Request Time Off from My Calendar

Note: This information applies to submitting time-off requests Request subtypes that employees use to request time off for vacation, illness or recovery, appointments, personal time, or other absences. Time-off requests can be configured to support many different employment scenarios. from My Calendar. If you are using My Schedule for employee self-service, Request Time Off from My Schedule.

Note: If historical time-off requests are permitted in your organization, you can submit time-off requests in signed-off periods.

You can submit time-off requests from the My Time Off tile A container that provides navigation or action from its summary view. and from My Calendar. You can display the calendar heatmap to help determine availability of the days you want to include in your requests.

Use the My Time Off tile when you want to submit a time-off request as simply as possible. Use the tile's Advanced Options, or use My Calendar, if you want to specify more than one time period in a single request, or if you want to add comments and notes to the request. (Durations and pay codes can vary among the days and ranges you specify.) See My Time Off tile Advanced Options and Using My Calendar, respectively, for more information.

Time-off requests across day divide

On a single shift that crosses your day divide Time that defines when one day ends and a new day begins. The day divide is defined in a pay rule. If a shift crosses the day divide, the pay rule defines how the hours are allocated: to the day before, the day after, or to the day on which the worked hour occurred., when you enter two half-day time-off requests (1st Half and 2nd Half), the entire shift is overridden. Two half-day pay code edits are created and open shifts are created for each overridden portion of the original shift, based on the day divide time and your fixed rules.

Example: You have a day divide shift that starts on Tuesday at 10pm and ends on Wednesday at 6am. You enter Vacation for a 1st Half duration resulting in 4 hours of vacation (Tuesday 10pm to Wednesday 2am). The remaining shift is Wednesday 2am to 6am. You then enter Sick for a 2nd Half duration.

The result is two half-day paycode A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. edits: 4 hours (10pm - 2am) and 4 hours (2am - 6am). The entire original shift is overridden, and two 4-hour open shifts are created.

If you select consecutive days with shifts that cross your day divide, when you enter two half-day time-off requests (1st Half and 2nd Half), the entire shifts on all consecutive days of the time-off request are overridden. Two half-day pay code edits are created for each day and open shifts are created for each overridden portion of the original shifts, based on the day divide time and your fixed rules.

Example: You have an 8-hour day divide shift on two consecutive days — Sunday 10pm to Monday 6am, and Monday 10pm to Tuesday 6am. You enter Vacation for a 1st Half duration resulting in 4 hours of vacation from Sunday 10pm to Monday 2am, and 4 hours of vacation from Monday 10pm to Tuesday 2am. The remaining shifts are Monday 2am - 6pm and Tuesday 2am to 6am. You then enter Sick for a 2nd Half duration by selecting the dates of the remaining shifts (Monday and Tuesday.

The result is two half-day paycode edits created for each day: 4 hours (10pm - 2am) and 4 hours (2am - 6am). The entire original shifts are overridden on the consecutive days, and four 4-hour open shifts are created.

To submit a time-off request using the My Time Off tile:

  1. Click Tap the Home  and locate the My Time Off tile.
  2. (Optional) If you have multiple assignments, select an assignment from the Assignment field. By default, this field displays your primary assignment.
  3. Click Tap Reason and specify the reason for your request. The number of hours or days that you have accrued appears next to the reason if the request subtype Classifications of schedule requests from employees. was configured to display accruals.

    Click Tap Information to view your accrued time in each category for time off.

  4. Click Tap Dates. In the Date Range pop-up, specify a Start Date and End Date, or select a date or range of dates directly from the pop-up calendar.
    • How to select days
      • To select a single day, click tap  the day twice.
      • To select two or more consecutive days, click tap  the first day, drag across the days in the calendar, then click tap  the last day in the period.
      • To remove days from the selection, click tap  the selected days.
  5. Click Tap Apply.
  6. If there are multiple shifts scheduled on one of the days you have selected, select an option in Apply this request to for how you want to apply the time off:
    • Whole day — Apply the time-off request to the full day. This option is selected by default.
    • Selected shift — Apply the time-off request to a specific shift.
    • Select the shift that you want to apply the time-off request to from the list of scheduled shifts that have a start time within the selected day. Shifts that have not yet been posted do not display in the shift selection list.
  7. If applicable, in Deduct from, specify the accruals account you want to associate with this request.
  8. In Duration select one of these options. You might not see all of the options because the available durations depend on the configuration of the request.
  9. Note: The Duration field is displayed only if configured for your system. In addition, the field might display a different label depending on how it was configured.
  10. For a single day with multiple shifts, when Whole day is selected in Apply this request to, you can only select a duration of either Full or Hours.
  11. Note: If your request subtype or paycode values profile (PCVP) Assigns different paycode behaviors to different groups of employees. does not have the symbolic amount Instead of entering a specific amount for a paycode, a symbolic amount lets users enter a value such as full day, which translates to the number of hours in your shift. Other default symbolic amounts include half day, 1st half day, and 2nd half day. of Full or Hours configured, an error is displayed.
    • Full: Entire shift that day.
    • 1st Half: Total time of the first half of shifts that day.
    • 2nd Half: Total time of the last half of shifts that day.
    • Hours: Enter Start hours and End hours.
    • Tip: The start and end times reset if you select another duration. If you later select Hours, you must enter the times again.
    • Half: Half the total time of shifts that day.
    • Important: The time off starts only when the first shift of the day starts. For other half-day amounts, select 1st Half, 2nd Half, or Hours.

