Handling Existing Employee Transaction Requests
If an employee submits a request to add, edit, or delete a transaction, the record must be approved by an authorized user. You can approve requests from the following screens:
- Employee Time Card Screen > Requests card
- Actions section > Approval card > Transaction Requests
Employees are notified on the Home page in the 
My Transaction Requests card when the status of a request changes. If an employee is set up for Event Subscriptions, they are notified of the change on the Home page in the My Unread Messages card or via email.
The My Unread Messages card displays any messages sent to the employee which are not marked as Read. The screen displays an icon for High or Low priority messages, shows the severity of the message, indicates if there is an attachment, shows who sent the message, displays the subject of the message, and shows the date and time the message was sent.
To open and read a message, click the folder icon to the left of the message. Once a message is opened, it is marked as Read, and is automatically removed from the My Unread Messages card because it is no longer unread.
To bring a read message back to the My Unread Messages screen, click on the View Messages button open the Actions section>Employee card>Messages screen. Check the box to the left of the record and click on the Mark as Unread button.
- Messages that have been read are still available in the Actions section>Employee card>Messages screen. To permanently remove the message, check the box to the left of the record and click on the Delete Selected button.
The following fields are displayed on this card:
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Folder
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Click on the folder icon to open the record and view the details. This will take the user to the Actions section>Employee card>Messages screen so the user can open and view all messages.
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Priority
The priority icons can be assigned by the user sending the message to indicate the importance of the message. When the Normal priority is selected, no icon is displayed.
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High Priority
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Indicates that this message was sent with a high priority.
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Low Priority
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Indicates that this message was sent with a low priority.
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Severity
This field shows the severity level of system-generated notifications. The severity level icon displayed is determined by the severity level assigned to the notification. Messages sent by other users have a severity level of Informational.
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Critical
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Indicates that this message has a status of Critical. Depending on settings, the employee may be locked out from badging into the system with a critical message relating to Licenses or Education Requirements.
Note: Contact your supervisor if you are locked out due to a Critical message.
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Warning
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Indicates this message has a status of Warning. The employee may have to complete an action. If not completed by a certain date a related Critical message may be issued (for example, renew a license or education requirement.)
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Informational
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Indicates that this message is used to relay information to the employee. An action may need to be taken by a certain date or a related Warning message may be used.
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Status
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Unread
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Indicates that this message has a status of unread. Once a message has been opened, the status is automatically reset to Read and this icon is no longer displayed.
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Attachment
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Attachment
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Indicates this message has an attachment. Click on the icon to open the Attachment page, and a link to the attached document.
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From
Indicates the user who sent the message. If the message is generated by the system as a result of a Notification Subscription, this field displays System Account.
Subject
The heading that describes the message.
Date
The date and time this message was sent.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
More About Time Value Fields
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
Action Buttons
The following actions are available at the bottom of the grid:
Add Message
Click on the Add Message button to open a wizard to create and send a new message.
For more information on creating a new message, see Steps for Adding a New Message.
View Messages
Click on the View Message button to open the Actions section>Employee card>Messages screen. From this screen, the user can view messages that were previously marked as Read, can update the status of a message to Read or Unread, can permanently Delete a message or create a New Message.
The following actions are available in the left pane when the View Messages button is enabled:
Delete Selected
The Delete button is used to remove one or more records from a screen.
To delete a record, complete the following steps:
- Click on the selection box to the left of each record to be deleted.
A check mark is displayed
- Click the Delete button.
- If a single record is open, select the Delete button (there are no boxes to select the record).
- A message is displayed verifying the record should be deleted. Click on Yes to continue.
Mark as Read
To indicate that a message has been read, check the box to the left of the message and then click on the Mark as Read button. The message no longer appears on the My Unread Messages card on the Home page.
To change the status of a Read message back to Unread, check the box to the left of the message and then click on the Mark as Unread button. The message now appears again on the My Unread Messages card on the Home page.
Mark as Unread
To change the status of a Read message back to Unread, check the box to the left of the message and then click on the Mark as Unread button. The message now appears again on the My Unread Messages card on the Home page.
New Message
Click on the New Message button to open a wizard to create and send a new message.
For more information on creating a new message, see Steps for Adding a New Message.
The My Transaction Requests card lists the status of submitted requests for calendars, clockings, and adjustments for the employee.
- Click on the folder to the left of a specific request to open the record and view the details, or to edit or cancel requests that have not been approved or denied.
- Once a request has been viewed, click on 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:
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Folder
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Click on the folder icon to open the record and view the details.
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Selection Box
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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.
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Type
The icons under the Type column indicate the type of transaction:
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* Add Adjustment
* Edit Adjustment
* Delete Adjustment
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These icons indicate a request to add, edit, or delete an adjustment transaction.
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* Add Calendar
* Edit Calendar
* Delete Calendar
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These icons indicate a request to add, edit, or delete a calendar transaction.
