dates for your request.
  8. (Optional) Select Add another date to enter another date or dates.
    Note: All dates you select for a time-off request use the same paycode.
    Note: The Add another date link is displayed only if it has been configured for time-off requests in your environment.
  9. Select Next.
    The time-off request details that you entered display in Employee request.
  10. If there are multiple shifts scheduled on one of the days you have selected, select an option in Apply this request to for how you want to apply the time off:
    • Whole day — Apply the time-off request to the full day. This option is selected by default.
    • Select the shift that you want to apply the time-off request to from the list of scheduled shifts that have a start time within the selected day. Shifts that have not yet been posted do not display in the shift selection list.
  11. In Duration, select one of these options. Depending on the type of time off you selected, you may not see all of these options because the available symbolic durations depend on the configuration of the request subtype.
    Note: The Duration field is displayed only if configured for your system. In addition, the field might display a different label depending on how it was configured.

    For a single day with multiple shifts, when Whole day is selected in Apply this request to, you can only select a duration of either Full or Hours.

    Note: If the request subtype does not have the symbolic amount of Full or Hours configured, an error is displayed.

    When you select Full duration: The global setting global.WTKScheduler.OverrideAllShiftsForFullScheduledDayEdit governs how shifts are overridden for a full day. If this setting is True, all shifts on the day are overridden, open shifts are created for every overridden shift, and the paycode edit amount is the sum of all shifts on the day, excluding breaks. If this setting is False, only the first shift on the day is overridden, an open shift is created for the overridden shift, and the paycode edit amount is the sum of all shifts on the day, excluding breaks.

    When you select Hours duration: The parts of the shifts that intersect the specified Start and End hours are overridden, open shifts are created for the overridden parts of the shift, and a paycode edit is created for the specified Start and End hours.

    • Full— Entire shift that day
    • Half— Half the total time of shifts that day
      Note: The time off starts when the first shift of the day starts. For other half-day amounts, select 1st Half, 2nd Half, or Hours.
    • 1st Half— Total time of the first half of shifts that day
    • 2nd Half— Total time of the last half of shifts that day.
    • Hours— Enter Start Time and End Time.
    Note: If your request subtype or paycode values profile does not have the symbolic amount of Full or Hours configured, an error is displayed.
    Note: If your request subtype was configured with only Full, the Duration field is not displayed. If it was configured with only Hours, only the Start hours and End hours fields are displayed.
  12. If applicable, in Deduct from, specify the accruals account you want to associate with this request.
  13. (Optional) Add comments to the request:
    1. Select Add Comment.
    2. Select a comment from the Type drop-down list. Optionally, enter a note for the comment.
    3. Select Add Comment to enter additional comments as needed. All comments for the same request are grouped together in the Request Details and History.
  14. Review the request. If you want to make changes, select Back. Otherwise, select Submit to submit the request.