View or Cancel PTO Requests

You can review and make changes to employees’ time off (PTO) requests in the Planned Time Off Requests form.

Viewing Planned Time Off Requests

The requests in the list are for employees at the active client who submitted them through Employee Portal (EP).

To view the planned time off requests for the client, do the following:

Go to the Planned Time Off Requests form. When the form opens, the following message displays, "Please wait while we get the leave requests." (Note: This form defaults to the Display Pending and Display Approved options, so the system will display those entries.)

Use the filters at the top of the form to specify which requests to display.

If there is more than one page of results, the total number of pages displays above the results, and the Next Page and Previous Page buttons display at the bottom of the page. Long comments or multiple vouchers display additional lines on the form.

Note: Each page displays up to 20 leave requests.

Making Changes to an Employee's PTO

To make changes to an employee’s PTO, you can:

•

Set an Approved request to Cancelled.

•

Set an Approved request to Paid. If you select Paid, then it is removed from this list and from any payrolls.

•

A yellow indicator

displays next to the start date if it is before the period end date of the last completed scheduled payroll batch for the employee’s pay group. The system considers it to be a “back dated” request.

The different statuses affect the system as follows:

Status

Description

Pending

The PTO request has not yet been approved, cancelled, or paid by the employee’s manager.

Note: The request does not display on the timesheet in this status.

Approved

The PTO request is approved and scheduled to be paid.

Note the following:

•

If a manager cancels a PTO request on this form and then the request is approved later on this form, the leave request indicator in the Summary Time Sheet Entry form is restored and the employee’s EP PTO landing page displays the approved request.

•

The system does not record the user who approves a PTO request as the leave approver in the Planned Time Off Requests form. Instead, the system displays the approver from the approval policy.

Cancelled

The PTO request is cancelled.

This cancels an employee's approved PTO in the EP that occurs in the future.

Note the following:

•

Canceling approved PTO that occurs in the future stops the PTO from being applied to the timesheet when it is created.

•

Canceling approved and applied PTO on the current timesheet does not remove the indicator and the hours should be manually adjusted in the timesheet.

Paid

The PTO request was previously paid and the employee’s PTO register was updated. Only service providers can select this option.

Note: This status removes the leave request indicator from the timesheet and removes the request from the employee’s EP or Employee Portal (EP) PTO landing page. It also hides the request from the Planned Time Off Requests form unless you choose to Display Paid.

Note: By default, worksite manager and trusted advisor users can only access employees who report to them, as indicated in the Employee Details Work tab. Users can be set to see all employees at the client that they are allowed to access by giving them the PTO Administrator account management role in the Users form. Note that if you want a user to be able to view requests but not approve them, the user role must have Inquiry permission for Planned Time Off Requests.

To view a planned time off request's changes, click the Audit Log icon . The Audit Log Display opens, where you can click a log to display its changes. (See Viewing the Audit Log.)