Sample Emails Generated by the Portal

Find samples of Timecard, Time Off, Personal Info, and Other emails generated by the portal.

Timecard Emails

Timecard submitted:
  • Frequency: Email sent to manager as soon as the timecard is generated.
  • Configuration: Enabled via portal setting.
  • Recipient(s): Managers of the employee who submitted the timecard. Find a list of an employee's timecard reviewers on the Timecard Dashboard (select Actions > Reviewers for the timecard line).
  • Sample Email:


Timecard unsubmitted:

  • Frequency: Email sent to manager as soon as the timecard is unsubmitted.
  • Configuration: Enabled via portal setting.
  • Recipient(s): Managers of the employee who submitted the timecard.
  • Sample Email:


Reminder Email:

  • Frequency: Email sent to employees who have not submitted a timecard for the pay period. Email is sent once a pay period. Timing depends on the portal setting Unsubmitted Time Card Reminder Timing located under Admin > Portal Settings > Email Configuration > Timecard Settings. Manually trigger this email from the Timecard Dashboard (select Batch Action > Send Email Reminder). You can review the list of recipients before sending.
  • Configuration: Enabled via portal setting.
  • Recipient(s): Employees who have not submitted a timecard. Review this list of employees in the Send Email Reminder window (available from the Timecard Dashboard by selecting Batch Action > Send Email Reminder).
  • Sample Email:


Time Off Emails

Time off request submitted:
  • Frequency: Manager Daily Approval email sent once per day.
  • Recipient(s): Manager of the employee who submitted the time off request. Employee can see manager's name on the Mange My Time Off page.
  • Sample Email: See Other Email section for a sample of the Manager Daily Approval email.
Time off request approved/rejected/canceled:
  • Frequency: Email sent when action taken.
  • Recipient(s): Requester, approver, and Vacation Admins. Email includes action and comments.
  • Sample Email:


Personal Info Emails

Submitting changes:

  • Frequency: Email sent to manager as soon as the request is submitted.
  • Configuration: Always enabled.
  • Recipient(s): Submitter based on portal setting (Employee email or VA User Profile email).
  • Sample Email:


Request approved/rejected:

  • Frequency: Email sent to requester upon approval/rejection.
  • Configuration: Always enabled.
  • Recipient(s): Submitter based on portal setting (Employee email or VA User Profile email).

Request approved:

  • Frequency: Email sent to manager as soon as request is submitted.
  • Configuration: Always enabled.
  • Recipient(s): Submitter based on portal setting (Employee email or VA User Profile email).

Other Emails

Manager Daily Approval:

  • Frequency: Daily until the manager takes action. Email notifies manager of items pending approval, including time off requests, pending expense requests, timecard approvals, and job time approvals.
  • Configuration: Enabled via portal setting.
  • Recipient(s): Employees who have not submitted a timecard will receive the email. email).
  • Sample Email: