Canceling booked off shifts resulting from approved time off requests
When a time off request is approved in the Time Off Planner on days the employee is scheduled, the employee's shifts on those days are booked off, generating relief shifts. These book offs can be canceled in the ASV or Central Staffing. When canceling a book off, the associated time off request can be retained, which reverts the request to Pending Approval status, or recalled (canceled).
To cancel a book off that resulted from an approved time off request, the associated time off type must have the Recallable option enabled. When canceling book offs, you are given the option to keep or recall these time off requests. Time off requests that are kept are reverted to Pending Approval status, which allows the approver to approve or reject the time off request again.
If the associated time off type is not recallable, only the employee associated with the approved request can cancel it. If a book off was not a result of an approved time off request, the book off can always be canceled if the cancellation passes the required validations.
See the Infor Workforce Management Time Off Planner User Guide for details on configuring time off types.
Canceling book offs for time off requests covering multiple shifts
When canceling a book off in ASV, shifts that originated from the same time off request are displayed as a group. You can cancel the book offs for each shift individually or for multiple shifts in the same transaction. The option to keep or cancel the time off requests can be selected separately for each day when canceling book offs for shifts over multiple days.
When canceling a book off for an approved time off request that covers multiple shifts on the same day, the outcome depends on the option selected to keep or cancel the time off requests. If you cancel all of the book offs on the same day, you can select the option to keep or cancel the time off request. If you are not canceling the book offs for all of the shifts on the same day, you must cancel the approved time off request. This recalls the time off request for all the shifts, but only cancels the book off for the selected shifts. The non-selected shifts on the same day remain booked off.
Booked off shifts must be canceled individually when using Central Staffing. In Central Staffing, you must cancel approved time off requests when canceling a booked off shift if there are other shifts on the same day covered by the same time off request. This recalls the time off request, and the other shifts remain booked off.
Examples
This section includes examples of canceling book offs that are associated with approved time off requests and the outcome of the cancel book off transactions.
Example: Canceling a book off from an approved time off request
An employee was approved for vacation on Friday, resulting in the book off of the employee's shift on that day. The relief shift from the book off is not further booked off. In the Time Off Planner, vacation requests have been defined as recallable.
You select the Cancel Request option when canceling the book off for Friday's shift. This recalls the approved time off request. The request is set to a Recalled status on the employee's Time Off Calendar and the approver's Time Off Approval page.
Example: Canceling a book off and retaining the approved time off request
An employee was approved for vacation on Friday, resulting in the book off of the employee's shift on that day. The relief shift from the book off is not further booked off. In the Time Off Planner, vacation requests have been defined as recallable.
You select the Keep Request option when canceling the book off for Friday's shift. This retains the approved time off request. The request is set to a Pending Approval status on the employee's Time Off Calendar and the approver's Time Off Approval page.
Example: Canceling a book off disallowed due to non-recallable time off type
An employee was approved for vacation on Friday, resulting in the book off of the employee's shift on that day. The relief shift from the book off is not further booked off. In the Time Off Planner, vacation requests have not been defined as recallable.
When you try to cancel the book off of Friday's shift, the cancel book off is disallowed with an error message as vacation requests cannot be recalled.
Example: Canceling a book off from an approved time off request covering multiple shifts on a day
An employee was approved for a full-day vacation on Friday, resulting in the book off of both the employee's day shift and evening shift on that day. In the Time Off Planner, vacation requests have been defined as recallable.
In ASV, when you cancel the book off of the day shift or the evening shift, both shifts are displayed and you can cancel the book off for one or both of the shifts. When canceling the book off for both shifts, you can keep or cancel the time off request. If kept, the time off request status is changed to Pending Approval. If canceled, the time off request status is changed to Recalled.
When you cancel the book off for only one shift, you can only select to cancel the time off request. The time off request is recalled for both shifts. For example, if you cancel the book off for the day shift, the time off request is recalled for both shifts, but the evening shift remains booked off.
In Central Staffing, you must cancel the book off for each shift in separate transactions, and you can only select to cancel the time off request. When the book off for one of the shifts is canceled, the approved request is recalled for both shifts.
Example: Canceling a book off from an approved time off request covering multiple days
An employee was approved for a full-day vacation on Thursday and Friday, resulting in the book off of the employee's shifts on both days. In the Time Off Planner, vacation requests have been defined as recallable.
In ASV, when you cancel the book off of the Thursday shift or Friday shift, both shifts are displayed and you can cancel the book off for one or both of the shifts. For example, if you cancel the book off for the Friday shift, the time off request on Thursday remains approved. If you cancel the book off for both shifts, the approved time off requests can be recalled for both shifts or for one of the shifts. For example, the time off request on Thursday may be kept and returned to Pending Approval status, but the time off request on Friday is recalled.
In Central Staffing, you must cancel the book off for each shift in a separate transaction. When the book off for one of the shifts is canceled, the approved request is returned to Pending Approval status or is recalled for that shift.