What this does
The Time Off screen records requests for time away, lets you approve or decline them, and shows who is off on a calendar. Approved time is paid by the pay run for its period.
Record a request
- Go to Time Off and choose New request.
- Pick the Employee and the policy.
- Enter the First day and the Last day.
- The Hours fill in from working days. Change them for part days.
- For vacation pay, enter an Amount if needed. Blank pays the hours at the employee's rate.
- Add a Note.
- Tick Approve now to record the decision with the request.
- Save. The message says "Request recorded."
Decide
- Open the Requests tab and the Pending filter.
- Choose Approve or Decline on the request.
- To withdraw one, choose Cancel request.
The filters are Pending, Approved and All. The statuses are Pending, Approved, Declined, Cancelled and Paid.
Warnings
- "More than the balance": "Only {available} is available on {policy}. Record it anyway?" You can choose Record anyway.
- "Another request already covers some of these days." Fix the dates.
- A request that was already decided or paid cannot be changed.
Calendar
Open the Calendar tab. A month grid shows who is off each day. On a phone it is an agenda. Use Previous month, Next month and This month. A day lists "Off on {date}" with the names.
Payment
When you calculate a pay run, approved time in its period appears as a pay line named after the policy. Approving the run posts the time taken to the ledger, and the request changes to Paid.
Good to know
- If a request is paid on a run that is later reversed, the time taken is taken back out.
- No request exists until it is recorded. Employees cannot request time themselves. There is no self-service portal.
- Requests are saved locally and travel with the company file.