Edit Approved GTOR

The Edit Approved GTOR extension streamlines the management of time-off requests.

Note: This business process is an extension model that is developed outside the normal release schedule to meet specific customer needs. To request one of these models, you must submit a Salesforce Service Request to UKG. After the model is delivered to your tenant, you can edit it to meet your needs.

This workflow provides opportunities for the employee to

  • view and select approved time-off requests that fall within a specified time span.
  • edit the start and end dates of approved requests, including those that span multiple periods.
  • cancel individual days within a time-off span.
  • view and edit time-off requests based on the employee's assignment.

Additionally, the workflow

  • fully supports multiple periods in a time-off span.
  • requires no cancellation of the original time-off in a signed-off period thus minimizing historical corrections.

What does this extension support?

The workflow allows the employee to edit time-off requests that fall in both non-signed off and signed-off periods providing that timecard editing is enabled in signed-off periods.

If the employee chooses to add days to an approved time-off request, the system references the existing request subtype settings and then generates a new request for the additional days.

When the employee chooses to cancel days from the approved time-off, the system adheres to cancellation-specific settings defined in the request subtype. These settings include: Request Cancellation, Restore Shift Only if Open Shift is Available, and Automatically Create Open Shift.

What is the approach?

The workflow determines whether the request falls in a non-signed off or signed-off period, and then follows one of two paths – extend or cancel days.

Non-signed off periods

  • Extend days

    • Creates a new time-off that covers the additional days in the Schedule Planner.

  • Cancel individual days

    • Retains the original leave request.
    • Removes the time-off paycode associated with the request from both the Schedule Planner and the Timecard.
    • Adds a schedule tag in the Schedule Planner on the canceled days.
    • Restores the shifts based on the request subtype configuration.
Signed-off periods

  • Extend days

    • Creates a new time-off that covers the additional days in the Schedule Planner.

  • Cancel individual days

    • Retains the original leave request.
    • Adds a paycode with negative hours associated with the leave request in the Timecard.
    • Adds an indicative paycode with 0 hours in the Timecard. Attaches a detailed comment and note to the indicative paycode that serves as reference for future analysis.