Time Off Setup page

The Master user can use this page to choose the way Time Off functions for your employers. For example, you can choose whether the system sends a notification when an employee deletes a request or specify the number of hours an employee is allowed to exceed their available time off balance.

Before you begin

For the Time Off Request function to work correctly, verify that each attendance plan is set up with unique absence reason codes. If an employee submit a time off request for a plan with the same absence reason codes as another plan, the manager's Time Off page will display the employee's request under both plans.

Setting up Time Off for HRMS Employee Self Service

1. Log on to HRMS Employee Self Service as the Master user.
2. On the System Administrator menu, select Settings > Time Off Setup.
3. Select the employer you want to set up for Time Off.

4. On the Time Off Setup page for the selected employer, enter or select the appropriate settings. Details...

   Items on the detail page

    

   Item	Description
   Absence Units	Displays the type of unit (hours or days) used for entering absence transactions and for accruing time. This is set on the Attendance Setup page in Sage HRMS and cannot be changed here.
   Notify when Time Off Request is Deleted	Select Yes to have the system send a notification to the Message Center when an employee deletes a pending time off request. The notification recipient is specified on the Employer Settings - Page Setup tab for the managers' Time Off Request page. Otherwise, select No. Example: Notification sent: "Donald Adams, 102, has deleted a time off request for Vacation for 24 hours. The dates of the request are 04/12/2021 to 04/14/2021."
   Display Carryover Amount	Select Yes to have the carryover amount for an attendance plan displayed on the employee's Time Off page. Otherwise, select No.
   Display Time Off History From	Choose either Attendance Plan Date or Specific Date to use as the start date for displaying time off history on an employee's Time Off page. This also affects the number of attendance transactions the system retains for historical purposes. If you chose Specific Date, also type the date or select the date from the calendar. Leave the date blank if you do not want to retain or display historical transactions. Example: If you choose Specific Date and enter 01/01/2021, the system retains all employees' attendance transactions from January 1, 2019. Employees will be able to view all of their requests made since January 1, 2021. Note: If you already set this date and are now changing it to a date after the initial date, you will lose all time off history requests up to and including the new date. For example, if you initially set the date to 1/1/2021, but now want to change it to 3/1/2021. The system will delete all history records from 1/1/2021 to 3/1/2021. When you click Save on the Time Off Setup page, the system asks you to confirm the date change.
   Retain Time Off History From	This date determines how far back to save Time Off history. You can type a date or select the date from the calendar.
   Update Taken Time Off	Select how taken time off transactions that are submitted in HRMS Employee Self Service will be updated in Time Off. Manually:  You will use Time Off. Absence transactions are entered on the Absence Transactions page in HRMS Employee Self Service to manually enter the transactions as they are taken. Sage Employee Self Service: Use the Process Taken Time Off process in Sage Employee Self Service to record time off requests as taken attendance transactions in Time Off. Sage HRMS Payroll: Use if attendance transactions and accruals are processed by Sage HRMS Payroll; (attendance transaction processing is done within Sage HRMS, not Sage Employee Self Service). Linking Time Off to Payroll is set on the Attendance Setup page in Sage Employee Self Service.
   Allow Past Time Requests	Select Yes to allow past time off requests to be entered in HRMS Employee Self Service. Otherwise, select No.
   Show Inactive Plans	Select Yes to show inactive time off plans as well as active plans on this page. Otherwise, select No.
   Time Off Plan	In the table, select the check box in front of the attendance plans that you want to be available on employees' Time Off pages. The table displays all attendance plans set up in Sage HRMS at the employer level and the enterprise level. You can change the information in the following columns: Description: The description of the plan (maximum of 15 alphanumeric characters) that displays on the employee's Time Off page. Default Reason: The attendance reason code for the plan. When HRMS Employee Self Service is updated with time off information, the selected reason code will be used for each transaction taken against the plan. Exceed Available Balance By: If an employee can request more time than they have available, specify the number of extra hours or days (depending on the Absence Units) they can request. If the available balance cannot be exceeded by any amount, type 0. Example: To permit new employees to request a week's vacation before they have actually accrued enough time, type 40. An employee who has an available balance of 16 hours in the vacation plan will be able to request 40 hours of vacation. An employee who requests more than this amount plus their available balance will see a warning message. If an attendance plan is removed from an employee in Sage HRMS, the employee can no longer view or select the plan on their Time Off page; any of the employee's pending time off requests associated with the deleted plan are also removed. If an attendance plan is deleted in Sage HRMS, it is removed from this table. In addition, the plan is removed from all employees' Time Off pages and any pending time off requests associated with the deleted plan are removed.

5. When you are finished for this employer, click Save.
6. If you have other employers, click Back to List and repeat steps 3-5 for each employer.