Employee time off request settings

The Normal Daily Hours and Working Days set up for your payroll on the Time Off Request tab. From the People menu, select Settings > Time Off Request. are the default values applied to all employees and all new hires. You can set new values for individual employees on the Time-Off tab. From the People menu, select People List > Time-Off..

Working days are the days of the week that your employees typically work. Normal daily hours are the number of hours a day employees usually work on a working day. Working days and normal daily hours values are used to calculate and determine the duration of an employee’s time off request. Powerpay automatically calculates hours and days that an employee is away from work based on the employee’s Normal Daily Hours and Working Days.

Note: For Salaried employees it is important to validate that the employee’s Normal Daily Hours and Working Days align with the Hours Per Pay value set for the employee in the Employment Information section on the Compensation tab. From the People menu, select People List > Compensation.

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

2. Select the employee for whom to set normal daily hours and working days from the People list.

3. In the Normal Daily Hours field, enter the number of hours the employee typically works in a day.

   For each full day an employee takes off, this is the number of hours that are reduced from the employee’s balance and the number of hours that are paid if the entitlement is linked to pay code.

4. Select the days of the week your employee typically works.

5. Click Save.

Repeat steps 2-5 for each employee whose daily hours and working days differ from the default.

When working days are modified on the Time-Off tab. From the People menu, select People List > Time-Off., Powerpay now automatically recalculates and updates the time consumed for all pending and approved Time Off Requests. Automatically recalculating the requests prevents incorrect pay and reduces the administrative work to manually adjust each Time Off Request to accommodate the modified working days.

For example, if the working days are reduced, the number of hours consumed by the request is also reduced. Conversely, adding additional working days increases the number of hours consumed by the request.

When the working days or normal daily hours are modified and a recalculation is initiated, Powerpay displays a warning message.

If the recalculation, due to a change in working days, results in an insufficient balance to meet existing time off requests, Powerpay displays an error and the change to the working days is not saved. To update the working days you must first increase the entitlement balance for the employee and/or cancel any pending or approved time off requests that resulted in the entitlement exceeding its balance.

When a change to working days or normal daily hours results in a recalculation of time off request balances, Powerpay includes the recalculation in the Entitlement Balance History table.

The Time Off Entitlements section on the Time-Off tab. From the People menu, select People List > Time-Off. lists all the custom entitlements assigned to the employee selected in the People list. You can assign the employee additional custom entitlements and enter a current balance amount for each entitlement.

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

2. Select the employee to assign the custom entitlement from the People list.

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

3. In the Time Off entitlements section, click Assign Additional Entitlements.

   A list of the custom entitlements set up for the payroll and available to assign displays. If the custom entitlement is linked to a pay code, it displays in the Pay Code column. The Annual Grant Amount column displays the number of days or hours granted automatically to the employee. Entitlements that are already assigned to the employee are disabled.

4. Select the checkbox for the entitlement to assign to the selected employee.

   Note: Each employee is automatically assigned zero as the entitlement grant when assigned to the custom entitlement.

   Note: Balances are not required for entitlements set up with unlimited time.

   Enter the desired balance in the Initial Grant field for the entitlement. For example, if an employee is hired mid-year you can adjust the balance amount accordingly.

5. Click Save.

The selected entitlements display in the Time Off Entitlements list for the selected employee with the appropriate balances.

The Time Off Entitlements section on the Time-Off tab. From the People menu, select People List > Time-Off. lists all the custom entitlements assigned to the employee selected in the People list. You can assign the employee additional custom entitlements and enter the balance amount for each entitlement. For example, if an employee is hired mid-year you can adjust the balance amount accordingly.

Note: Balances are not required for entitlements set up with unlimited time.

1. Go to the Time-Off tab. 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.

5. Click Save.

The adjusted balance is assigned to the selected employee and displays in the Time Off Entitlements section.

Custom entitlements can be removed for individual employees on the Time-Off tab. From the People menu, select People List > Time-Off. Once an entitlement is removed:

• the entitlement will no longer be available for selection in the Reason list when the employee makes a Time Off Request in Self Service.

