Adding time off types

  1. Select Maintenance > Balances And Accruals > Time Off Type Setup.
  2. Click Create New Entry. The Time Off Type Setup - Details page is displayed.
  3. Specify this information:
    Time Off Type
    Specify a descriptive name of the time off type.
    Description
    Specify a brief description of the time off type.
    Time Code
    Select the time code that is used by the time off type. You can only select one time code.

    The selected time code is inserted on the employee’s timesheet during any time off that uses the time off type. For example, if you add a vacation time off type and select the VAC time code, whenever an employee is off work and uses the vacation time off type, the VAC time code is inserted on the timesheet. In this example, the VAC time code must be configured to decrement the vacation balance.

    Employee Type
    Select the type of employee who is permitted to use the time off type from the drop-down list. Select one of these options:
    • All: All employees can use the time off type.
    • Full Time: Only full-time employees can use the time off type.
    • Part Time: Only part -time employees can use the time off type.
    Minimum Days Employed
    Specify the minimum number of days an employee must be employed to make a time off request using the time off type.
    Full Day Only
    Select this check box to enforce each time off request that uses the time off type to be in whole days instead of partial days.

    Clear the check box to allow employees to request partial days off with this time off type.

    Maximum Consecutive Days
    Specify the maximum length in consecutive days (between 0 and 9999) that employees can request off.
    Reason Required
    Select this check box to require employees to select a time off reason from the Reason drop-down list when submitting time off requests. If selected, at least one reason must be configured; otherwise, the request cannot be submitted by users.

    Because time off reasons are specific to time off types, you must save the time off type first before configuring time off reasons.

    See Time off reasons.

    Comment Required
    Select this check box to require employees to specify comments in the Comment field when submitting time off requests.
    Allow Advance Pay (AP)
    Select this check box to enable the advanced payment of the requested time off when the time off request is approved.

    For example, if an employee submits a vacation time off request for a week in one month’s time, with the advance pay feature enabled the employee can choose to be paid for the week of vacation as soon as the time off request is approved. In a month, during the time off, the employee is not paid.

    See Advance pay time off types.

    AP Premium Time Code
    Select the time code that is used by the advance pay premium. When premiums are inserted onto timesheets to pay employees for their time off in advance, the premiums have the selected time code.

    This field is only applicable when the Allow Advance Pay (AP) option is selected.

    AP Unpaid Time Code
    Select the unpaid time code that is used during the requested date range of an advance pay time off request. When an employee is paid in advance for their time off, the selected time code is inserted on the employee’s timesheet for the actual dates the employee is off.
    Note: Ensure the selected time code has an UNPAID hour type. If the time code that is inserted during the actual time off has a paid hour type, the employee is paid twice for the time off.

    This field is only applicable when the Allow Advance Pay (AP) option is selected.

    Disallowed Time Codes
    Select the time codes that prevent employees from taking time off when they occur.

    If the selected time codes are included during a requested time off time period, the request is automatically rejected.

    For example, the JURY time code is a disallowed time code. When an employee enters a time off request for the first five days of August and a JURY time code already exists on the Wednesday of that week, the time off request is denied.

    Balance Exhausted Time Code
    Select the time code (typically unpaid) that is used when the employee does not have enough balance for the time off request. This functionality can be used so that employees who do not have set schedules and do not accrue balances applicable to time off can still request time off (such as part-time employees). This field can also be used to allow employees to take longer leaves than their balance permits.

    When the request is approved, the Balance Exhausted Time Code is inserted on the employee's timesheet as an LTA override if the request exceeds the employee's available cumulative balance. The cumulative balance includes the primary balance associated with the time off type and any balance cascades, if applicable.

