Leave Time Request

Submitting leave time requests

If an employee initiates the workflow, and no open leave cases are found, a message informs the user that the action is not allowed.

If an open leave case exists, a slider presents the leave time request form, which contains the following options:

• Case Code: A list of all open leave cases that are available to the employee.

• Start Date and End Date: Allows entry of the start and end dates of the requested leave period.

• Duration: A list of symbolic amounts associated with schedule hours that include First Half, Second Half, and Full Scheduled Day. Users can also select Duration in Hours, which must be used in conjunction with the Start Time and End Time parameters.

• Start Time and End Time: (Optional) Only used when Duration in Hours is selected from the Duration parameter.

• Apply for Selected Days: This list of days pertains to requests for recurring, intermittent leave. By default, all days are selected when the form launches.

  For example, if an employee is scheduled for physiotherapy every Tuesday and Friday over a 6-week period, the Start and End Dates are populated with the 6-week date range, and the user selects only Tuesday and Friday from the list of days.

• Comment: (Optional) Allows the employee to send additional information with the request to the approver.

Employee: Submit a leave time request

When the employee clicks the Next button, a request summary appears. When the employee clicks Submit, the control center generates tasks for the employee and reviewer.

The employee task allows the employee to cancel the unapproved request. The task remains in the control center until the reviewer approves or rejects the request.

Reviewer: Approve a leave time request

The leave time request workflow routes the request to a reviewer. The control center assigns a task to the reviewer, who can approve or reject the request (and add a comment).

Note: The leave time request workflow supports only a one-step approval process; additional approval steps or listeners are ignored.

Displaying leave time requests

The workflow adds a scheduled paycode edit in the Schedule Planner, and displays any comments entered by the employee and reviewer.

The scheduled shift is shortened and the approved leave request is added to the selected days. In the timecard, the paycode edit deducts leave duration from the applicable accrual, as configured in the leave rule.

Notifications

Both the employee and the reviewer receive workflow notifications that contain the leave time request status . A number of available placeholders provide the configured notification with all information needed about the request.

Leave time requests validation

If an employee provides invalid entries in a request, the system prevents its submission and displays a warning message, such as the following:

• Date range not allowed for this leave case.

• Selected days are not found in the date range.

• Start and End Time can only be used with duration in hours.

• Missing start or end time.

• You do not have open leave cases.

Example 1 – Single Day Leave Request

An employee experiences an accident while working. Although the employee returns to work, physiotherapy is required for the injury. A leave case created in the system is assigned a code of Physiotherapy (PT-1).

To account for the consultation with the physiotherapist on Monday, July 3, the employee submits a leave request containing the following information:

Note: This is a single day request, and even though Monday must be selected, it is not necessary to clear the remaining days in Apply for Selected Days.

Example 2 – Recurrent leave time request

After consulting with the physiotherapist, the employee needs a 4-hour session of physiotherapy every Tuesday and Friday for the next 6 weeks. The employee submits a recurrent intermittent leave request:

• Case Code: Physiotherapy (PT-1)

• Start Date and End Date: July 6 – August 8

• Duration + Start Time and End Time: Duration in Hours, 8:00a – 12:00p

• Apply for Selected Days: Tuesday and Friday

• Comment: Physiotherapy sessions every Tuesday and Friday for the next 6 weeks.

Example 3 – Recurrent leave time request with scheduled hours

An employee is granted Family Medical Leave Act (FMLA) leave to provide medical care for a family member every Wednesday. The administrator creates a leave case in the system with an assigned case number of Family Care (FMLA-2). Because the employee’s scheduled shift lengths and days vary each week, the employee cannot request an exact number of hours each week. The employee submits a recurrent scheduled hours request:

• Case Code: Family Care (FMLA-2)

• Start Date and End Date: July 1 – December 31

• Duration: Full Scheduled Day

• Apply for Selected Days: Wednesday

• Comment: Family care every Wednesday.

• When a leave time request is applied using a symbolic duration-type, such as first half, second half, or full scheduled day, the workflow considers the current available schedule or shift during processing. During calculation of the total scheduled hours for a shift on the requested day, the business process considers the combined paycode hours, and then honors both the scheduled break shift segment and automatic deductions based on the work rule.

