Configure Work Time Request Subtypes

The Work Time Request allows an employee or a manager to request additional work time for an employee. This new request can be configured to allow the requester to alter the default values of the shift, such as location, job, labor account, work rule, and so on. The Work Time Request can also be configured to support approval settings, such as those found in Global Time Off Requests, and to allow the approving manager to alter the request's parameters.

Configure a Work Time request subtype

Note: These configuration tasks also enable employee requests from Kronos Touch ID and Smart View.

Important: Either request-based or forms-based versions of Employee Self-Service (ESS) for Scheduling may appear in an existing installation. Forms-based ESS is deprecated but available for existing configurations. Do not mix versions for the same request types. For legacy ESS help see links in Welcome to Scheduler Configuration

1. Select Setup > Employee Self-Service > Request Subtypes .
2. Create or edit a subtype.

Best Practice: Because edits can affect pending requests, create new subtypes rather than edit current subtypes.

Note: You cannot delete subtypes that are being used.

3. Enter a Name .
4. Optionally, enter a Description.
5. Optionally, enter a Symbol. A symbol is an abbreviation to display in the workspace. It does not have to be unique and can be up to 5 characters long.
6. Choose the relevant Request Type. Different options appear depending on the request type you selected.

7. Important: You cannot change the request type after you save the request subtype.

7. Define the options for the selected request subtype as described below, then complete the configuration with step 8 at the end of this topic.

Work Time Request subtype options

Notification Parameters

The notifications triggered by the Work Time request subtype are based on Generic Workflow Notifications.

Select:

Employee Notification — Notify employees when their schedule requests are approved.

Employee Submission Notification — Notify employees when their schedule requests are submitted.

Manager Notification — Notify managers when employees submit, retract, or cancel a schedule request.

Important: Select notifications. Otherwise, the manager is not notified when an employee submits a request, or the employee is not notified when the request is approved or refused. Regardless of the notification settings, the request can continue through the submission and approval process. Without notification, the manager must log in manually to review the request, and the employee must log in manually to see whether the request is approved. Alternatively, use Approval Settings to configure notification settings.

These notifications are constructed using variables that are substituted with information specific to the request and are used as in the following example.

Example:

A request for <Request Subtype>, <Request Id>, from <Start Date> to <End Date> (<Start Time>-<End Time>), has been submitted by <Requester Name> on <Submission Date>.

Inherit Shift Transfer — Inherits the adjacent shift’s labor level, job, and work rule transfer. If not selected (default), use the employee’s home labor level, job, and default work rule (in the absence of an explicitly assigned work rule in the request subtype).

Best Practice: When a work time request results in a new shift segment on a holiday shift and the employee is paid from schedule (and does not punch), the holiday credit awarded must be based on the existing shift, not including the work time request shift segment. To ensure that the core holiday credit functionality provides the expected results, this parameter must be disabled so the system can distinguish between the existing shift and the shift segment created by the work time request.

Work Time Overlap — Select Disallow (default) to reject the work time request when it overlaps an existing shift. Select Merge to merge the newly created shift with the current shift when the work time request overlaps an existing shift. The new shift is created as a segment of the existing adjacent shift. If the newly created segment is adjacent to two shifts, the work time requested is truncated to a segment equal to the time between the two existing shifts and is attached to the preceding shift. The segment becomes an extension of the first shift.

• Example:
• An employee has an existing scheduled shift of 8:00am-12:00pm on 12/14. A work time request is submitted and approved for 10:00am-2:00pm on 12/14. The existing shift is modified to 8:00am-2:00pm with two shift segments: 8:00am-12:00pm and 12:00pm-2:00pm.
• An employee has two existing shifts on the same day: 8:00am-12:00pm and 3:00pm-7:00pm on 12/16. A work time request is submitted and approved for 11:00am-4:00pm on 12/16. The second shift is removed and the first shift is modified to 8:00am-7:00pm with three shift segments: 8:00am-12:00pm, 12:00pm-3:00pm, and 3:00pm-7:00pm.

Note: When the assigned work rule type is On-Call or Callback, a new shift is always created.

Display Transfers — Allows the requester to override the Work Rule, Labor Level, and Job Transfer in the request form. If not selected (default), hide the transfer selector to prevent users from overriding the default subtype settings in the request form.

Note: If transfers are allowed by the Work Time request subtype, an employee’s FAP is not honored in the Request Work Time form. An employee can view only enabled transfers, as employee data access profiles are honored in the Request Work Time form.

Validation Parameters

The Work Time request subtype supports a wide variety of validation behavior defined by the following parameters.