• the current balance for the entitlement must be zero, or unlimited.

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

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

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

3. In the Time Off Entitlements section, click the trash icon in the Action column for the entitlement to remove.

   A Warning message displays.

4. Click Remove.

Note: An employee’s entitlement balances are displayed on the Time-Off tab. From the People menu, select People List > Time-Off. and the New Time Off Request page in Self Service (employee view) may differ from the balances displayed on the Register. This is because the balances on the Time-Off tab. From the People menu, select People List > Time-Off. and New Time Off Request page in Self Service include pending requests. The balances displayed on the Register do NOT include pending requests.

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

2. Select the employee whose custom entitlement balances you want to check from the People list.

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

   The Current Balance column displays the employee’s balance for each custom entitlement assigned to the employee.

The Current Entitlement Balances report provides the current entitlement balances for all employees for all custom entitlements for the payroll.

1. Go to the Reports page. From the People menu, select Reports.

2. Click the Download button for the Current Entitlement Balances report.

The report downloads in *.csv format.

It includes the following information:

• One row per employee per entitlement balance (Import Code). In other words, the file only includes one row for each employee for the same import code. However, the file may contain multiple rows for the same employee each with a different import code.

• Payroll ID - each file contains employee records for ONE payroll number.

  If this file is used to import the data to a new payroll, this column is used by the import validation process to validate that the file does not contain data for other Payroll IDs, and that the file is being loaded to the correct (matching) Payroll ID.

• Employee Number

• Employee Name (Last, First)

• Import Code – the import code assigned to the custom entitlement.

  The code is assigned in step 2 of the Custom Entitlement Setup module in Powerpay and is a maximum of four alpha-numeric characters.

• Entitlement Description – The description assigned to the custom entitlement in step 1 of the Custom Entitlement Setup module in Powerpay.

• Hours (Up to 2 decimal places) – the balance data for the employee in hours for the entitlement.

  English and French number formats are supported based on the Powerpay interface logged in.

  Example:

  A value of 9,999 is entered in the Hours column

  English Powerpay interface – Powerpay interprets the value as 9999

  French Powerpay interface – Powerpay interprets the value as 9.999. An error is generated because the value exceeds two decimal places.

The report is sorted by employee Number followed by Entitlement Description.

Note: An employee’s entitlement balances are displayed on the Time-Off tab. From the People menu, select People List > Time-Off. and the New Time Off Request page in Self Service (employee view) may differ from the balances displayed on the Register. This is because the balances on the Time-Off tab. From the People menu, select People List > Time-Off. and New Time Off Request page in Self Service include pending requests. The balances displayed on the Register do NOT include pending requests.

Use the Entitlement Balance History table to view and track the complete history for each entitlement for a selected employee.

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

2. Select the employee whose custom entitlement balance history you want to view from the People list.

   The Entitlement Balance History section lists the complete entitlement history for the selected employee.

   The list is sorted in alphabetical order by entitlement, and then by transaction date (newest to oldest).

3. (optional) Click the Spreadsheet button to export the entitlement balance history in .csv format.

The All Entitlement Balance History report includes all balance history records for all standard and custom entitlements, for all employees on the payroll. Use the All Entitlement Balance History report to view and track the complete history for each entitlement.

1. Go to the Reports page. From the People menu, select Reports.

2. Click the Download button for the All Entitlement Balance History report.

The report downloads in *.csv format.

It includes the following information:

• Payroll ID

• Employee Number

• Employee Last Name

• Employee First Name

• Import Code

• Entitlement Description

• Date

• Transaction

• Changed By

• Adjustment

• Balance (Hours)

Note: An employee’s entitlement balances displayed on the report may differ from the balances displayed on the Register. This is because the balances on the report include pending requests. The balances displayed on the Register do NOT include pending requests.

Note: Entitlements that allow an unlimited balance only display one history record with a balance of zero.