Using Time off Overview in the New Employee User Experience

The Employee Time Off Overview can be used by the employee to see the available absence balances and usage. This form provides a calendar view of the absence activity and provides detail pertaining to the absence requests. The Employee Time Off Overview displays the following:

Header:

  • Employee Name and Employee Number
  • Link to open employee’s current timesheet
  • Link to create a new request:
    • Opens PTO Entry Modal
    • Link to exit
      • Returns to previous form

Available Balances:

  • Tracking Year
    • Defaults to current tracking year
    • Use pulldown to see balances from other tracking years
    • Displays Time Off Group of the selected tracking year
  • Attendance Points System Status
    • Displays Attendance Points System Level
    • Displays Attendance Points System total points for the tracking year
  • Absence Balances Array
    • Displays balances for each absence code in the employee’s Time Off Group
    • Available = Annual Allowed less the sum of Approved and Taken
      • When Available is Accrued use Available Accrued instead of Annual Allowed
    • Annual Allowed = Specified in the Time Off Group
    • Requested = Pending absence requests
      • Do not count against Available
      • Moves to the Approved balance once the request is approved
      • When a requested absence is denied or withdrawn there is no change in Available and the Requested balance decreases
    • Approved = Approved Absence requests or absence hours created as planned absences
    • Taken = Approved hours on Timesheets that are hours processed

Calendar Array:

  • Defaults to a display of the current month
    • Previous and next scroll icons in the array header can be used to view prior or subsequent months
  • Absence activity displays in the daily blocks of the calendar
    • Orange = a pending request
    • Green = an approved request
    • Red = a withdrawn or denied request
    • Blue = a taken request
    • Focus on the absence in the daily block to open the request in the PTO Entry Modal
    • Focus on a blank block to open the PTO Entry Modal for a new request
    • Hover over a request in the daily block to open a tool tip with summary information about the absence record
  • Holiday report dates display a visual cue and description of the holiday
  • Current report dates display with a visual cue in the top line of the daily block

Time Off Activity Summary:

  • Every absence record generates a summary tile
  • The summary tile displays the following information
    • Status Alert: Pending, Denied, Approved or Taken
    • Time Stamp displays the time of the last action
      • Pending: Submitted, Request Date
      • Approved: Approved, approver’s username, date of approval
      • Rejected: Rejected, rejecter’s username, date of rejection
      • Taken: Taken, processor’s username, date of hours processing
    • Report date of request
      • This is a date range if the request is for multiple dates
      • Each report date in a multiple day request generates a summary tile
      • Each tile in a multiple day request indicates this is part of a multiple day request
      • Any action taken on a summary tile of a multiple day request updates all the summary tiles of the multiple day requests
    • Absence Code and Description
    • Absence record detail
      • Type, partial or full
      • Durations of request
        • Partial Abs requests display start and end times
    • Employee’s comments
    • Supervisor’s comments along with the username of the supervisor making the comment
    • Error message, if applicable
    • Action Buttons
      • Edit opens the PTO Entry Modal
        • Can make edits if the request is still pending
        • Can update employee comments if request is not taken
      • Cancel withdraws the request
        • Can only be used when the request is pending