Manage time off requests

Note:

This functionality is available to Powerpay People customers using the Time Off Request module. To request this functionality:

  1. Click the Exchange icon in the Powerpay toolbar.

  2. Select Powerpay Products.

  1. Select Powerpay Time Off Requests.

  1. Click Contact Us.

  2. Complete the form and click Send.

    A Dayforce representative will contact you.

Service fees apply.

Employee time off requests can be managed by an employee’s manager and/or the payroll administrator. The manager is the person designated in the Reports To field in the Work Assignment section on the

When employees request time off, the request is sent to their manager for review and approval in Powerpay Self Service. Payroll administrators can manage time off requests in Powerpay without accessing Self Service.

Note:

  • If all employees report to the payroll administrator then it is only the payroll administrator who can approve or deny time off requests.

  • Time off requests are only processed with Regular runs.

  • Time off requests cannot be approved for terminated or on leave employees.

  • If a time off request spans a statutory holiday or a custom holiday, Powerpay does not deduct the holiday from the entitlement balance.

Time off requests that have been submitted but are in the Pending status appear:

  • on the Calendar tab.Closed From the People menu, select Calendar. with a modified event marker.

    When a date is selected, the request is marked as Pending in the Event description at the bottom of the page

  • on the Pending Requests tab.Closed From the People menu, select Calendar > Pending Requests.

    The number of outstanding pending requests also displays at the top of the Pending Request tab.

Time off request email notifications

Time off request email notifications are received by the following individuals, depending on your account setup:

  • The employee’s manager designated in the Reports To field in the Work Assignments section on the

    Time off request approvals and denials can be completed in Self Service by the employee’s manager, or by the payroll administrator in Powerpay.

  • If Role Based Security is not setup for the payroll:

    The employee’s manager designated in the Reports To field in the Work Assignments section on the If the Reports To field is set to Payroll Admin, the contact set up as the Primary contact on the User & Contact Mgmt page.Closed From the Company menu, select User & Contact Mgmt. receives the notifications.

    Time off request approvals and denials can be completed in Self Service by the employee’s manager, or by the payroll administrator in Powerpay.

  • If Role Based Security is set up for the payroll:

    The employee’s manager designated in the Reports To field in the Work Assignments section on the If the Reports To field is set to Payroll Admin, all Powerpay users with the Payroll Admin role receive the email notification.

    Time off request approvals and denials can be completed in Self Service by the employee’s manager, or by the payroll administrator in Powerpay.

Managers approve requests in Self Service as they may not have a Powerpay User Id and may not process payroll.

Note: In all instances, the approvals can be done by the Primary contact or the Payroll Admin, but the notifications are only sent as noted above.

Video

 

Tasks

  1. Go to the Pending Requests tab.Closed From the People menu, select Calendar > Pending Requests.

    A table displays all the pending requests.

  2. Click the gear icon in the Action column for the request to approve or deny.

    The time off requests details display.

  3. Review details of employee request. This includes: Reason, Start Date, End Date, Type of Request, Start Time (if partial day), End Time (if partial day), and Employee Comments.

    Note: If you approve a request for a prior pay period, you must update the year-to-date and accrual amounts on the Timesheet page for the correct pay period. If a manager approves a request for a prior pay period in Self Service, you receive a notification email and must update the year-to-date and accrual amounts on the Timesheet page for the correct pay period. For more information see, Adjust prior pay period for a time off request.

  4. Add any approver comments.

  5. Click Approve or Deny.

    Note: When vacation pay is paid using a Custom Entitlement instead of a Standard Entitlement, the vacation accumulator balance must be manually adjusted when vacationable monies are paid to an employee. The percentage accrued on vacationable monies is not automatically added to the accumulator. E.g. vacation accrued on vacation pay paid.

  1. Go to the Calendar tab.Closed From the People menu, select Calendar.

  2. Review the calendar to locate any approved time off requests for the employee.

  3. Select the date on the calendar with the approved request.

    The request displays in the Event list at the bottom of the page.

  4. Click the trash can icon to the right of the request to delete.

    A confirmation message displays.

  5. Click Cancel Request.

  1. Go to the Pending Requests tab.Closed From the People menu, select Calendar > Pending Requests.

    A table displays all the pending requests.

  2. Review the table to locate any pending time off requests for the employee.

  3. If required, click the gear icon in the Action column to approve or deny the request.

    The time off requests details display.

  4. Click Approve or Deny as appropriate.

  1. Go to the Calendar tab.Closed From the People menu, select Calendar.

  2. Review the calendar to locate any approved time off requests for the employee.

  3. Select the date on the calendar with the approved request.

    The request displays in the Event list at the bottom of the page.

  4. Review the request details in the Event list.

  5. If required, click the trash can icon to the right of the request to delete it.

    A confirmation message displays.

  6. Click Cancel Request.

  7. Repeat steps 2 - 6 for all approved time off requests for the employee.

If an employee cannot access Self Service to enter a paid Time Off Request, you can enter the request on their behalf.

Paid time off requests must be entered manually on the Employee Timesheet. For non-paid requests, no timesheet entry is required.

For custom entitlements, you must adjust the entitlement balance. For standard entitlements, the entitlement balance adjusts automatically.

  1. Go to the Employee Timesheet page.Closed From the Payroll menu, select Regular Payment > Employee Timesheet.

  2. Select the employee from the Employee List.

  3. Enter the hours and select the description for the time taken in the hours section.

  4. From the For which pay period? list, select the pay period for this payment (typically, the current pay period).

  5. Click Save.

  1. Go to the Time-Off tab.Closed From the People menu, select People List > Time-Off.

  2. Select the employee for whom to adjust the balance for the custom entitlement from the People list.

    The Time Off Entitlements section lists the custom entitlements assigned to the selected employee.

  3. Click the gear icon in the Action column for the entitlement.

  4. Enter the adjusted balance. The value entered replaces the current value.

  5. Click Save.

Results

The employee receives an approved or denied notification email along with any comments.

If the time off request was approved for a prior pay period, you receive an email reminder that you must enter an adjustment on the Manual page or the Timesheet page for the correct pay period to ensure the year-to-date and accrual amounts are correct. For more information see, Adjust prior pay period for a time off request.

Approved requests display:

  • on your calendar, the manager’s calendar, and the employee’s calendar.

  • on the Rapid Entry page.Closed From the Payroll menu, select Regular Payment > Rapid Entry. as a Timesheet link for Regular Payment if the time off request is linked to a pay code for the custom entitlement.

    Click the Timesheet link to open a pop up and view details of the time off request.

  • on the Employee Timesheet page.Closed From the Payroll menu, select Regular Payment > Employee Timesheet. in the Time Off Request section.