Tag: time off request

This article applies to all eSchedule organizations who allow members the ability to submit (or cancel) a PTO request.

About PTO Requests

• There are many ways that PTO can be handled within eSchedule. Please check with your supervisor for information specific to your organization’s policies and configuration within eSchedule.
• Depending on your organization’s settings/policy, you might be able to request PTO at any time, regardless of your current scheduled shift(s) and/or the available balance of hours in the associated bank. Contact your supervisor with questions.
• As soon as a PTO request is submitted, the # of available hours within the associated bank is reserved. The software will place a “hold” on those hours until such time the request is accepted or rejected. The # of available hours in the associated bank is not reduced at this time.
• If the PTO request is rejected (or canceled by the employee), the “hold” is removed.
• If Negative PTO Balance is NOT Permitted: You will not be able to submit a PTO request if the total available hours in the chosen PTO bank will not cover the requested time off. Additionally, any pending PTO requests will be taken into consideration.
• If Negative PTO Balance is Permitted: Your organization may allow a negative PTO balance. The number of allowed negative PTO hours can vary for each organization. In this case, it would allow you to submit a PTO request, and have it accepted in advance, even though you don’t yet have the necessary hours to cover the time off. Contact your supervisor for more information.

Submitting a “Single Shift” PTO Request

1. Navigate to “Time Clock > Submit PTO Request”.
2. Enter the start date, start time, end date and end time for the PTO request.
   
   Note: If your request covers more than one shift, see “Multi-Shift” below.
3. Pay Type – Select the “Pay Type”. For example, PTO, Vacation, Sick, Comp Time, Unpaid, etc. The options in this pull-down will depend on your organization’s settings within eSchedule and your payroll system.
4. Comments – Any comments entered can be viewed by a PTO approver/acceptor.
5. Click “Submit”.
6. At this point, your PTO request will now appear on the “PTO Report” as “pending”. IMPORTANT: The software will place a “hold” on those hours until such time the request is accepted or rejected.
7. Once your request is accepted or rejected, you will receive an e-mail and/or text message notifying you (assuming you have “Paid Time Off Notifications” activated within your member profile).

Submitting a “Multi-Shift” PTO Request

1. Navigate to “Time Clock > Submit PTO Request”.
2. Select “Multi-shift”.
3. Enter a date range to search for shifts.
4. Click “Find Shifts”.
   
   Note: This feature only works if you are currently scheduled for the shifts you wish to request time off for. If you’re not on the schedule yet, use the “Single Shift” request.
   
5. In the “Request” column, uncheck any shifts you don’t wish to include in your request.
6. Select the appropriate “Pay Type” and “Description” (if applicable).
7. Any comments entered can be viewed by a PTO approver/acceptor.
8. Click “Submit”.
9. At this point, your PTO requests will now appear on the “PTO Report” as “pending”. It will display a separate PTO request for each shift you submitted.
   
   IMPORTANT: The software will place a “hold” on those hours until such time the request is accepted or rejected.
10. Once your request(s) is accepted or rejected, you will receive an e-mail and/or text message notifying you (assuming you have “Paid Time Off Notifications” activated within your member profile).

Canceling a PTO Request

1. Navigate to “Time Clock > PTO Report”.
2. At the top of the page, adjust the dates as necessary and click “Refresh”.
3. Locate the row that contains the PTO request you wish to cancel. Click “Go”.
4. At this point, the status of the request will be updated from “pending” to “canceled”. The associated hours will be returned to the appropriate PTO bank.