    For example, with this configuration, if an employee does not enough paid time off for a vacation request, an unpaid time code (VAC-U) is inserted on the timesheet:

    • The VAC time off type is defined with a paid Time Code of VAC and an unpaid Balance Exhausted Time Code of VAC-U.
    • The VAC-U time code is configured to not affect any balances.
    • The VAC time code is configured to deduct from the vacation balance.
    • The vacation balance is configured to cascade to the PTO balance when it is below 0.

    Using this configuration, if an employee with a vacation balance of 4 hours and a PTO balance of 2 hours requests a day (8 hours) off, an LTA override is generated with the VAC-U time code when the request is approved. Conversely, if an employee with a vacation balance of 4 hours and a PTO balance of 4 hours requests a day (8 hours) off, an LTA override is generated with the VAC time code.

    In a multi-day (or multiple partial-day) request, the application attempts to use the paid time code first when it populates the employee’s timesheet. If the employee does not have a sufficient cumulative balance to cover the duration of the request, the exhausted time code is used for the remaining days of the request. For example, an employee with a vacation balance of 12 hours requests 3 days (24 hours) off. Since the employee has enough balance only for one of the days of the request, an LTA override is generated on the first day of the request with the paid time code (VAC) when the request is approved. Additional LTA overrides are generated on the remaining days of the request with the exhausted time code (VAC-U).

    Note: If any part of a day would trigger a balance violation, the entire day is flipped to the exhausted time code. For example, if an employee has 4 hours of VAC and requests to take off an 8-hour day, the entire day will get flipped to the VAC-U time code. After the request is approved, the employee would still have 4 hours of VAC at the end of the day.

    For situations where you need a greater level of granularity in the flipping of time codes, we recommend using the Cascade Time Code Rule. For complete details, see "Cascade Time Code Rule" in the Infor Workforce Management Time and Attendance Implementation and Administration Guide.

    Note: To use this functionality, the Allow Advance Pay (AP) check box must be cleared for this time off type. In addition, the exhausted time code must be configured to not affect balances (Affects Balances check box cleared). Otherwise, a validation error occurs if the employee does not have sufficient balance for the time off request.

    If you want to prohibit employees from submitting a request without sufficient balance for this time off type, leave this field blank.

    Allow Unscheduled Requests
    Select the check box to allow employees to request this time off type for unscheduled days.

    When the check box is cleared, the work dates the employee requests off must all be scheduled (contain at least some scheduled time). If the request specifies start and end times, the continuous requested range must overlap at least some scheduled time.

    Allow on Past Days
    Select this check box to allow requests to be submitted if they occur on a past calendar day for the employee.

    This parameter does not prevent the approvals of requests that were successfully submitted, even if the requests occur on past days.

    Allow on Holidays
    Select this check box to allow requests to be submitted if the requests cover a holiday that is assigned to the employee.
    Minimum Days in Advance
    Specify a minimum number of days in advance that requests for time off should be submitted.

    This parameter applies to the person submitting the request, not to approving a previously submitted request.

    These validation messages are displayed for violations of this parameter:

    • Negative: timeOffType may not be entered for dates more than number day(s) in the past - no earlier than date.

      If you use negative numbers for the “number day(s)” variable, then also select the Allow on Past Days check box.

    • Zero: timeOffType may not be requested for past days.
    • Positive: timeOffType may only be requested at least number day(s) in advance - no earlier than date.
    Maximum Days in Advance
    Specify a maximum number of days in advance that requests for time off should be submitted.

    This parameter applies to the person submitting the request, not to approving a previously submitted request.

    These validation messages are displayed for violations of this parameter:

    • Negative: timeOffType may only be requested for dates at least number day(s) in the past - no later than date.

      If you use negative numbers for the “number day(s)” variable, then also select the Allow on Past Days check box.

    • Zero: timeOffType may not be requested for future days.
    • Positive: timeOffType may not be requested more than number day(s) in advance - no later than date.
    Allow on Blackout
    Select this check box to allow requests to be submitted on blackout days. For example, you may not want to allow employees to request vacation over a blackout period, but may want to allow them to submit sick requests. In this scenario, select this check box for the SICK time code and leave it unselected for the VAC time code.

