To create a request for time off:

  1. From the Time & Attendance menu, select My Timecard.

    Note: If the My Timecard option is not available, make sure that you have selected Employee in the Role Selector.

  2. Click the Request Time Off button. A blank Time Off Request page opens.

    Tips: You can also open a blank Time Off Request page by clicking the New Time Off Request link on the Employee Calendar or the Time Off Request section on the My Attendance page. You can access the My Attendance page by selecting My Attendance from the Time & Attendance menu.

  3. In the Description field, enter a short description of the reason for your time off request (for example, Summer Vacation). Entering a description is optional, but descriptions make it easier to identify time off requests later.

  4. In the Comments field, enter any further explanation of the request that you want to provide to your manager or include for future reference. Comments are not required.

  5. Using the calendar on the left side of the page, select the dates for which you are requesting time off. When a date is selected, it is displayed with a red background in the calendar and a row containing the date is added to the request table on the right side of the page.

    Tips: Time off requests can be made for up to 30 dates and for up to a year in advance, but they cannot include the current date. The calendar tool will not allow users to select dates outside of this range.

    By default, all of the days of the week are shown in the calendar, but you can deselect the Show Weekends check box to hide weekend days.

    To select all of the dates displayed on a calendar row, click the small triangle (time-off-row-selector.gif) to the left of the row. All the days for which you have existing work schedules will be selected. If you have no existing schedules for the row (week) selected, all of the days for that week will be selected.

    To deselect a day in the calendar, merely click it again. To deselect a row in the calendar, click the small triangle (time-off-row-selector.gif) to the left of the row.

    To create two lines for a single date (in order to request two different non-worked time segments, or to attribute portions of the same day to more than one non-worked earnings code), click the date in the calendar tool to add a row for the date and then click the small plus sign (Add Row) next to the date in the table to add a second row with the same date.

    To remove a row, select the appropriate check box in the Remove Row column and then click the Delete button.

  6. For each row in the request table, use the drop-down menu in the Earnings Code column to select the non-worked earnings code (for example, Vacation) that should be associated with the proposed time off. To apply the same earnings code to all of the rows in the table, make your selection using the drop-down menu in the header (title) row if the table.

    Note: If your company tracks accrued benefits in the Time & Attendance module, an Accruals table near the top right corner of the page will display the following information about your accrued balances:

    Accrual Description — The name of each accrual that applies to you.

    Earnings Codes — The earnings code used to award, and to record usage of, your hours in each specific accrual. An accrual may include hours that are attributed to more than one earnings code. For example, your company may have more than one type of ”Paid Time Off” and may track each with a different earnings code. If more than one earnings code is associated with an accrual, a folder icon (Expanding Folder) is displayed in this column and a number next to the folder indicates how many earnings codes correspond to the accrual. Clicking the folder opens an expanded list of the individual earnings codes.

    Balance — Your current balance for each accrual, as of the time at which a time pair was last processed. The balances in this column only reflect accrual transactions and time pairs that have already been recorded.

    Scheduled — The total non-worked time that has been scheduled, but has not yet been recorded as time pairs, for each listed accrual. This total includes scheduled non-worked time beginning with the day after the last accrual transaction or the first day of the current pay period (whichever is later). Non-worked time that is scheduled as part of regular recurring schedules is not included in this total.

    Request — The number of hours in each accrual category represented by the current request. The values in this column will be zero until dates and hours are added to the request and are assigned to an earnings code. The values will continue to change as you add and/or change the requested dates, hours, or earnings codes in the request.

    The values in the Balance and Scheduled columns are equivalent to the values in the same columns on the My Benefits page. They do not include any projected accrual awards.

  7. If necessary, edit the values in the Start Time field for each date row that you have added to the request table.

    Notes: The Start Time is initially populated with a default value drawn from one of the following sources (in the order given):

    - Your normal work schedule for the requested date
    - Your default shift (if applicable)
    - Default values defined by your company for your pay group

    The Scheduled Start Time and Scheduled Hours columns show basic information about your existing schedule for each selected date.

  8. If the Days column is visible, select from the drop-down menu the number of days of the accrued benefit (e.g., vacation) you are taking for each selected date.

    The Days column will only be editable if you have selected an earnings code that is associated with an benefit accrual that your company tracks in days. If you have not selected this type of earnings code for any line--or if your company does not track accrued benefits in days--the Days column will not be visible.

    After you select a Days value, the application will automatically calculate the corresponding value for the Hours column, based on your company's policies. In most cases, employees are not allowed to change this automatically calculated Hours value. (If you are allowed to override the automatically calculated Hours value, that column will be editable.)

    You must select one of the values available in the Days drop-down menu. Other values cannot be entered. 

  9. For each line for which you have selected an earnings code that is not tracked in days, enter in the Hours column the total number of hours you are taking in that earnings code on that day. The Hours column will be editable for these lines.

    Notes: The Hours column is initially populated with a default value drawn from the following sources (in the order given):

    - Your normal work schedule for the requested date
    - Your default shift (if applicable)
    - Default values defined by your company for your pay group

    As you add dates and adjust the Hours for each date, the Total Hours Requested field near the top of the page displays the total hours you have added to the request.

  10. If you would like your request reviewer to review the request by a certain date, click the Calendar Lookup button next to the Review By field and select the date. This field is optional. If you specify a date and the request is not reviewed by that date, it will be forwarded to the designated "global reviewer" for your company.

  11. Click the Submit button. If there are no errors in your request, your primary reviewer will receive an Inbox message indicating that the new request is pending review, and you will receive an Inbox message confirming your request submission. You will also receive an Inbox message when the reviewer approves, partially approves, denies, or cancels the request. Depending on company and individual settings, these messages may also be sent by e-mail (for more information, see Setting Preferences for Receiving E-mail Messages).

    Notes: The Submit button will be grayed out unless and until all of the required fields for the request are completed.

    A time off request cannot overlap previously existing non-worked schedules. If your request overlaps previously scheduled non-worked time, an error message will be displayed after you attempt to submit the request.

    If a request is not reviewed by the first date for which time off was requested, the entire request will be canceled. You will receive an Inbox message (and possibly and e-mail message, depending on your message settings) if this happens.