Approve/Deny UTO Requests

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

To view and approve or deny UTO requests:

• Click the Home tab.
• Find the UTO Request section on the home page. This section displays all UTO 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 UTO.
  • EE Work Group: The work group of the employee that requested UTO.
  • 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 UTO for.
  • Date: The date of the shift the employee requested UTO for.
  • Shift: The time of the shift the employee requested UTO for and whether it has a break.
  • Type/Reason: The type/reason of the UTO request. The employee selects this reason from a list of reasons in a drop-down menu when they submit the request.
  • Time:
  • 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 UTO requests if you would like:
  • Sort By: Select the item to sort by in the first drop-down menu, and whether to sort the item A to Z or Z to A in the next drop-down menu.
  • Then By: Select the second item to sort by in the first drop-down menu, and whether to sort the item A to Z or Z to A in the next drop-down menu.
  • Then By: Select the third item to sort by in the first drop-down menu, and whether to sort the item A to Z or Z to A in the next drop-down menu.
  • Only show requests for the current location: Check this box to only view UTO requests from the current location or uncheck it to view requests from other locations, if you supervise multiple locations.
    

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

• RosterApps directs you to the Request for UTO page. This page displays information about the shift requested as UTO, 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 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 UTO 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 UTO request approval/denial in the Comments field. Your UTO rule set may require you to submit a comment with a denial of a UTO request.

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

• Approve or deny the UTO request:

  • 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 UTO request via e-mail and any changes appear on the employee’s calendar.