Time-Off Requests: Supervisors HELP MENU MANUAL

1 Apr. 12, 2018

TABLE OF CONTENTS

Page Numbers

Assign Accruals ................................................................................................................. 2 Assign Supervisors ............................................................................................................ 5 Approve Time-Off for Employees ..................................................................................... 8 Time-Off Calendar ........................................................................................................ 8 Time-Off Calendar for All Departments ........................................................................ 11 Batch Approve Time-Off Requests ................................................................................ 11 Notifying Employees ........................................................................................................ 13 Submit a Time-Off Request for an Employee .................................................................... 14 Delete Time-Off Requests for Terminated Employees ...................................................... 15 Time-Off Request Increments ........................................................................................... 17 Time-Off Request Approval Reminders ............................................................................ 18

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As a Supervisor, you have many responsibilities, including managing your employee’s time.

Paycom’s Time-Off Requests feature makes it easy for you manage requests with a few clicks!

Today, we’ll learn how to assign accruals and supervisors, approve or deny time-off for

employees and much more! Let’s get started!

Assign Accruals The policies and information for your company’s accrual policies will be set up by Paycom

based on the information provided.

Select “Make Employee Changes” from the Employees tile.

Click on the name of the employee whom you want to assign accruals.

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Select “Form 6: Accrual Information.”

Select the accrual type from the dropdown menu, and select “Add Accrual.”

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The accrual information for your company will populate. If you need to make changes to the

accrual, select “Make Changes.”

Make any necessary changes and select “Update.”

Please Note: You can require your employees to leave comments for their time-off requests. This

can be done on a per-accrual basis. To enable this feature, contact your dedicated specialist!

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Assign Supervisors For an email to be sent to a supervisor when an employee submits a time-off request,

a supervisor must be assigned with approval access for each employee within “Make

Employee Changes.”

Return to “Make Employee Changes” within the Employees tile, then select the name

of the employee whom you want to assign a supervisor with approval access.

Select their Form 3: Dates and HR.

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Scroll to the Supervisor Information and Notification section. Using the Time-Off Approval

Supervisor field, select which supervisor should be receiving the time-off request email. Make

sure the box for “Time-Off Requests” is checked if the supervisor should receive email

notifications. Click “Update” when finished.

Please Note: If needed, the email address listed can be changed by a Client Administrator via

User Access and Security.

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To notify an employee via email when their request is approved or denied, enter their email

address within the Work Email field within Form 3: Dates and HR in the Human Resources

Information section.

Select “Update” at the bottom of the page when finished.

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Approve Time-Off for Employees When a Time-Off Request has been submitted by an employee through Employee Self-

Service, the Time-Off Approval Supervisor who was assigned in Form 3: Dates and HR as well

as any other supervisor who is set to receive an email, will receive an email stating the Time-

Off Request details. Time-off requests for a date range of requests will be consolidated into

one summary email.

The supervisor will then be able to go in and either approve or deny the Time-Off Request on

behalf of their employees. We’ll discuss two ways to approve or deny a request. For both, you

will need to first select “Time-Off Requests” from the Time Management tile.

Time-Off Calendar

The Time-Off Calendar shows the supervisor how many requests have been made on a given

day in a calendar view. This option is beneficial if you want to ensure the proper coverage on a

given day because the calendar allows you to see all the requests for that particular day. To

begin, select “Time-Off Calendar.”

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You can filter the Time-Off Requests by Department, Employee, Employee Status and Time-

Off Status to see the applicable employees on the calendar.

The requests are color coded according to status:

• Requested: Yellow

• Approved: Orange

• Denied: Red

• Removed: Black

• Calendar Only: Blue

Clicking a specific day will display the request to the right of the calendar and show which

employees have requested time off for that day, the status of the request and any additional

comment. The request will show Available Hours, Future Hours Approved, Future Hours

Pending and the Net Available as of the last pay period end date for the employee.

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Select “Approve/Deny.” To delete the request from the calendar or make edits to the request,

select “Delete” or “Edit.”

Select “Edit” to add comments. Then, click “Update.”

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If an employee’s accrual balance is currently negative and you approve their Time-Off Request

in the Time-Off Calendar, a pop-up message will appear alerting you of the employee’s

negative accrual balance.

Time-Off Calendar for All Departments

At times, you may need to see approved time-off for departments throughout your

organization. To do this, select “Time-Off Calendar for All Departments.”

Please Note: You must be given access through your permission profile to view this feature.

All approved time-off requests will be displayed on the calendar. Click on a specific calendar

day to see the approved requests for that day.

Batch Approve Time-Off Requests

The Batch Approve feature allows supervisors to approve or deny multiple time-off requests

at once. Select “Batch Approve Time-Off Requests.”

From here, you can see all of the request information and employee’s available hours.