    Note: If your request subtype was configured with only Full, the Duration field is not displayed. If it was configured with only Hours, only the Start hours and End hours fields are displayed.

  12. (Optional) Select Notify My Colleagues to send a notification of your absence to your co-workers. The colleagues to notify are identified in Team Definitions.
  13. (Optional) Click Tap Sync with My Calendar to add the time-off request to your personal calendar, such as Microsoft Outlook™.
  14. If you are finished with your request, click tap Submit. The system displays a submission message.

To submit a time-off request that includes multiple time periods and/or comments:

  1. Click Tap the Home  and locate the My Time Off tile.
  2. Click Tap Advanced Options.

    3. The Request Time Off slider appears.

  3. (Optional) If you have multiple assignments, select an assignment from the Assignment field. By default, this field displays your primary assignment.
  4. On the Request Time Off slider, select the Type of Time Off if it is displayed and click tap Apply.

    Note: The Type of Time Off field is displayed on the Request Time Off slider only if you are configured with more than one request subtype.

    The Request Time Off slider displays a calendar.

  5. Select the dates for your request. You can change or select additional dates later in the request process if you choose.

    6. How to use the calendar

    Click Tap the Dates icon and select the dates for your request

    • To select one or more days, click tap the days.
    • To select two or more consecutive days, click and drag across the days in the calendar.
    • To remove days from the selection, click tap the selected days.
  6. Click Tap Done.

    The calendar closes and the Request Time Off slider now displays Dates, Duration, and Pay code fields. The Date field reflects the dates you selected in the previous step.

  7. If you have a single day selected and there are multiple shifts scheduled on that day, select an option in Apply To for how you want to apply the time off:
    • Whole day — Apply the time-off request to the full day. This option is selected by default.
    • Selected shift — Apply the time-off request to a specific shift.

      • Select the shift that you want to apply the time-off request to from the list of scheduled shifts that have a start time within the selected day. Shifts that have not yet been posted do not display in the shift selection list.

  8. In Duration, select one of the following. You may not see all of these options because the available durations depend on the configuration of the request.

    For a single day with multiple shifts, when Whole day is selected in Apply To, you can only select a duration of either Full or Hours.

    Note: If your request subtype or paycode values profile does not have the symbolic amount of Full or Hours configured, an error is displayed.

    • Full: Entire shift that day.
    • 1st Half: Total time of the first half of shifts that day.
    • 2nd Half: Total time of the last half of shifts that day.
    • Hours: Enter Start hours and End hours.

      Tip: The start and end times reset if you select another duration. If you later select Hours, you must enter the times again.

    • Half: Half the total time of shifts that day.

      Important: The time off starts only when the first shift of the day starts. For other half-day amounts, select 1st Half, 2nd Half, or Hours.

    Note: If your request subtype was configured with only Full, the Duration field is not displayed. If it was configured with only Hours, only the Start Time and End Time fields are displayed.

  9. In Pay code, select the pay code for the time-off request.
  10. (Optional) To review the request, and to optionally add comments or additional time periods, click tap Review.
  11. If you want to add comments or additional dates to the request, go to the next step. Otherwise, if you are finished specifying your request, click tap Submit. 

    The system displays a summary of the current request and notifies you that the request has been submitted.

    Click Tap Cancel Request if you want to cancel the request. Otherwise, click tap Done. 

  12. (Optional) Add comments to the request: 

    1. Click Tap Add Comment.
    2. Select a comment from the Type drop-down list. Optionally, enter a note for the comment.
    3. Click Tap Add Comment to enter additional comments as needed. All comments for the same request are grouped together in the Request Details and History. 

  13. (Optional) Add time periods to the request: 

    Durations and pay codes can vary among the days and ranges you specify.

    1. Click Tap Add. 
    2. Select the day or days you want to add to the request.
    3. Click Tap Apply. 
    4. Select the duration and paycode as described earlier. 
    5. (Optional) To review the modified request, and to optionally add comments or additional dates, click tap Review.  

      The system displays a summary of the current request.

    6. Add additional comments as needed.
    7. Click Tap Add to add additional dates. 
    8. When you are finished specifying your request, click tap Submit. 

      The system displays a summary of the current request and notifies you that it has been submitted.

    9. Click Tap Cancel Request if you want to cancel the request. Otherwise, click tap Done. 

To submit time-off requests from My Calendar:

  1. Open My Calendar using one of these methods:
    • Click Tap Main Menu > My Information > My Calendar.
    • Click Tap Home , locate the My Schedule tile, and click tap View My Schedule .
  2. (Optional) Select the dates for your request. You can select dates later in the request process if you choose.

