Personal Time Off Request

If Timecard Online (TO) is enabled for the employee or site, the Personal Time Off (PTO) Request form will create a record in the IFWMaster and IFPYTCImp table, if approved.

Complete the required fields and the desired level of details and submit the record. Workflow then manages record details until the record is either approved and inserted into Timecard Online (ifpy table) or rejected.

From the editing of form details to the insertion of the record into the database, all efforts are streamlined into a direct line of communication so that the reoccurring administrative functions can be promptly directed to the right person(s). In addition, Workflow can be customized.

Within the PTO Request form, various codes from the Nucleus (NU) Common Codes (NUUPCD) page may be enforced as if working within the realm of the Payroll (PY) subsystem. Note that these common codes are an advanced feature for high-level users and access should be limited to users with a specific security clearance.

Browser support for the form is Internet Explorer 10 or higher.

The form has three sections:

1. Header — Includes system-generated data that states who created the PTO request ("Requestor") and which system or "Connection" was used to create the request.
2. User Section — Contains the personal information for the PTO Request.
3. Footer — The footer is where the user is prompted to take action or is informed of the outcome of action. The Request Status area is a system-generated field that indicates what is happening with the present record. The status area will not communicate the approval or rejection of the PTO request. The Footer also contains buttons to reset the form, submit the request, or attach documents to the request.

Starting a PTO Request

Employee ID: Manually type in the employee ID. Alternatively, use the Lookup controller to search for an employee ID; double-click the PEID or PeName to load the ID into the form. The employee name associated with the ID displays to the right of the Employee ID field's Lookup controller.
Notify Employee Email: The employee's email address will default in from Human Resources (HR) Employee Master (HREMEN) page if one is defined or manually enter. This is the email used for communicating an approval, rejection, and reminder.
Balances: The leave types and balances display with the hours available for use. These balances validate from pyx_xtd_dtl.
Starting On: The date the PTO request will start; the first day off work.
Ending On: The last date employee is requesting off.
Update Timecards: When this box is checked, a timecard entry panel displays between the User and Footer sections. This panel allows the employee to select specific leave types and number of hours for each day that is being requested. With this box checked, the Type Requested and Hours Requested fields in the User section become inactive, and time must be entered in the panel.
Type Requested: Select the Leave Balance Type from the drop-down. Validates to NU Common Codes Category/Value of PYHB/XX and corresponding hour definitions. This is a required field if the Update Timecards box is not selected.
Hours Requested: Enter the number of hours requested. This is a required field if the above scenario exists, using the Type Requested field. Validates to pyx_xtd_dtl.
Email Reminder: Check this box to receive an email reminder. With this box selected, the Days Prior box is required.
Days Prior: Enter the number of days preceding the time-off request to receive the email reminder.
Comments: Area for adding a note to clarify or support the approval process. This will be seen in the Task List prior to approval or rejection. The Comments field remains with the request after its insertion into Timecards Online.

Timecard Entry Panel

The timecard entry panel displays when the Update Timecards box is checked.

Date: Display only. Validates to the pyc_cld_dtl.
Position: Display Only. Validates to pyp_pos_dtl.
Type: The drop-down list shows the leave types. Validates to NU Common Codes Category/Value of PYHB/XX and corresponding hour definitions.
Hour Code: The drop-down shows the CDH tied to the Leave Type selected.
Hours: Enter the number of hours being used for that day, leave, and CDH. Validates to pyx_xtd_dtl.
If Timecard Online is not used, the user receives a message that nothing will be updated in Timecard Online. Click OK to continue.
If Timecard Online is used, and the dates are outside of the defined periods within Timecard Online, the user is alerted in a message. If the user continues, time will not be entered in Timecard Online.

Web Form Attachments

The footer contains the option to add attachments. The attachment will be accessible in Documents Online through the Administrative Console to advanced users, and viewable on the new HR Employee Master (HREMEN/HREEEM) record.

PTO Request Workflow Model

Once a request has been successfully submitted to the Workflow model, all subsequent processing is handled by the model.

Workflow Task List

All approvers have access to the form in Update mode which can be initiated through the "Link" button within the Workflow Task List. While in Update mode, information may be added or edited. Select Submit to save the changes and return the form to Workflow.

The exact handling of a PTO Request will be unique to each district or office. The Workflow engine's base model (no customizations) will email the creator when a request is created, approved or rejected. Optional comments from the approver may be included in the content of the Workflow email.

PTO Request to Timecard Online

Once the request has been approved, the Workflow model will update Timecard Online with the necessary transactions (Ifpy_tc_imp). Timecard Online will only be updated if the request falls within the dates of the pay periods defined as active in Timecard Online.