Approve/Deny PTO Requests

Depending on the rules in your work group’s paid time off (PTO) rule set, you may be required to approve or deny every PTO request made by employees. If so, PTO requests appear on your Home page after employees submit them.

To view and approve or deny PTO requests:

• Click the Home tab.
• Find the Paid Time Off Requests section. This section lists all PTO requests in a table with information about the requests. Below is a list of the columns in this table with descriptions.
  • Employee: The name of the employee that requested PTO.
  • EE Work Group: The work group of the employee that requested PTO.
  • Sen Rank: The employee’s seniority rank within their work group.
  • Shift Location and Work Group: The location and work group of the shift the employee requested PTO for.
  • Date: The date of the shift the employee requested PTO for.
  • Shift: The time of the shift the employee requested PTO for and whether it has a break.
  • Type/Reason: The type/reason of the PTO request. The employee selects this reason from a list of reasons in a drop-down menu when they submit the request.
  • Comment: Whether the employee submitted a comment with their request.
  • Requested On: The date and time the employee submitted the request.
• You have several options to filter and/or sort this table of PTO requests.
  • Show All: Check this box to show all PTO requests in the table. Uncheck the Show All box to filter the PTO requests. Unchecking the box gives you the filtering options listed below. After you select filtering options, click the Filter button to filter the requests.
    • Filter on shift work group: Select a work group in the drop-down menu if you only want to view PTO requests from that work group.
    • From: Select a start date in the date selector if you want to only view PTO requests from a specific time period.
    • To: Select an end date in the date selector if you want to only view PTO requests from a specific time period.
    • Requested by: Select a date in the date selector if you want to only view PTO requests made before a certain date.
  • Rank Seniority by Location: Check this box to have seniority rank displayed within the employee's location.  Enabling this option will also allow for the seniority ranking mechanism to be chosen (the values may vary by location).  
• Sort By: Select the item to sort by in the first drop-down menu and the order to sort by in the next drop-down menu.
• Then By: Select the second item to sort by in the first drop-down menu and the order to sort by in the next drop-down menu.
• Then By: Select the third item to sort by in the first drop-down menu and the order to sort by in the next drop-down menu.
  
   
  

• Click the Select link at the far right of the PTO request’s row of the table.

• RosterApps directs you to the Request for PTO page. This page displays information about the shift requested as PTO, such as:

  • Whether the request would charge hours from the employee’s accrual account.

  • Which other employees have this day off.

  • Whether granting the request would result in understaffing (if you have a minimum staffing plan in place).

  • Any comments that the employee made when submitting the request.
    

     
• To award only part of the shift off, click the "Award partial time off" checkbox.  This will bring up additional fields where you will need to choose the how many hours to award and whether they should be at the beginning or end of the shift.
  

• To filter the list of employees that have this day off (optional):

  • Check the ‘Include absent employees (but not late)’ box to show employees marked absent in the list of employees that have this day off.

  • Check the ‘Only show those from the same work group as the shift’ box to only display employees from the same work group that have this day off.

• Select one of the option buttons under ‘Do you want to cover the shift with overtime?’ to indicate whether RosterApps should create a covering shift for this shift if you approve this PTO request.

  • Select the Yes option button if you would like RosterApps to create a covering shift and add it to the Unassigned List, where you can assign it to another employee, post it to the trade board, or post it to the open shift bid board to fill the shift.

  • Select the No option button if you do not want to create a covering shift.

• Enter any comments about the PTO request approval/denial in the Comments field. Your PTO rule set may require you to submit a comment with a denial of a PTO request. Your comments will appear in the e-mail RosterApps sends the employee notifying them of the approval or denial of their PTO request.

• Check the Add Comment to Shift History box to add the comment to the shift’s history.

• Approve or deny the PTO request with one of the following options:

  • Click the Approve button to approve the request.

  • Click the Deny button to deny the request.

  • Click the Cancel button to neither approve nor deny the request and return to the Home page.

• RosterApps notifies the employee of your approval/denial of PTO request via e-mail and any changes appear on the employee’s calendar.