    See Blackout team calendars.

    Recallable
    Select this check box to allow supervisors to recall previously approved requests of this time off type. When this check box is cleared, a leave can only be canceled by the employee associated with the approved request.
    Minimum Interval
    Specify the minimum allowable interval of leave time in minutes that an employee may take for this time off type. This parameter only applies to partial day requests. For example, to require employees to take paid leave at 60-minute increments (60 minutes, 120 minutes, 180 minutes, and so on), specify 60. With this configuration, leave time of 45 minutes or 90 minutes is not allowed.

    When a user selects a time off type with a defined minimum interval and selects the Partial Day check box, the defined interval is displayed. For example, "Minimum Interval: 60 Mins". You can localize the format of this message to display the defined value in hours instead of minutes. See Localizing the format of the minimum interval message.

    Note: When calculating time intervals, the system does not take into account any defined break periods that may be present on the employee's schedule at the time of the request.

    If you do not want to enforce a minimum interval requirement for this time off type, leave the value blank. By default, requesting leave time down to the minute is allowed.

    Auto Approve
    Select this check box to automatically approve requests of this time off type, provided the request passes all relevant validations. If you are using the MVS plugin (es-mvsTimeOffPlannerPlugin), the relief status is applied based on the value that is specified in the DEFAULT_TIME_OFF_APPROVAL_RELIEF_STATUS registry parameter.

    When a request is auto-approved, a notification is sent to inform the employee that submitted the request of the auto-approval. In addition, notifications are sent to other users based on the roles specified for this time off type in the Time Off Type Role Setup section. If a role is not specified, or if no users matching the specified roles are found, starting from the employee's team and working up the team hierarchy, then the roles defined in the ROLES_TO_NOTIFY_ON_NEW_REQUEST registry parameter are used.

    See Routing notifications by time off type.

    When this check box is cleared, a pending request requiring manager approval is created.

    Note: This option does not apply to time off requests submitted on behalf of an employee in the Time Off Approval page.
    Auto Approve Cancellations
    Select this check box to automatically approve cancellation requests of this time off type, provided the request passes all relevant validations.

    When a cancellation request is auto-approved, a notification is sent to inform the employee that submitted the request of the auto-approval. In addition, notifications are sent to other users based on the roles specified for this time off type in the Time Off Type Role Setup section. If a role is not specified, or if no users matching the specified roles are found, starting from the employee's team and working up the team hierarchy, then the roles defined in the ROLES_TO_NOTIFY_ON_NEW_REQUEST registry parameter are used.

    See Routing notifications by time off type.

    When this check box is cleared, a pending cancellation request requiring manager approval is created.

    Auto Approve in Scheduling
    This check box is cleared by default. Select this check box to automatically approve time off requests in the ASV and Central Staffing. This option applies when the MVS plugin, es-mvsTimeOffPlannerPlugin, is configured, and an MVS Activity is mapped to a time off type in the Activity Type Map.

    See the information about Activity Type Map Interface in Infor Workforce Management Interfaces Administration Guide.

    When this check box is selected, any book-off created in the ASV and Central Staffing is auto-approved, regardless of time off type roles. Any user with access to the team and employee can create a book-off in ASV and Central Staffing.

    See Routing notifications by time off type.

    If this check box is cleared and the time off type requires approval from another user, book-offs cannot be created in the ASV and Central Staffing.

    Skip Public Holidays
    Indicates whether public holidays are taken into account when processing employees' time off requests. If this check box is selected, then Long Term Absence (LTA) overrides are not inserted on dates in the vacation request range that are public holidays. For example, if an employee submits a time off request for Monday through Friday, and Wednesday is a holiday, an LTA override is inserted for Monday, Tuesday, Thursday, and Friday, but not Wednesday
  4. Click Save.