Time Off

3:12

Employee Submit Time Off Request

1. Go to File > HR Time Request. The Employee field defaults to the name of the logged in User
2. Enter the time off you are requesting:
   • In the Start Date and End Date fields, enter the same date for a single day or a range of dates for multiple days off
     
   • In the Type field, select the appropriate option as defined for your organization
   • In the Comments field you can optionally add Comments for the Manager and HR Approver to read
   • The Days Off / Allocations grid may populate with the corresponding days allowed and the remaining for the designated Employee in the date range period, based on the Start Date and End Date fields in the middle of the form
3. Click the Submit button
   • Each requested day displays in the Schedule grid with a status of MGRSUBMIT. If the User does not report to a direct Manager, the status will change to HRSUBMIT
   • The Time Request is now available for Manager approval, followed by HR approval
   • The Employee will receive an automated email either approving or denying the request by both the Manager and the HR Approver
   • At any time before the request status changes to APPROVED, an Employee can cancel a Time Request. From the Schedule grid Extended Menu, select Cancel Selected

Submitted time requests go through the MGRSUBMIT, HRSUBMIT, and APPROVED statuses. The following diagram demonstrates the Q360 employee schedule status flow for time requests:

4:16

Employee Find, View Time Off Requests and Schedule

The HR Time Request form allows Users to view the time that is available for the them to take as well as upcoming time Requests that have been submitted

1. Go to File > HR Time Request. The Employee field defaults to the logged in User Name
2. Using the FILTERS icon above the Schedule grid, enter the date range of time Requests you wish to find and click the Apply Filters button:
   • Specify the dates: Start Date and End Date fields
   • Specify the Type applicable, or leave as “ALL”
3. Notice the Schedule grid displays the results
   • Hint: Toggle checkbox ‘Active only’ to see Inactive vs Active requests
   • “Active” Employee schedule time request statuses include:
     • • MGRSUBMIT: Employee request has been submitted; waiting for Manager approval
       • HRSUBMIT: Manager approval is granted (if applicable); waiting for HR approval
       • APPROVED: Manager (if applicable) and HR have approved; visible in Employee’s schedule and Resource Console for team visibility
       • [blank]: Scheduled by HR, or someone with scheduling rights, e.g. via HR Reservation – no approval required

      

   • “Inactive” Employee schedule time Request Statuses include:
     • MGRDENIED: Manager has denied request – denied reason will be listed
     • HRDENIED: HR has denied request – denied reason will be listed
     • CANCELED: Request has been cancelled

3:45

Manager Approve Employee Time Off Requests

1. There are 2 options:
   • Go to View > My Tasks and click the HR Time Request item type requiring you (the Manager) to approve
   • Or alternatively, go to File > HR Time Request and search for the Employee who reports to you from the list
2. Enter the date range of this Employee’s Time Requests you wish to find and approve:
   • Specify the dates Start Date and End Date fields (middle of form)
   • Specify the Type applicable, or leave as “ALL”
   • Notice the request(s) waiting for your approval are in status MGRSUBMIT
3. Decide whether to approve or deny the Time Request:
   • Hint: you may refer to the data displayed in Days Off / Allocations grid for this Employee’s allowable days remaining
   • Select the requested row(s) and click Schedule grid Extended Menu for options
     • • To approve: highlight the Time Request in the Schedule grid and then from the grid Extended Menu, select “Accept HR Request.” Status is now HRSUBMIT
       • To deny:  highlight the Time Request in the Schedule grid and then from the grid Extended Menu, select “Deny HR Request.” In the Reason for Denial window that opens, type in your reason for denying this request and then click OK.  Status is now MGRDENIED
       • The Employee can expect to receive an automated email of the outcome of your action, i.e. Manager’s approval / denial decision of the Time Request

      

Auto Approve Time Requests:

HR and / or Manager Approval may be set to Auto Approve from the General Code EMPSCHEDT using the Auto Approve column.  Place the form in EDIT mode, double click inside the desired Auto Approve column cell, and select HR, MANAGER or BOTH dependent upon which approvals you wish to set to auto approve.  When finished, SAVE the form.

3:15

HR Approve Employee Time Off Requests

1. There are 2 options:
   • Go to View > My Tasks and click the HR Time Request type Task requiring you (HR) to approve
   • Or alternatively, go to HR > Employee and search for the Employee record
2. Go to Employee > Schedule tab
3. Enter the date range of this Employee’s time requests you wish to find and approve:
   • Specify the dates Start Date and End Date fields (middle of form)
   • Specify the Type applicable, or leave as “ALL”
   • Notice the request(s) waiting for your approval are in status HRSUBMIT
4. Decide whether to approve or deny the time request:
   • Hint: you may refer to the data displayed in Days Off / Allocations grid for this Employee’s allowable days remaining
   • Select the requested row(s) and click Schedule grid Extended Menu for options
     • • To approve: click Approve Selected. Status is now APPROVED
       • To deny: click Deny Selected, and enter the denial reason when prompted. Status is now HRDENIED
       • The Employee can expect to receive an automated email of the outcome of your action, i.e. HR’s approval / denial decision of the time request

      

Auto Approve time requests:

HR and / or Manager Approval may be set to Auto Approve from the General Code EMPSCHEDT using the Auto Approve column.  Place the form in EDIT mode, double click inside the desired Auto Approve column cell, and select HR, MANAGER or BOTH dependent upon which approvals you wish to set to auto approve.  When finished, SAVE the form