Entering a Calendar (Time Off) Through the Transaction Grid

When you select the Add Calendar option, a new calendar record appears in the Transaction Grid so that you can submit a calendar request. A calendar is a scheduled activity, typically nonproductive, where an employee is not clocked in and working (for example, vacation, sick, jury duty, or bereavement).

Warning: If you want to create a schedule entry from a calendar, you must enter it via the Transaction List. For more information, see Entering a Pending or Published Schedule.

To enter a calendar, complete the following steps:

Tip: To submit similar calendar requests for multiple days, use the Monthly View screen. For more information, see Submitting a Calendar (Time Off) Request for Multiple Days.

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 Actions area, click Add Calendar.

   A new calendar record appears in the Transaction Grid, indicated with the New Transaction icon and the Calendar icon.

   

3. Configure the general information about the record.

   Tip: Press TAB to move to the next cell. Press SHIFT + TAB to move to the previous cell.

   1. In the Date field, enter the date the entry will take place.
   2. 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.

   3. 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.
   4. 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.

   5. Optional: In the Requested Reason field, enter an explanation for the calendar request.
4. 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 list.

5. 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 list.

     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.
6. Click Save.

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