Adding an Employee Recurring Unavailability Request

To add a new employee request, complete the following steps:

1. From Actions > Approval, open the Unavailability Requests screen.

2. Click on the Add button to open a screen to add a new employee request.

3. Use the employee search page to open a search screen to locate the employee record.

4. From the results list, select the employee.

5. From the Classification field menu, select the Recurring Unavailability option.

6. Enter the Effective Date when this recurring unavailability cycle is to begin. The employee will be unavailable on the days of the week selected starting from this date.

   Your Effective Date must fall within a fixed range of days in the future.

7. Enter an Expiration Date to indicate the date when this recurring unavailability pattern is no longer in effect.

   Your Expiration Date must fall within a fixed range of days in the future.

   Two system settings control the future range of days:

   • Organization Unit parameters System Standard 3 (Unavailability/Recurring Unavailability Begin Days)

   • Organization Unit parameters System Standard 4 (Unavailability/Recurring Unavailability End Days)

   • If an organization unit does not have these parameters set, the system will continue looking up the organization level hierarchy until values are found. If no values are found at the highest organization level, zeros are used in processing.

   If you have a labor distribution change set to go into effect in the future, the following applies:

   • If the Effective Date you entered is still in your current Primary Home Labor Distribution, your current organization unit's parameters are used to evaluate the range of days.

   • If the Effective Date you entered will occur when you are in the future Primary Home Labor Distribution, the future organization unit's parameters are used to evaluate the range of days.

8. Enter the Start Time to indicate the starting time of the unavailability time frame on the selected days of the week.

9. Enter the End Time to indicate the ending time of the unavailability time frame on the selected days of the week.

10. If using the Replace Activity feature, enter either the Activity Code or the Pay Code value to replace the activity code that would ordinarily be scheduled for this employee.

    Note  

    This feature only applies when running the scheduling process after the request has been approved.

11. For each Day of the Week, select either Yes or No to indicate which days this unavailability request affects.

    Example 

    For example, if an employee is unavailable from 16:00 to 18:00 on Tuesdays and Thursdays, set the Tuesday and Thursday values to Yes.

12. Enter a Reason for the request, such as "Continuing Medical Education class".

13. Click on Save to save the record and submit the request.

14. The screen now displays the action buttons to handle the request (Approve, Cancel, Deny, Pending Review and Delete Request). The user has the option to update the status of this request now, or it can be updated later by the same user or by another supervisor.

15. Enter any Reviewer Comments with additional information on why a request was approved, denied or pending review.

16. The status of the request can be tracked by the employee on Home Page > My Unavailability Requests or on the Employee record > TCS > Requests.

 

The following related topics are available: Entering a Pending/Published Schedule (via the Add Calendar Screen) Adding an Employee Unavailability Request Handling a Request to Work Record Viewing and/or Handling a Trade Request