Time Off Requests can be configured to use the OESA current rate in the approval process.

This feature needs to be setup in the system. Contact StaffScheduleCare Client Care team if the feature needs to be turned on.

With the OESA Current Rate selected, the OESA current rate will be applied when the request is made.

If Vacation Rate option is left as default, the current rate will apply only when the request is actually approved and not when the request is made.

It is suggested to set up OESA Current Rate as a default.

If configured the OESA Current Rate will be the default in the Pay Option when processing a request.

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OESA Attendance Codes can be added directly on the Active Schedule.

If an OESA paid Attendance Code is added directly on the Active Schedule (Time Card or through Attendance), the program takes Regular Rate for calculation as a default and not Vacation Rate.

As a result, deduction dollars and day(s) may be less or larger than Daily Rate on Personnel.

If the paid Attendance Code is deleted from the Active Schedule, the system will return the time and dollars to the Time Bank.

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1.Employees without a Master Schedule can book the whole week off (including days they are not scheduled on). This avoids the employee being called in while on vacation.

2.Employees without a Master Schedule will get PAID hours.

Configuration Setup

An Accrual Rule is needed for the Time Bank for the Non Master Schedule employees.

To adjust or create an Accrual Rule navigate to:

▪Select the Config menu.

▪Select the Setup menu.

▪Select Accrual Rules.

▪ Click on the Accrual Rule to be modified or click on the Actions icon and select Add to add a new rule.

On the Company Profile the Default Pay Option is set to OESA Current Rate.

▪Select the Config menu.

▪Select the Setup menu.

▪Select Company Profile.

▪Under Time Off  select General.

▪To also setup Current Rate - click on the drop-down arrow in the window below Default Pay Option. Select OESA Current Rate from the list.

▪Click on Apply .

Example One Week Time Off Request

This employee uses the OESA Time Bank OES1 (setup to fixed days and current rate)

Currently the taken week value is one.

Employee submits a Time Off Request for one week starting January 6th.

▪The OESA Attendance Code is selected.

▪To select one week of time the employee holds the Control key and clicks on the first day of the week. This will select the entire week.

If configured, when approving a request, the Pay Option will default to OESA Current Rate, otherwise select from the Pay Option drop-down list.

The paid code VS1 appeared on the first day of the week regardless scheduled this day or not.

▪Click Apply anyway.

Once approved, the Active Schedule will be updated with the seven days in the week with 8:00 /day totaling 56:00 paid hours are taken from Weekly Rate.

After the TOR is approved the Time Bank is updated and now shows one week taken.

The $844.00 is now in the Dollars Taken field and the Balance is adjusted.

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A Time Off Request can be canceled after the manager has approved it.

The cancellation option is only available to managers. Employees cannot cancel at request once it is approved.

Once a request has been approved the Delete option is not available.

When a Time Off Request is canceled the original schedule is not restored.

Manager to restore employee’s schedule manually if needed.

To cancel a request, navigate to:

▪Select the Requests menu.

▪Select Time Off Requests Menu.

▪Click on the request to be canceled to highlight it. The green check mark status shows this request has been approved.

▪Click Actions icon.

▪Select Cancel Request on the drop-down list.

If the system has been configured to force comments, a comment must be entered in the Feedback window.

▪Click Save.

The request will now show the Cancellation Status icon.

Before canceling the request, the employee had taken 1 week and $844.00.

After the cancellation, the taken now shows zero weeks and zero dollars taken.

The time and dollars have been returned to the bank.

Before:

After:

If your system has been setup to send Request Change emails the employee will receive a cancellation notification email.

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The system will not allow managers to delete Approved requests.

Managers can delete Time Off Requests if they have not yet been approved through the Time Off Request menu.

▪Select the Requests menu.

▪Select the Time Off Requests menu.

▪Click on the request you wish to delete.

▪Click Actions icon and select Delete.

A warning message will pop-up reminding the manager that record(s) will be permanently deleted.

Click Yes. The Time Off Request will be gone.

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Both Day and Week OESA Time Off Requests can use a Deferred Debit Attendance Code. Once the request is approved the Attendance Code(s) will be on the employee's Active Schedule and Time Card, but not deducted from the Time Bank until the Deferred Debit process is run. Note: The Attendance Code must be configured as a Deferred Debit code.

For further setup and how to use details see OESA - Deferred Debit Next Year

Once the Deferred Attendance Code is processed (see Deferred Debit Processing) and no longer deferred, then the hours and dollars will be deducted from the Time Bank.

When the Attendance Code is deducted against the Time Bank, the Rate/Dollar value of the OESA Code is based on the current Rate the Time Bank is set to. If the request was processed with Vacation Rate.

 
The Rate will be based on current rate in the Time Bank, not the rate when the TOR was submitted.

If the employee is paid for the week at once in one day or paid separately per day.

If the employee had more Time Off Approved than they were eligible for. When the Deferred Time Bank Process is run, only the earliest Attendance Codes are processed up until the employee runs out of time.

The Deferred Debit report will write out a warning that the employee does not have enough time.

 
Any Codes that exceed the limit can be removed if the Time Off Request is canceled. 

Rates

If Vacation Rate is used when Approving the request. The Rate for the paid days will be populated. The days with shifts will appear as Paid days.

If OESA Current Rate is used when Approving the request. The Dollars for the first day will be populated. AC will show up as Unpaid for all days in the week.

Suggested OSEA use of Deferred Debit Process

Client could use it as a temporary feature for the few weeks where Next Year Vacations are required to be submitted.

Turn off the Deferred option after all requests are submitted and Approved so any other requests will be back to normal.

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