The following topics will be covered in this section:
▪Make a New Time Off Request.
▪Submit a Payout Request.
How To Request Time Off
▪Select the Requests menu.
▪Select the Time Off Requests menu.
You may view your Time Banks at any time by clicking on the Time Bank icon.
▪Click on the Actions icon and select New Request.
The Time Off Request menu will open.
1.Select the applicable Attendance Code from the drop-down list. For a vacation request select the Attendance Code associated with the OESA Vacation Time Bank.
When an OESA Attendance Code is selected the OESA code hint appears.
2.Select the length of time (Select Hours) required for the request. Select Full Day or Partial Day.
If you select Full Day, the system will automatically unbook the full length of the shift for the scheduled date(s) selected and will remove the time from the bank if applicable.
If you select a range of dates, some scheduled and some not, the system can be configured to add the Attendance Code with Zero Hours on the days that are not scheduled so that you will not be called during that period to fill in for someone else.
If you select Full Day and complete the Hours section as well, the system will add the requested number of hours to each day you select, whether scheduled or not, and will remove the time from the bank if applicable. Regardless of the number of hours selected, the system will unbook the full length of the shift. For example, if you select four hours off an eight hour shift, the system will unbook your shift, create and unfilled shift for eight-hours and add the Attendance Code with four hours to your schedule.
Check with your manager to see if Partial Day requests are available for your facility.
3. A Payout Amount should only be used if your system is configured to use dollar and hour options for the Time Banks. Please see your manager for the best method to use for your facility.
4. Addition of a comment is optional and can be used to communicate further details of your Time Off Request to your manager.
If added, the comment will appear as follows when viewing the request:
Selecting One Day
▪Click on the date. The day will become highlighted.
A confirmation window will open. If there any validation issues, they will be shown in the Validation box. The employee already booked message does not stop the request.
✍Click Apply anyways to submit the request.
Selecting a Week
To request a week hold down the Control key on the key board and click on the first day of the week. The entire week will then be highlighted as the requested dates.
The confirmation window will list the week and show totals on the first line.
▪Click Apply anyways to submit the request.
To make a payout only request navigate to the Time Off Request menu.
▪Using the drop-down arrow, select the OESA Payout code from the list.
▪Enter the payout amount in the Payout Amount window.
▪To submit the request a day must be select. Any date is acceptable.
On the Time Off Requests screen the request is now shown.
Once the manager approves the request the payout amount will be added to the Taken field on the OESA Time Bank.
After the request is approved, the Taken field now shows the $250 and the time amounts remain the same.
An employee can cancel or delete a Time Off Request if the status of the request is anything other than approved.
Delete a request that has not been approved.
▪Click on the request to be deleted.
▪Click on the Actions icon.
▪Select Yes to delete the request.
The employee's supervisor will be sent an email notifying that the request was deleted.
Cancel a request that has been approved
The request below has already been approved. Note the options below that are not available to the employee in this case.
The employee may still view the details of the request using the View / Edit Request option but editing will also be disabled.
▪Click on the request to be canceled.
▪Click on the Actions icon.
▪Select Cancel Request.
▪Right click and select Cancel Request. The cancellation menu will appear.
▪To save the cancellation, you must populate the Feedback field with the reason for the cancellation. Click Save.
Canceled requests will appear with the following icon under the Cancel Status column.