Adding Employee Recurring Unavailability

Recurring Unavailability indicates a pattern of days and times the employee is not available to work. An example would be Tuesdays and Thursdays from 8:00-12:00 due to a continuing medical education class.

To add a new recurring unavailability request, complete the following steps:

1. From the tool bar, select the Employee button.
2. Click on the My TimeCard button in the left pane.

   Note: Authorized users can submit requests for other employees. Use the Employee Search page to find and open the employee record.

3. In the left pane, select the Add Unavailability button.
4. From the Classification field menu, select the Recurring Unavailability option.

   Indicates the type of unavailability request submitted by the employee (Unavailability or Recurring Unavailability).

5. Enter the Effective Date when this recurring unavailability pattern 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.

   Your Effective Date must fall within a fixed range of days in the future.

   See the explanation and example in the next step.

6. Enter an Expiration Date to indicate the date when this recurring unavailability pattern is no longer in effect.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.

   Your Expiration Date must fall within a fixed range of days in the future.

   Two system settings control the future range of days:

   • Organization Unit parameters System Standard 3 (Unavailability/Recurring Unavailability Begin Days)
   • Organization Unit parameters System Standard 4 (Unavailability/Recurring Unavailability End Days)
   • If an organization unit does not have these parameters set, the system will continue looking up the organization level hierarchy until values are found. If no values are found at the highest organization level, zeros are used in processing.

     Example: If System Standard 3 is set to 14 and System Standard 4 is set to 365, then your Effective Date and Expiration Date must fall within that span of days (between 14 and 365 days from today). Entering a date outside of this range of days will result in an error message.

   If you have a labor distribution change set to go into effect in the future, the following applies:

   • If the Effective Date you entered is still in your current Primary Home Labor Distribution, your current organization unit's parameters are used to evaluate the range of days.
   • If the Effective Date you entered will occur when you are in the future Primary Home Labor Distribution, the future organization unit's parameters are used to evaluate the range of days.
7. 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.

8. 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.

9. 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. More About the Replace Activity 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.

10. 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 8:00 to 12:00 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.

11. Enter a Reason for the request, for example "CME class".

    The explanation for the unavailability request (for example, vacation, continuing education).

12. Click on Save to save the record and submit the request.