Common Practice Guide | Managing Time Off Requests

Time off requests can be managed on three different pages:

• Time Off Calendar: Calendar view of your direct reports' time off requests. You can approve, decline and edit their requests directly on the calendar view.
• Time Off Request Edit: Used to make changes to an employee’s time off. An example would be for an employee that had a time off request approved but then did not actually take the time off, or when an employee calls in sick and they cannot access MyPay so you can add the sick time off for them.
• Time Off Request: A list view of time off requests. You can approve, decline and edit the request.

Access these three pages by hovering over the Self Serve menu item in your AllPay navigation, and then making a selection from the Approval column, as seen below:

Whenever you approve or decline a request, an email alert will be sent to the address the employee has associated with their MyPay account. The employee will also see the status of the time off request on the Time Off Request page in MyPay.

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AllianceHCM tips: Keep an eye out for tips from our experts!

How to Use the Time Off Calendar

From this page, you can view all your direct reports time off requests in the Calendar view. Each type of request will be color coded by type (Vacation, Sick, etc.) and status (pending, approved, or declined).

How to View and Respond to a Calendar Request

1. Click the desired event item on the calendar.
   
2. Complete the Time Off Edit screen.
3. Click the Save button to complete. Notice how the color of the item changes to represent the current status. In the example below, blue = approved, green = holiday, and black = pending.

How to Edit a Time Off Request

1. Go to the Time Off Request Edit page.
2. Select the employee you need to edit using the employee dropdown list located at the top of the page.
3. You can make three types of edits:
• To ADD a time off request for the employee, select the Add New button and complete the Edit Time Off Request form that appears at the bottom of the page.
  
• To EDIT an existing Time Off Request record, select the record from the employees list and make changes to the Edit Time Off Request form that appears at the bottom of the page.
• To DELETE an existing time off request record, select the record from the list and click the Delete icon (small red circle with an X in the center).
  AllianceHCM tip: If you don't see the Delete icon, contact your AllPay administrator to get the time off request record deleted.

How to Approve or Deny a Time Off Request

The Time Off Requests page is where an employee request(s) for time off can be approved or denied.

To Approve or Deny a request:

1. Click the Approve or Deny button beside the requested day.
2. If desired, enter a note that will be applied to this employee’s requested days.
   AllianceHCM tip: Employees can see this note in their MyPay portal.
3. If an employee has included comments in their request, you may view them by clicking or hovering over the EE button under the EE Comments column.
   AllianceHCM tip: The EE button will only be visible if the employee included a comment.
4. When finished, press the Save button at the bottom of the screen.

How to Delete a Time Off Request

Requests that have not yet been approved or denied may be deleted by pressing the delete button to the right of the requested day.

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Remember, if you have any questions or need additional help, you can always reach out to AllianceHCM experts by phone at 281-875-1818, or you can contact your dedicated Customer Service Representative (CSR), who is listed on your AllPay dashboard. We’re happy to help and look forward to supporting all of your payroll and HR needs.