    How to use the calendar

    Click Tap the Dates icon and select the dates for your request

    • To select one or more days, click tap the days.
    • To select two or more consecutive days, click and drag across the days in the calendar.
    • To remove days from the selection, click tap the selected days.
  3. Open the Request Time Off slider using one of these methods:
    • Click Tap New Request . Select Time-off.
    • Right-click the selected dates. Click Tap Time-off . 

    The Request Time Off slider appears.

  4. (Optional) If you have multiple assignments, select an assignment from the Assignment field. By default, this field displays your primary assignment.
  5. Select the Type of Time Off and click tap Apply.

    6. The Type of Time Off field is displayed on the Request Time Off slider only if you are configured with more than one request subtype. 

  6. If you did not select dates in My Calendar — or to change or add dates — click tap Dates. Select days from the calendar on the Request Time Off slider.  
  7. If there are multiple shifts scheduled on one of the days you have selected, select an option in Apply this request to for how you want to apply the time off:
    • Whole day — Apply the time-off request to the full day. This option is selected by default.
    • Selected shift — Apply the time-off request to a specific shift.
    • Select the shift that you want to apply the time-off request to from the list of scheduled shifts that have a start time within the selected day. Shifts that have not yet been posted do not display in the shift selection list.
  8. If applicable, in Deduct from, specify the accruals account you want to associate with this request.
  9. In Duration select one of these options. You might not see all of the options because the available durations depend on the configuration of the request.
  10. Note: The Duration field is displayed only if configured for your system. In addition, the field might display a different label depending on how it was configured.
  11. For a single day with multiple shifts, when Whole day is selected in Apply this request to, you can only select a duration of either Full or Hours.
  12. Note: If your request subtype or paycode values profile does not have the symbolic amount of Full or Hours configured, an error is displayed.
    • Full: Entire shift that day.
    • 1st Half: Total time of the first half of shifts that day.
    • 2nd Half: Total time of the last half of shifts that day.
    • Hours: Enter Start hours and End hours.
    • Tip: The start and end times reset if you select another duration. If you later select Hours, you must enter the times again.
    • Half: Half the total time of shifts that day.
    • Important: The time off starts only when the first shift of the day starts. For other half-day amounts, select 1st Half, 2nd Half, or Hours.

    Note: If your request subtype was configured with only Full, the Duration field is not displayed. If it was configured with only Hours, only the Start hours and End hours fields are displayed.

  13. In Pay code, select the paycode for the time off.
  14. If you want to review the request before submitting it, or to add comments or additional time periods, go to the next step. Otherwise, if you are finished specifying your request, click tap Submit. 

    The system displays a summary of the current request.

    Click Tap Cancel Request if you want to cancel the request. Otherwise, click tap Done. 

  15. (Optional) Click Tap Review to review the request or to add comments or additional time periods.

  16. (Optional) Add comments to the request: 

    1. Click Tap Add Comment.
    2. Select a comment from the Type drop-down list. Optionally, enter a note for the comment.
    3. Click Tap Add Comment to enter additional comments as needed. All comments for the same request are grouped together in the Request Details and History. 

  17. (Optional) Add time periods to the request: 

    Durations and pay codes can vary among the days and ranges you specify.

    1. Click Tap Add. 
    2. Select the day or days you want to add to the request.
    3. Click Tap Apply. 
    4. Select the duration and paycode as described earlier. 
    5. (Optional) To review the modified request, and to optionally add comments or additional dates, click tap Review.  

      The system displays a summary of the current request.

    6. Add additional comments as needed.
    7. Click Tap Add to add additional dates. 
    8. When you are finished specifying your request, click tap Submit. 

      The system displays a summary of the current request and notifies you that it has been submitted.

    9. Click Tap Cancel Request if you want to cancel the request. Otherwise, click tap Done. 

In UKG Pro Workforce Management, a heatmap is a color-coded overlay that can be displayed on your calendar and request slider. The heatmap colors and symbols correspond to absence quotas that have been established for your team:

  •  — Team absences are not allowed (the team absence quota is set to 0 for this day).
  •  — The team absence quota has been met; no additional absences are allowed. Calendar cells are shaded red on these days.
  •  — This day is in high demand by other colleagues on your team (time-off requests have met the specified high demand warning threshold specified by your manager). Calendar cells are shaded yellow on these days.

If enabled by your manager, you can display the heatmap to help you determine if your time-off request is likely to be approved based on current team quota values; guided recommendations Recommends to managers whether to approve or reject requests. The recommendations are based on coverage and accruals balances. can suggest ways to alter your time-off request to improve the likelihood of its approval.

To display the heatmap on your calendar and request slider:

  1. Click Tap Main Menu  > My Information > My Calendar.
  2. Click Tap Layers .
  3. Choose Team Absences .