Submitting a Calendar (Time Off) Request for Multiple Days (Monthly View Screen)

From the Monthly View screen you can submit a single calendar request that includes multiple consecutive or nonconsecutive days. For example, you might be taking several days of vacation, and want to save time by entering a single request.

Note: All information in the request (for example, time, pay code, and hours/units) must be the same or you will need to submit separate transactions.

Caution: Adding a calendar request for multiple days automatically creates an unavailability for the entire date range beginning with the first day submitted and ending with the last day submitted. If your request is for nonconsecutive days and you do not want to be unavailable for the entire date range, you should submit each nonconsecutive day as a separate calendar request.

To enter a calendar for multiple days, complete the following steps:

1. In the toolbar, click Employee.
   • To open your own record, in the Actions area click My Time Card.
   • To submit a request for another employee, search for the employee's record using the Employee Search screen.

   The Time Card Screen opens.

2. In the Employee Sections area, click Monthly View.
3. In the Monthly View, click the first day of your calendar entry.
4. Depending on whether you are submitting consecutive or nonconsecutive days, do one of the following:
   • For non-consecutive days, left click on each additional day to include in your entry. Left click again to de-select a day previously selected. All days that are selected will be highlighted in gray.
   • For consecutive days, left click the first day and drag your mouse curser to the last day. All the days in between the first day and last day will be selected and will be highlighted in gray.
5. In the Employee Actions area, click Add Calendar.

   The calendar entry screen opens. All the dates you selected are listed.

6. Configure the rest of the General tab.
   1. In the Pay Code field, enter the code representing the type of activity (for example, PTO, VAC, SICK).

      Tip: If you are submitting time off for yourself, a Time Off informational message appears by default if other employees have overlapping time off. As you enter time or hours for the calendar entry, the number of overlapping employees updates based on these filters. Click the link in the message to show a list of the employees.

   2. Configure the following three fields as needed; whether the fields are required is based on the pay code selected.
      1. In the Time field, enter the time (in 24-hour format) the entry will begin.
      2. In the Hours/Units field, enter the length of the transaction.
      3. In the Amount/Dollars field, enter the dollar value associated with the transaction.
   3. Optional. Enter any other field values that you want to configure differently than the selected employee's Primary Home Labor Distribution.

      Tip: If Quick Codes have been set up for the employee, enter a Quick Code to assign the calendar to a different labor distribution.

   4. Optional: In the Requested Reason field, enter an explanation for the calendar request.
7. Optional. Click the Attendance+ tab.

   If the calendar should be tracked for attendance purposes (for example, an excused absence), click a tracking category and select a value from the lookup table.

8. Optional. Click the Notes tab.

   Add a note to provide more information about the calendar request.

   • To add a predefined note, click the Predefined Note Code field and select a value from the lookup table.

     The Subject and Text fields are automatically filled in. Depending on the note, you may still be able to edit these fields.

   • To add a custom note, enter text in the Subject and Text fields.
9. Click Save.

   Warning: If you want to create a schedule entry from this calendar, do not save the record until you complete the Pending or Published calendar screen. For more information, see Entering a Pending or Published Schedule.

   Note: Depending on the roles assigned to the employee, a supervisor may need to approve the request.