Handling a Request to Work Record

After entering the search criteria and running the search, all Request to Work records that meet the criteria for the worked organization unit are displayed. Depending on the authorization role of the user, selected records can be viewed, handled, edited, or deleted.

Changing the Status of a Request to Work:

1. Select all the records to update by checking the box to the left of each record.
2. Click on the folder of the record to view first.

   The upper section displays details about the requested work schedule. The lower section displays information about the employee submitting the request.

   There is a text box for the supervisor to enter any Reviewer Comments with a notation for the change in status of a request, for example, why the request was denied or canceled.

   Free-form text field for the reviewing user to give any additional information on this request, for example why it was denied.

3. Check the box to the left of the record, then click on the Approve, Deny, Cancel, or Delete action button in the left pane to change the status of the selected requests.
   • If the record is set to Approve, the system validates the scheduling rules, based on the Request to Work Selection Style.

     Determines the selection style to be used when validating whether an employee is allowed to work requested schedules.

     For example, the selection style may validate that adding the new schedule will not cause the employee to go into overtime, will maintain a minimum rest interval, etc. The rules included in each selection style are previously set up on the Selection Styles configuration screen with the Type of Edit Validation.

   • If the request is approved, the corresponding organization unit schedule is updated to include the new schedule.
   • All records are set to the new status. Employees can view the change in status of their requests on their Home Page on the My Requests to Work card and on the Requests card in the employee TCS screen. The Status Icons are updated.

     The icons under the Status column indicate the status of the request:

     	Approved	Indicates the supervisor has approved this request.
     	Canceled	Indicates this request was canceled by either the supervisor or the submitting employee.
     	Denied	Indicates this request was denied by the supervisor.
     	Requested	Indicates that this request has not been handled yet.
     	Pending Review	Indicates that this request has been seen by the supervisor, but has not yet been handled.

     The Requests card opens a listing of all requests, including Unavailability and Recurring Unavailability requests submitted for the employee. The requests are sorted by status (e.g. requested, pending review, etc.) and then by type (e.g. unavailability, trade, etc.)

     • Click on the card arrow to the right of a specific request to open and view the details.

     The following icons or fields are displayed on this card:

     Note

     The note icon indicates there is a note, which is the text entered in the Reason field by the employee for the request.

     Status

     The icons under the Status column indicate the status of the transaction request:

     	Approved	The request is approved by the supervisor, and is added to the employee schedule.
     	Canceled	The request is canceled by either the supervisor or the employee. The system saves a record of the transaction.
     	Denied	The request is not allowed by the supervisor.
     	Requested	The request has been submitted and is pending approval or denial from the supervisor.
     	Pending Review	The supervisor is indicating he or she has seen the request but hasn't updated the status.

     Type

     The icons under the Type column indicate the type of transaction:

     	Unavailability	This icon indicates a single transaction or time frame for unavailability (for example, vacation).
     	Recurring Unavailability	This icon indicates a recurring cycle of unavailability on specific days of the week (for example, for a Continuing Education class).

     Start Date

     The date the unavailability request begins.

     End Date

     The date the unavailability request ends.

     Days

     The days of the week included in a recurring unavailability request.

     Reviewer Comments

     Notes entered by the supervisor reviewing the request. For example, if the request is denied, this field could contain the reason for the denial.

     Status

     The current approval status of the request (approved, denied, pending review, canceled, or requested).

     The My Requests to Work card lists the status of requests submitted by the employee to work available schedules.

     • Click a folder to the left of a specific request to view the details, or to edit or cancel requests that have not been approved or denied.
     • Once a request has been viewed, click the box to the left of the record to enter a check mark, and then click the Hide Selected button. The request is now hidden on the card and will no longer display. If the status of the request changes, the record will again be displayed on this card.

     The following fields are displayed on this card:

     	Folder	Click on the folder icon to open the record and view the details.
     	Selection Box	To select records to hide (once they have been viewed), click on the selection box to enter a check mark. Then click on the Hide Selected button.

     Status

     The icons under the Status column indicate the status of the trade request:

     	Approved	The request is approved by the supervisor, and is added to the employee schedule.
     	Canceled	The request has been canceled by either the supervisor or the employee.
     	Denied	The request is not allowed by the supervisor.
     	Requested	The request has been submitted and is pending approval or denial from the supervisor.
     	Pending Review	The supervisor is indicating he or she has seen the request but hasn't updated the status.

     Start Date

     The calendar date when the requested schedule begins.

     End Date

     The calendar date when the requested schedule ends.

     Reason

     The reason for the request to work, as entered by the requesting employee.

     Reviewer Comments

     Any comments from the supervisor who reviewed the request, for example, the reason a request was denied or canceled.

     Activity Code

     The activity code assignment of the requested schedule. Built into the activity code are the start time, length, lunch, productivity, etc.

   • If employees have signed up to receive a notification when a request to work transaction status is updated, the employee is sent either an email or a message. For more information, see the Preferences section>My Preferences card>Event Subscriptions.