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Using the Search Method allows you to change how the employees are displayed. It will

default to all employees, but you can narrow your search to All, Active or Non-Active

employees. Also, use the Employee Advanced Search to filter to specific employees by

searching multiple fields at once such as Employee, Pay Type, Schedule Group, Employee

Status and Pay Classes. Once you have selected your Search Method, you can select “Save” to

make this your default search method.

The Quick Search filter is beneficial if you have a specific employee for whom you are

searching as it allows you to filter by employee. Type in the name of the employee and the

employee list will populate with any employees who match that search criteria. To return to

the full list of employees, select “Clear Search.”

To learn more about the Search Method and Quick Search filters, refer to the Filtering within the

Paycom System manual on the Help Menu.

Check the box next to the name of the employee(s) whose request(s) you are

approving/denying, and then select either “Batch Approve” or Batch Deny.” You can also

approve/deny requests on an individual basis by selecting the appropriate option for a specific

employee.

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You may enter any comments, then select “Approve All.”

Even when approving multiple employees’ Time-Off Requests, a pop-up message will appear

alerting you if an employee has a negative accrual balance.

Notifying Employees An employee can see if a supervisor has approved or denied their request by looking at the

color-coded Time-Off Calendar or by clicking on the specific date on the calendar within

Employee Self-Service. The employee will also be able to see any comments the supervisor

added.

Once a request has been approved/denied, the time-off will automatically appear on the

employee’s timecard. If the time is later denied, deleted or changed, it will be updated

accordingly on the timecard.

Please Note: The time will be automatically applied to the employee’s home department.

You have the ability to allow employees to view pending Time-Off Requests on timecards,

ensuring all time has been approved/denied prior to timecards being approved. Contact your

dedicated specialist to enable this feature!

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Also an email detailing the status of the request will be sent to the employee.

Submit a Time-Off Request for an Employee If provided access, you can submit a request on behalf of an employee using the “Time-Off

Calendar.”

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On the top right of your screen, click the arrow to expand the Add Time-Off Request section.

Then, enter the appropriate information for the time-off request, and select “Add Request.”

The time-off will be automatically approved and placed on the calendar.

Delete Time-Off Requests for Terminated Employees On the confirmation screen after terminating an employee, there is a section for “Future

Time-Off Request Events.” Check the options to remove from the Time-Off Calendar and

select “Delete Selected Events.” Then, the requests will automatically be removed from the

Time-Off Calendar.

You can also delete Time-Off Requests for terminated employees by selecting “Time-Off

Calendar” from the Time-Off Requests menu.

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Select “Delete Time-Off Entries for Terminated Employees” and then “OK” on the pop-up

window. This will automatically delete all Time-Off Requests for terminated employees from

that day going forward.

Please Note: This feature will not be retroactive for past Time-Off Requests.

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Time-Off Request Increments You have the option to allow users to submit time-off requests in specific increments

of time. When a user adds time-off through the Time-Off Calendar, and it falls outside

of the allowed increment value, he or she will receive an error message stating the

requested value is not in the proper increment. This is beneficial if, for example, a

company policy indicates employees may submit time-off requests only in half-hour

increments.

To access the Time-Off Calendar, first select “Time-Off Requests.”

Then, select “Time-Off Calendar.”

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Use the “Hours per Day” field to adjust these settings.

Please Note: Hours should be in increments of 0.5.

Now, when an employee uses Employee Self-Service to request time-off outside of the

increment assigned, he or she will receive an error message based upon the specified

increment amounts.

Time-Off Request Approval Reminders Reminders provide an integrated way for payroll administrators to prompt their supervisors to

approve or deny outstanding requests. This can be especially beneficial in days leading up to

processing payroll. There are two ways to accomplish this. Upon viewing the Time-Off

Calendar, now you will see a button for “Send Reminders.” This will respect the user-access

permission given to the user.

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Then, a pop-up window will display a date range and default message. Indicate the specific

date range to message supervisors and modify the message accordingly. The notification will

respect any filters applied on the page and will send a notification only if the supervisor has

Time-Off Requests notifications enabled on Form 3: Dates and HR.

You also can send reminders, individually or as a batch, using the Batch Approve Time-Off

Request menu. To initiate the reminder individually, click the bell icon located at the far right

of the table. Upon clicking, the system will generate an email message to the user assigned as

their Time-Off Approval Supervisor, if they have the notification enabled on Form 3: Dates and

HR.

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The bell icon will change to reflect the word “Sent” and the Last Reminder column will update

with the time sent.

If you wish to remind everyone as a batch, select the required employees on the left, and click

“Batch Send Reminders” on the right-hand side. This will display a pop-up message that

shows who will be sent a reminder. It also will display the last notified date and time if you

have sent a previous reminder.

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The email message appears as shown below.

Now, you know how to manage your employees’ time-off requests as a supervisor! For more

information, check out the Time-Off Requests manuals on the Help Menu.