Offseason PTO Request Procedures. For hourly and salaried employees

Transcription

1 Offseason PTO Request Procedures For hourly and salaried employees

2 We are doing away with those thousands of tiny slips of paper to request PTO during the offseason YIPPEE! EMPLOYEE INSTRUCTIONS: Start by logging into ADP. If you do not have a login, please go to and click on get access to ADP This will bring up a PDF with step by step instructions on setting up your login. Not only will this give you access to PTO requests, you will also be able to get at your pay stubs and W2s, which is nice.

3 PTO Requests Once you are able to log into ADP, click on the Time & Attendance tab and go to My Timecard. Managers to make your requests you ll need to change the red dropdown (directly under the Jackson Hole logo) from Manager to Employee.

4 From there, you should see a screen similar to this one. Click on New Time Off Request.

5 Fill in the description (Spring break, offseason, maternity leave, etc.) and any additional comments you want to include for your manager.

6 Click on the date(s) you d like to take PTO on the calendar on the left. You ll then see this (or these) dates appear to the right of the calendars.

7 In the calendar, select each day you d like to use PTO. Check the hours on the far right to make sure you have 8 hours for each day, and double check the top for the Total Hours Requested and make sure it matches your expectations.

8 Once you ve picked all of your days, change the earnings code to be Paid Time Off or, if you are Dual Seasonal, DS Paid Time Off. You can change all of the days at once by using the dropdown at the top of the column. This is also a good time to make extra sure you re getting 8 hours per day by double checking the Hours column on the far right.

9 Give your manager a due date of 3/30/15 and click submit. You re done! It s all on your manager now. He or she should receive an indicating that you have finished your request and that it is ready for them to approve. If we have your on file you should also get a confirmation .

10 Manager Signoff Procedures Once an employee has finished their requests, you should get an from ADP indicating you have a new PTO request to approve. Sign into ADP and click on Time & Attendance and My Employees. Click on the Attendance tab and you will see a section called Time Off Requests at the bottom. Navigate to the employee you d like to review and you will see a request populate in that area if they have made one.

11 Another way to access these requests is to go to Time & Attendance Timecards Time Off Requests.

12 Click on a request number and it will take you to the details of that employee s request. Once you are in the details you can approve or deny individual days and leave a comment if you d like.

13 After you ve made your selections, click the button that will either say Partially Approve Request or Approve Request depending on what you ve selected above.

14 This is just telling you that the PTO schedule will overwrite any existing schedule for the days selected. Click ok to continue the approval process.

15 After you ve approved the request, if you d like to check that the PTO request has made it to the employee s schedule, click Time & Attendance - Timecards - Timecard Manager.

16 In Timecard Manager, navigate to the employee you d like to check and click Schedule Once in their schedule, enter the date at the beginning of the time frame you d like to look at.

17 An hourly employee s schedule should look like this: A salaried employee s schedule should look like this: The only items on an hourly employee s schedule are the PTO days you just approved. PTO days are indicated with the green thingy and (PTO) in parenthesis, regular days just have an in & out time.

18 Once the date of PTO arrives, it will automatically populate on the employee s timecard.

19 Notes You can, and I encourage you to, start working on this immediately for our spring offseason. I would like all PTO requests to be in and approved by Monday, 3/30. Salaried people we will need to know the actual date you leave and the date you plan to return to work. This is so we can suspend your schedule from auto-generating and only pay you PTO for the period you will be gone. If you re not sure if you have a schedule that auto-generates, give us a call and we ll let you know. This does not apply if you can use PTO for EVERY day that you re out. Dual Seasonal you ll notice you only have the DS Paid Time Off option. This is to ensure you get paid at the blended PTO rate. This will now happen in timecards too, which should make signing off easier on the managers going forward. Year Round/FT you will NOT see the DS option when you are choosing your earnings code, it is only available for DS employees. Feel free to implement this system for regular time off requests if you d like make sure you re on the same page as your manager/employees first! Katy x2756 or katy.gray@jacksonhole.com Suzanne x2705 or suzanne.daniel@jacksonhole.com

20 Instead of this: Let s have this! Please feel free to call or stop by if you have any questions at all about this process. Suzanne and I are both more than happy to help everyone figure out how much PTO they have left to use and we can both walk you through it if you need help. Thanks in advance for your help and cooperation!

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