Configure Time Off

The Time Off module allows users to see their accrued leave balances from Vista and request time off through HR Management.

Before you can use Time Off features, your System Admin must enable the Time Off module and complete required configuration steps in the HR Management web application.

You must be a System Admin to configure this module.

  1. Select Admin > Portal Settings > Time-Off.
  2. Expand the General Configuration section.
  3. By default, all leave codes assigned to the user display in Time Off. To modify the leave codes that display and change leave code behavior, use the setting Extended Leave Code Configuration. See Configure Extended Leave Code Settings for more details.
  4. If you do not allow users to request time off that they have not yet accrued, enable the portal setting Restrict Time-Off requests to no more than Project Accrued or Current Available Balance.
    If your leave codes are set up to accrue time, users will still be able to see and request time in the future based on their accrual rate set up in Vista. If they have maxed out their time off, they will not be able to request time off for that leave code.
  5. You have two options for setting the number of days in advance that a user can request time off. These portal settings may be used to restrict the days that may be selected on the Time Off calendar.
    • Extended Leave Code Configuration (Request Buffer field): Allows you to set vacation lead time based on the selected leave code. See Configure Extended Leave Code Settings for details.
    • Vacation Lead Times: Allows you to set a default vacation lead time. This lead time restricts the days that may be selected on the Time Off Calendar before users select a leave code. To allow users to request days in the past, enter a negative number (for example: -5).
    Note: Time Off Admins are never restricted on the days that they can select.
  6. By default, a request for full day off equals 8 hours. To modify the number of default workday hours:
    1. Select Admin > User Access.
    2. In the Module Bundle drop-down, select User Setup.
    3. Modify the Workday Hours column for each employee.
  7. To set a different number of hours for Fridays:
    1. Select Admin > Portal Settings > Show Advanced Settings > Time-Off > Advanced Configuration.
    2. Select the check box for Enable custom Friday hours column on User Access to override default work hours.
      When this setting is enabled, a Friday Hours column displays on the User Access page, allowing you to set unique workday hours for Fridays for each employee.
  8. If you would like daily approval notifications to be sent to users authorized to approve time off requests:
    1. Select Admin > Portal Settings > Email Configuration > Email Options.
    2. Select the check box for Enable approval reminder emails – vacation.
      Users assigned to approve time off requests will receive a daily email reminder with any unapproved vacation requests.
      Note: This setting does not affect the email notification sent to approvers when a time off request is submitted.
  9. If you would like time off approvers to receive email notifications whenever a time off request is deleted or canceled:
    1. Select Admin > Portal Settings > Email Configuration > Email Options
    2. Select the check box for Notify Time Off Managers when Time Off Requests are cancelled or deleted.
  10. To assign access to the Time Off module:
    1. Select Admin > User Access.
    2. In the Module Bundle drop-down, select Self Service.
    3. Select the Time Off check box for applicable users, including all Admins who should have access to the Time Off Dashboard.
    For more information, see Assign Users Access to Modules.
  11. To assign Admin roles for Time Off:
    1. Select Admin > Admin Roles.
    2. Filter by the applicable PR company and PR group.
    3. Make the appropriate assignments:
      • Time Off Admin: Assign this role to users who should have permission to see, modify, approve, delete, and reset to pending all time off requests for the selected PR company and PR group. These users can also make time off requests on behalf of others (based on permissions) on the Time Off page (Employee Tools > Time Off).
      Tip: Limit the Time Off Admin permission to a select group of users.
      • Time Off Calendar : Assign this role to users who should have access to the Time Off Dashboard where they can review all requests (pending, approved, and cancelled) for their assigned PR company and PR group.
      • Notify Vacation: Assign this role to users who should receive an email notification when a time off request is approved or rejected.
        Note: Remember that Admins must also be granted access to the Time Off module on the User Access page. See Assign Users Access to Modules for details.
  12. To allow users to see the approved and holiday time for specific employee groups:
    1. Select Admin > Approval Permissions.
    2. Assign the Can View Time Off Calendar permission to the applicable group. See Assign Approval Permissions for details.
    Users with this permission can select View Group Time Off from the Time Off page to see approved time off requests for the specified employee group by month.
  13. To assign approval permissions for time off requests, see Configure Time Off Approval.
Review other settings and options available under Admin > Portal Settings > Time-Off to determine if you want to configure other Time Off options, including company holidays. If you are using the standard timecard, you may also want to set up leave balancing (Admin > Portal Settings > Timecard > Leave Balance).