Absence Requests

This section of the program allows you to submit a request for paid time off hours to the supervisor that you are assigned to within the TimeForce system.  The supervisor can then approve or deny the absence request.

Creating Absence Requests

To insert an absence request, click on the "Absence Requests" link located at the top of the screen.

  1. Click on the "Create Absence Request" link located on the left-hand corner of the screen (in the blue header, directly to the left of the [DISPLAY REPORT] icon. The "Absence Request" screen opens.

  2. Enter the date or range of dates that you would like to request off into the Date(s) fields.

    • Select the first field to ask for one day off only. Click on the icon to select the date from a calendar.

    • Select the second field to enter a range of dates that you would like to request off. Click on the icons to select the dates from a calendar.

  3. Enter the requested number of absence hours into the Hours fields.
    Note:     The following settings are for a number of hours "per day."

    • Select the first field to enter an hours total (such as “8” for 8 hours or “16” for 16 hours).

    • Select the second field to enter a time range. Enter the starting time of the range into the first field, and the ending time into the second. For example, from “12:00” to “15:00” would request 3 hours of absence time.

    • Select the “Based on Schedule” option if you would like to request the number of hours that you are scheduled to work on the specified days.
      Note:       In order for this option to work, the schedule that you are assigned to on the given dates must be assigned to a “Schedule Rule.”

  4. Select the desired absence Type from the drop-down menu. If the absence type is set up to deduct from an accrual policy, the “Accrual Policy” field will display the assigned accrual name. The “Available Balance” field will display the number of accrued hours that you have available for the assigned accrual.

  5. Select the desired recipient for this request from the Send to drop-down menu.

  6. Enter any desired message into the Comments section of the screen.

  7. Click on the [ENTER] icon. The request is submitted.

Click on the [SAVE] icon at the top of the requests report to save the displayed list of requests to a separate file. Click on the [PRINT] icon to print the list.

Viewing and Responding to Absence Requests

  1. Click on the main “Absence Requests” link at the top of the screen.

  2. Put a check mark in the Launch Report in Separate Window box if you would like the found requests to be displayed in a separate browser window. With this option disabled, requests will be displayed in the lower half of the screen.

  3. If you would like to view absence requests for a specific date range only, enter the desired starting and ending dates into the Date Range field. Place your cursor in the fields and manually enter the desired dates, or click on the icons to select the dates from a calendar.

  4. If you would only like to view requests for a specific absence type, make the desired selection from the Absence Type drop-down menu.

  5. If you would like to view requests sent to a specific employee only, make the desired selection from the Recipient drop-down menu.

  6. The Sort by fields allow you to select how you would like the displayed results to be sorted. Make the desired selections from the drop-down menus.

  7. Put a check mark in the box next to each type of information that you would like to view for the found requests.

  8. Click on the [DISPLAY REPORT] icon. The found requests are displayed in the lower half of the screen, or in a new browser window (depending on your selection for step #2).

  9. The following information is displayed for each request (depending on the options that you selected in step #12):

    • A symbol means that the request has not been read by its recipient.

    • A symbol means that the request has been approved.

    • A symbol means that the request has been denied.

    • The Time column displays the date and time of the displayed request. The date in this column is a link. Click on the link to bring up the request. This allows you to view, respond to, and forward the request as desired.

    • The Type column displays the type of absence requested.

    • The Hours column displays the number of requested absence hours.

    • The Requested By column displays the name and user ID of the employee requesting the absence.

    • The Recipient column displays the name and user ID of the person to whom the request was sent.

    • The Message column displays the body of the request message.

    • Click on the icon to permanently remove the request from the system.

  10. Click on the [SAVE] icon at the top of the main requests screen to save the displayed list of requests to a separate file. Click on the [PRINT] icon to print the list.

Note: When an absence request is approved by a supervisor, an absence is automatically created on the employee's time card. Click on the displayed absence to see the absence details.