Select:

• Verify at Employee Submission — Validates requests (default) when the employee submits the request and when the request is approved. If not selected, validate only when the request is approved.
• Verify at Manager Submission — Validates requests when the manager submits the request on behalf of an employee and when the request is approved. If not selected (default), validate only when the request is approved.
• Validation Process Template — The template that performs the validation when the request is submitted.
• Validation Timeout (seconds) — The amount of time the system can spend validating a request before it sends the default result on to the first reviewer. The default is 1 second.
• Fail Validation on Timeout — The validation fails when it reaches the timeout limit.

Approval Parameters

The Work Time request subtype supports automatic approval, multiple levels of approval, reminders, and automatic actions after a period of inactivity.

Select:

• Automatic Approval — Without manager intervention, automatically approves schedule requests when submitted, unless the request violates an employee rule.
• Automatic Approval bypasses Approval Settings. Only Employee and Manager Notifications configured in the request subtype are sent, not notifications configured in Approval Settings.
• Approval Settings — (Optional) For multiple levels of approval, sets approval settings for notifications, actions, and approver sequences.
• Approval Settings override the Employee and Manager Notifications configured in the request.
• Approval settings apply only to requests that are Submitted or Pending.
• Request Purpose — (Optional) Only use if you select Approval Settings. Overrides the Default Approval Sequence in the Approval Settings and sets a purpose that assigns a sequence of approvers to the request. Purposes and Reviewer Lists must be selected in the employee’s People Record.
• External Actions — (Optional) Actions that are completed during the approval process. Approvals are suspended during these actions (Request Subtype Transitions) and resume when the actions finish. The actions are defined in Process Manager templates.
  • Example: An action can delay completion of approvals for a defined number of days.
• Reminder Template — Only if you select Approval Settings that have reminder notifications; the Process Manager template used for all reminder notifications in the Approval Settings and Approval Step Settings.
• Automatic Action Template — Only if you select Approval Settings that have automatic actions; the Process Manager template used for automatic actions in the Approval Settings and Approval Step Settings.
• Allow Changes at Approval — Allows changes to be made at approval.

Other Parameters

Select:

• Allow Overlap with Full-Day Absence — Allows work time requests for days containing a full-day absence (full day symbolic amount). If not selected (default), do not allow work time requests for days containing a full-day absence.
• Example: An employee has an existing shift from 8:00am-4:00pm. A Global Time Off Request is submitted and approved for a full day (symbolic amount) absence, replacing the shift with 8 hours of vacation. A work time request is submitted and approved for 8:00am-4:00pm. The employee's schedule now contains 8 hours of vacation and a shift from 8:00am-4:00pm.
• Allow Overlap with Partial-Day Absence — Allows work time requests for days containing a partial-day absence (non-full day symbolic amounts). If not selected (default), do not allow work time requests for days containing a partial-day absence.
  • Example: An employee has an existing shift from 8:00am-4:00pm. A Global Time Off Request is submitted and approved for a 2 hour absence starting at 8:00am, changing the employee's schedule to 2 hours of vacation and a shift from 10:00am-4:00pm. A work time request is submitted and approved for 8:00am-10:00am. The employee's schedule now contains 2 hours of vacation and a shift from 8:00am-4:00pm composed of two shift segments: 8:00am-10:00am and 10:00am-4:00pm.

  Note: Partial-day absences are defined as any amount other than the symbolic full day amount. An employee might request a partial-day absence as a half-day or for a particular number of hours, or even request an absence of 8 hours, encompassing the employee's entire shift that day. The system interprets this request as a partial-day absence since the request did not use the symbolic full day amount.

• Employee Default Comment — The default comment associated with the Notes that employees can enter. If not selected, employees cannot enter notes.
• Managers can change the comment field when making a request on behalf of an employee or during the approval process.
• Allow Future Requests — Allows work time requests to be submitted for any future time, including later in the same day. If not selected (default), do not allow work time requests to be submitted in the future. The entire span of the request must occur in the past. Work time requests cannot include any portion of a signed-off time period.
• Request Cancellation — Allows work time requests to be canceled and the schedule restored to its original state.
• Automatic Approval for Cancellation — Allows auto-cancellation.
• Default Work Rule — The default work rule for work time requests. This parameter becomes the default value when the requester views the Add a Work Rule field in the Select Transfer portion of the Request Work Time dialog box. If the requester has no authorization to override transfers (Display Transfers is not selected), this default work rule applies.
• The order of priority for transfer information is as follows:
  1. Specified in the Work Time Request submission form
  2. Specified in the Override Value Profile assigned to an employee
  3. Specified in the Default Work Rule in the request subtype
  4. Inherited from a shift adjacent to the requested work time
  5. Employee's default transfer information
• Hide Retract button when request is approved – Select to make it impossible for the manager to retract a request once it is approved. Cancellation behavior is not affected.