PTO REQUEST

PTO REQUEST

Simple Step-by-Step Workflow: Personal Time Off Request

1. Start

• The process begins when an employee fills out and submits a Personal Time Off (PTO) web form.

2. Get Email Address List

• The system gathers email addresses for notifications using the requestor's/employee's details.

3. Initial Email Notification

• The supervisor (or responsible manager) receives an email that the PTO request has been submitted and is awaiting approval.

4. Supervisor Approval Step

• The supervisor either approves or rejects the request.

If Approved:

5. Check Timecard Flags and Periods

   • If the request involves affecting payroll/timecard records (TimeCardFlag is "Y" and relevant pay periods are filled):

     • Update Timecards: PTO hours and related payroll data are entered into the system.

   • If not, skip to document attachment if needed.

6. Attach HR Documents (if any)

   • Any attached documents are linked to the employee's HR record.

7. Notify Employee of Approval

   • An approval notification email is sent to the employee (and others if needed).

   • If the employee requested a reminder before PTO starts, continue to next step.

8. Wait/Sleep for Reminder

   • The system waits for the number of days specified by the employee before their PTO begins.

9. Send Reminder Email

   • A reminder is emailed to the employee (and possibly their supervisor) shortly before their time off.

10. End

    • The workflow finishes when all notifications are sent and records are complete.

If Rejected:

5. Find Reason for Rejection

   • The system identifies the supervisor's reason for denying the request.

6. Notify Employee of Rejection

   • The system sends an email to the employee stating the rejection and including the reason.

7. End

   • The workflow finishes.