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Unavailability Requests

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Adding an Employee Recurring Unavailability Request

To add a new employee request, complete the following steps:

  1. From the Actions section>Approval card, open the Unavailability Requests screen.
  2. Click on the Add button to open a screen to add a new employee request.
  3. Use the Employee Search page to open a search screen to locate the employee record.
  4. From the results list, select the employee.
  5. From the Classification field menu, select the Recurring Unavailability option.
  6. Enter the Effective Date when this recurring unavailability cycle is to begin. The employee will be unavailable on the days of the week selected starting from this date.
  7. Enter an Expiration Date to indicate the date when this recurring unavailability pattern is no longer in effect.
  8. Enter the Start Time to indicate the starting time of the unavailability time frame on the selected days of the week.
  9. Enter the End Time to indicate the ending time of the unavailability time frame on the selected days of the week.
  10. 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.
  11. 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 16:00 to 18:00 on Tuesdays and Thursdays, set the Tuesday and Thursday values to Yes.
  12. Enter a Reason for the request, for example "Continuing Medical Education class".
  13. Click on Save to save the record and submit the request.
  14. 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.
  15. Enter any Reviewer Comments with additional information on why a request was approved, denied or pending review.
  16. 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.

Depending on the page displayed, the following fields may be available. Click on the link to navigate to the description.

Activity Code

Classification

Effective Date

Pay Code

End Time

Reason

Reviewer Comments

Start Time

Sunday - Saturday

The following related topics are available:

Searching for an Unavailability Request

Handling Existing Unavailability Requests

Request Off Replacement Feature

Adding an Employee Unavailability Request

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.)

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).

Effective Date

The date that the recurring unavailability request is to begin.

More About Date Value Fields

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.

End Time

The ending time of the time frame the employee is unavailable on the days selected for unavailability, expressed in 24-hour format.

More About Time Value Fields

Reason

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

Reviewer Comments

Free-form typing field that allows the supervisor to add any comments or additional information on the handling of this request.

Start Time

The beginning of the time frame the employee is unavailable on the days selected for unavailability, expressed in 24-hour format.

More About Time Value Fields

Sunday - Saturday

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.