This article is for reference only.

This article reviews the legacy Time Off page within Workforce. The legacy Workforce PTO Policy feature is being replaced with the PTO Accruals feature over the course of Q1 and Q2 of 2024. When PTO Accruals  enabled, the Time Off page within Workforce is hidden. 

Here, Users can add, review, approve, and decline PTO Requests associated with the legacy Workforce PTO Policy made by Employees. 

Employees can request PTO (Paid Time Off) through the Employee Self-Service Portal. When a PTO Request is submitted, it will appear on the Time Off page, where a manager can then review the Request and either approve or deny it.

• Note: Paid Time Off Requests are not linked to Time Off Requests within Scheduling. Employees should only submit PTO Requests for time off that should be paid. 

Wages associated with approved PTO Requests will be automatically included in Pay Runs.

If the Employee is unable to submit their Request via the Self-Service Portal, Users can enter the Request manually on the 'Time Off' page. Requests entered directly on the 'Time Off' page will default to 'Approved'.

Navigation

First, navigate to Workforce. In the left navigation menu, click 'Time Off' under the 'Time' category to open the 'Time Off' page.

Overview

1) PTO Report - Click to download the PTO Accrual Report for all 'Active' Employees

2) Add Time Off - Click to create a new Time Off Request

3) Search - Enter three or more characters to filter the Time Off list to only Employees whose names contain the entered search

4) Employee - Name of the Employee

5) Dates - Date range of the Time Off Request

• Note: Time Off Requests are sorted in reverse chronological order, with future dates at the top and past dates at the bottom.
  
  

6) Type - Type of PTO being paid

7) Available - The quantity of hours the Employee has remaining in their accrual after the hours for the Time Off Request are removed

8) Requested - Total hours requested for all days in the Time Off Request

9) Status - One of the following statuses for the Time Off Request: 

• - Time off was submitted by the Employee and has not been approved or denied
• - Time off is approved and will be added to the appropriate Pay Run(s) associated with the dates and Employee
• - Time off is not approved and will not be added to any Pay Runs for the Employee
  
  

10) Edit - Click the pencil icon to edit the Time Off Request details

11) Decline - Click the icon to change the status of the Time Off Request to 'Declined'. 'Declined' Time Off Requests will not be included in Pay Runs.

• Important Note: Once a Time Off Request is declined, it cannot be re-approved.

12) Approve - Click the green check iconto change the status of the Time Off Request to 'Approved'. 'Approved' Time Off Requests will be included in Pay Runs.

Adding Time Off

Follow these steps to manually add a Time Off Request for an Employee. 

• Note: Time Off Requests added manually will be automatically set to the status of 'Approved'
  
  

1. Click 'Add time off' at the top of the Time Off page.
   
   The 'Record Time Off' form will open.
    
2. Select the desired Employee from the 'Employee' drop-down list. The Employee's available PTO will populate.
   
   
   
   
3. Enter the Start Date. The End Date will automatically populate with the same date.
   
   
4. Enter the End Date if the Time Off Request spans more than one day.
   
   Once the Start Date and End Date are entered, a list of days will populate.
   
   
   
5.  Add hours to the listed days. Payments for those hours will be added to each day of the Time Off Request in the amount entered for that day. 
   • Note: If the Request spans more than one day, days where no Time Off should be paid can be left as 0.00 hrs.
   • Note: If the entered hours exceed the Employee's available PTO, a warning icon will be displayed in the 'Total' field.
     
6. Once all hours are added, click 'Save' to save and create the Request, or click 'Cancel' to close without saving. 

Editing Time Off

Only 'New' or 'Approved' Time Off Requests can be edited. Once a Time Off Request is declined, it cannot be edited or approved.

Follow these steps to edit a Time Off Request:

1. Click the pencil icon associated with the Request.
   
   The 'Manage Request' form will open
   
   
   
2. Adjust the Start Date and End Date if needed
   • Note: The Start Date can only be adjusted as long as no hours have been applied to that date
     
     
3. Adjust the Hours if needed
   • Note: If the entered hours exceed the Employee's available PTO, a warning icon will be displayed in the 'Total' field.
     
     
4. Click 'Save' to save the changes, 'Reject' to deny the Request and change the status to 'Declined', or 'Cancel' to exit without saving. 
   • Important Note: Once a Time Off Request is declined, it cannot be edited or approved.