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* Add Clocking
* Edit Clocking
* Delete Clocking
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These icons indicate a request to add, edit, or delete a clocking transaction.
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Status
The icons under the Status column indicate the status of the transaction request.
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Approved
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The request is approved by the supervisor, and is added to the employee schedule.
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Canceled
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The request has been canceled by either the supervisor or the employee.
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Denied
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The request is not allowed by the supervisor.
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Requested
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The request has been submitted and is pending approval or denial from the supervisor.
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Pending Review
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The supervisor is indicating he or she has seen the request but hasn't updated the status.
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Start Date
The first date of the transaction date range. More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
End Date
The last date of the transaction date range. More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Reason
The reason submitted by the employee for the transaction (for example, if submitting PTO, the employee might indicate it is for vacation or for surgery).
Reviewer Comments
A comment entered by the supervisor handling the transaction, giving additional information. For example, if the request is denied, the reason for the denial can be entered in this field.
Reviewing Requests from the TCS
The Requests card displays requests for the currently open employee record. When you are viewing the current or future pay period, all requests that occur two days before the pay period and later are listed; when you are viewing a previous pay period, only requests that affect the selected pay period are listed.
Requests are grouped in the card first by their status (for example, Requested, Pending Review, Approved, etc.), and then by transaction type.
To handle a request, complete the following steps:
- Expand a status category.
- Expand a transaction request category.
- Optional. Expand the request, enter text in the Reviewer Comments field, and click Save.
- Click the action icon on a request, and select a new status.
Tip: You can also expand the request, select a new value in the Status field, and click Save.
Status
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Description
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Approved
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The request has been reviewed and approved by the supervisor.
Tip: For transaction requests, a Time Off informational message appears by default if other employees in the department or unit have overlapping time off.
Click the link in the message to show a list of the employees.
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Denied
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The request has been reviewed and was rejected by the supervisor.
Note: Calendar requests associated with specific pay codes may require a predefined note to explain why the request was denied. For more information, see the Calendar Request - Adding a Reason for a Denial feature setup instructions.
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Canceled
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The request has been withdrawn by the supervisor or employee.
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Requested
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The request has not yet been reviewed by the supervisor.
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Pending Review
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The request has been viewed, but the supervisor has not yet taken action.
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Reviewing Requests from the Transaction Requests Screen
The Transaction Requests screen displays details of the requests you opened from the Transaction Requests Search screen.
If the request is for the current pay period, you can also view how it might affect the employee's benefit balances in the Beneft Balances tab.
To handle a request, complete the following steps:
- Optional. Select a record in the request. Depending on the record type, a check box may not be available when a single record is open.
Tip: If you are changing all the records in a request to the same status, select them all.
- In the Review Request Actions panel on the left, click the desired action.
Status
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Description
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Approve
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Allow the employee to take the request.
For transaction requests, a Time Off informational message appears by default if other employees in the department or unit have overlapping time off.
Click the link in the message to show a list of the employees.
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Cancel
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Withdraw the submitted request.
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Deny
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Inform the employee that their request is not allowed.
Note: Calendar requests associated with specific pay codes may require a predefined note to explain why the request was denied. For more information, see the Calendar Request - Adding a Reason for a Denial feature setup instructions.
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Pending Review
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Inform the employee that you have opened the request but not yet reviewed it.
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Add Calendar
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Add a new calendar entry to an existing calendar request. For more information, see Steps for Adding a Calendar Entry via the Add Calendar screen.
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Delete Request
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Delete the entire request and all the individual records within the request.
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Cancel Request
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Cancel the entire request and all the individual records within the request. Canceled requests still appear on transaction screens.
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Remove Request
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Remove the selected individual records from the request.
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Effective Date/Range Begin Date
The date when the range of this request begins.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Effective Date/Range Begin Time
The time (expressed in 24-hour format) on the Effective Date/Range Begin Date when the range of this request begins.
More About Time Value Fields
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
Expiration Date/Range End Date
The date when the range of this request ends.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Expiration Time/Range End Time
The time (expressed in 24-hour format) on the Expiration Date/Range End Date when the range of this request ends.
More About Time Value Fields
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
Pay Period
The pay period where this transaction takes place. This field is available when viewing DeductIT transactions.
Reason
The explanation of this request, for example, Vacation or Leave of Absence.
Reviewer's Comment
Any notes from the authorized user for the reason the request was approved, canceled or denied.
Status
The approval status of the request.
Request Status Code Options
The following Request Status Code options are available:
Approved
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The request has been reviewed and is allowed (approved) by the supervisor.
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Denied
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The request has been reviewed and is rejected (denied) by the supervisor.
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Canceled
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The request has been withdrawn (canceled) by the supervisor or employee.
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Requested
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The request has not yet been reviewed by the supervisor.
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Pending Review
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The request has been viewed, but has not been approved or denied by the supervisor. This setting is an acknowledgment that the request has been seen.
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Needs Review
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This option is only available on Search screens. If this value is selected, the search results include records with a status of either Requested or Pending Review.
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