Manage Employee Time Off

Explains how to approve requests for time off, view employee time off balance history, process the Post Accrual posting, and generate the Accrual History report.

Manage Employee Time Off

Respond to Requests for Time Off

Supervisors use Time Management to respond to requests for time off from their assigned employees.

When an employee submits a request for time off, a message is sent to the supervisor's Inbox.

Note When an employee submits a request for time off and the supervisor's access group is configured to allow approvals without logging into Time Management, the supervisor receives an email containing a one-click approval link to act on the request.

Navigation:My Team > Time Management

  1. Select Scheduler, and then select Requests. (The employees are listed on the Manage Time-Off Requests page based on the company's configuration [Preferences > Preference]; the default is employee in ascending order.)
    Manage Time-Off Requests page.

    The To Do Counter provides an overview of the requests that require action.

    The Filter section provides functionality to view specific requests based on entered criteria.

    The landing page displays a consolidated view of requests. Selection of a specific request opens the details of the request.

    There are configurable alerts (Preferences > Preference) that indicate when over a set number employees requested the same day off, when the request has days in the past, or when the request exceeds a set threshold of hours.

    You can also view and add comments to be sent to the employee when acting upon the request.
    Note The employee timesheet should be in an open status.
  2. From the Manage Time-Off Requests landing page, select the day(s) and select either Approve or Deny. You can approve or deny requests as a whole event or by individual day. The selection button in the header selects all on the page. Select the arrow to the left of the employee name to expand the request and see the daily detail.

    If a request is denied, you can still select it and then approve it.

    When approving a request, a message appears indicating that the approved request will be automatically posted to the employee's timesheet.
    Important Selecting Remove deletes the request, and the hours may not be returned to the employee. Use this option only if you are certain the request was incorrect and will not need to be reapproved (for example, the employee submitted the wrong dates or the requested time off was not used).
  3. Select Save on the confirmation dialog. The changes are saved, and the page refreshes based on the action taken:
    • If Approve was selected, the request status changes to Approved or Taken, depending on if the requested date is in the past, present, or future.
    • If Deny was selected, the request status changes to Declined.
    • If the employee canceled a request, the supervisor or administrator may need to approve the Cancel Pending request so the status changes to Canceled.

      If the supervisor's access group is configured to send time off request emails to employees, then a message is sent to the employee, advising of the approval, denial, or removal.

      After any action is taken, be sure to review the timesheet and confirm the change was successful.

  4. Select all or specific approved or taken requests and then select the Email Calendar Appointment button. The Email Calendar Appointment generates an email to update to your external calendar. (This option is not available for declined requests.)
  5. From the Things I Can Do section on the Manage Time-Off Requests page, select View Calendar to display your employees' requests for the month with a status color legend. The calendar provides a consolidated view enhancing the approval process. On the Calendar View page, view or hide requests based on status by selecting or deselecting from the key on the left.
    Calendar View page showing pending requests in yellow and a cancel pending request in orange.

Time-off Alert Link on the Timesheets Page

In the Timesheet Detail section, supervisors can select the time-off alert link to manage an employee's time-off requests quickly.

The time-off alert link only appears when there are pending time-off requests during the pay period being viewed. The pending time-off requests can be approved without approving the timesheet.

Time Management time-off alert link

The link takes supervisors to the Manage Time-Off Requests page where they can act upon the filtered pending request.

Employee Time Off Balance History

The Accruals page displays a selected employee's time off balance history information in Time Management (Attendance > Accruals > History).

Employee Accrual History page.

Several post types are available:

  • + – Import Reset or Import Balance from UKG Pro. The Import Reset/Balance synced from UKG Pro after payroll was processed and closed.
    Note If a post date has a + symbol for the post type, the date is typically the day after the last processed pay period end date (for example, Pay Period End Date = 10/30/2023 and Post Date = 10/31/2023).
  • A – Adjustments. An adjustment was made in UKG Pro, and the adjusted balance synced with Time Management. This can be an off cycle payroll, import, or manual adjustment on the employee’s PTO Benefit tab.
  • T – Taken/Taking time off. The time off requested was approved and may appear on the employee's timesheet.
  • U – The accrual balance in Time Management was manually updated.
  • S – Accrual hours were generated based on the configuration in Time Management.
  • * – An adjustment was made when the accruals reset/transfer according to the rules in the accrual configuration in Time Management.

Process the Post Accrual Posting

The Post Accrual posting is used to refresh accrual syncs that did not complete from UKG Pro, to update the accrual balance that is set up in Time Management, or to credit the employee hours for canceled or denied time off.

For example, if an employee canceled a request for 8.00 hours and their accrual history still shows as if they are taking (T) the time off, confirm the status appears as a Canceled request (Scheduler > Requests). Next, process the Post Accrual posting and verify the 8.00 hours were credited back to their available balance (Accruals > History).

Navigation:Attendance > Posting

  1. Select Post Accrual from the drop-down list.
    Post Accrual option on the Posting page.
  2. Select Yes for the Re-post Used Benefit Hours from the Timesheet option.
    Important Identify if the accruals were set up in Time Management to avoid posting accrual balances ahead of schedule.
  3. Select the date of the requests. If needed, select Custom Date Range from the drop-down list.
  4. To the right of the Employee field, select the Filter button. In the Employee Filter pop-up window, select the employee(s) and then select OK. The text on the Filter button becomes red when an employee is selected.
  5. Select Save.
  6. Select Process. A completed message appears.
  7. Review the employee's accrual history, or generate the History Report.ACC.
    Note Selecting Process Unposted/Unclaimed Punches will post time punches on timesheets (for example, where an employee was missing a badge number).

Generate the Accrual History Report

The Accrual History report (History Report.ACC) displays a summary of employee accrual posting history, including the post date, accrual code, post type, accrued hours, carry over balance, used hours, adjusted hours, available balance, notes, and more.

Navigation:Reports > Report Generator

  1. Expand the Accrual folder, and then select History Report.ACC. The Properties tab displays options to build the report (for example, output format, additional filters, date range, and sort options).
  2. Select the output format. To generate the report for many employees (for example, more than 300), select Excel Format to prevent generating a report error.
  3. In the Primary Filter section, select Use Group Filters, and then select Active for the employee status.
    Properties tab showing the Accrual History Report.ACC selected.
  4. In the Additional Filters section, select any additional information you would like to view, including accrual codes, pay codes, and posting type.
  5. Select a date range. Current Pay Period is the default. Use a custom date range to target an exact time frame.
  6. Complete any other necessary options (for example, sorting).
  7. Select the Preview tab to generate the report.
  8. From the Preview tab, select Publish to save a template copy of the report in the Admin folder (Reports > Report Generator) for future reporting.