• For a leave type request with an hours duration-type, both the start and end times are required. The workflow processes the request independently, regardless of the current available schedule. If the start and end times are identical, a leave time request with a zero duration is applied. If the end time is earlier than the start time, the leave time request spans from the request date to the following day.

• If a leave time request with a symbolic duration-type is submitted on an unscheduled day, the business process adds a duration paycode with an amount = 0:00. The leave start time defaults to the value configured for the selected open leave case in the setup. Recalculation is NOT performed if schedule changes are made.

• When multiple shifts are found within the selected day range for the first half or second half symbolic amounts, the workflow displays a validation error message. In such cases, employees can submit leave time requests that specify the duration in hours, and then provide the start and end times.

• When leave time requests occur on non-signed-off days, the workflow applies the leave time adjustment to the employee’s schedule.

• This workflow does NOT support validation of the accrual balance before processing the leave request. The leave time request is still processed even if the accrual balance is depleted. It is expected that the appropriate accrual is configured to cascade from the paid entitlement into the unpaid entitlement.

• A submitted request can only be retracted until the request is processed. The leave time request does NOT support cancellation of approved leave edits; these edits must be manually removed from the Schedule Planner.

• The maximum period for a single request in a non-signed-off period is 24 months. If the leave request duration exceeds 24 months, the employee is required to submit multiple requests of shorter durations.

• The maximum period for a single request in a signed-off period is 90 days. If the leave request duration exceeds 90 days, the employee is required to submit multiple requests for shorter durations. This requirement accounts for the extended processing time necessary for historical corrections during a signed-off period.

Note: The specific duration could vary depending on the system configuration and current system load where the workflow is processed.

Migrate the business process model to the tenant

Migrate the Leave Time Request process model to the customer tenant using Setup Data Manager (SDM).

1. Log in to the appropriate tenant.

2. Go to Main Menu > Administration > Setup Data Manager.

3. Select the Source tenant where the Process Model resides, and select the template to copy. It is a .zip file. A message appears in the Source column: Source: Import from <filename>.zip.

4. Click Tap Review and Publish. The Publish Summary panel appears.

5. Review the Publish Summary panel. It lists the items that were extracted from the migration file. If you approve, click tap Publish with Comment or just Publish.

6. Click Tap Go to Publish History at the bottom of the panel to view the status of the data transfer. The Publish History page contains a table that lists the items you have published. If there were errors during the transfer, the button under the Errors column for that row is black.

7. To view details, click tap the appropriate row and click tap View Selected.

8. On the History for publish run page, click tap Show all to view the setup data that you published, and the errors that occurred, if any, listed by item type and name.

Configure the decision tables

Configure the Leave Time Request decision tables.

1. Go to Main Menu > Administration > Application Setup > Business Process setup > Process Models.

2. Select the LeaveTimeRequest_v1 process and click tap Edit. The process model enters edit mode.

3. Select the Decision Tables tab.

4. Click Tap Everyone's, and then select the decision table to edit.

5. Click Tap Decision Table Editor to add or update the rows in the table.

6. Click Tap Save and close.

LeaveTimeRequest_v1_InternalParameters — Configuration variables for the workflow system. Default values are configured to optimize the performance of the workflow. This table is for internal use only; do not makes changes to the content.

Leave Time Request Internal Parameters decision table

Parameter name	Description	Default value
Admin	Internal user; do not change.	SERVICES-LEVEL3
EmployeeNumberVariable	The workflow system variable for the person number.	employee
EmployeeRequestFormBackEndDateFormat	Stores the system's default date format for the workflow.	MM/dd/yyyy
LeaveEditBatching	Controls the batching of API calls to improve the workflow's performance and prevent timeouts.	30
CommentTruncateLength	Truncates comment notes to avoid API errors caused by long messages in the notes. The maximum length allowed for the notes is 250 characters, 50 characters are reserved for process notes (utilized under locale keys Message_EmployeeComment and Message_ReviewerComment): This field is limited to 200 characters.	200
LeaveDelayInSecondForBatchIterationEditBatching	Contains the wait time in seconds for multiple historical correction API calls.	30

LeaveTimeRequest_v1_Parameters — Stores the configuration setup for the application in the Leave Time Request workflow.

Leave Time Request Parameters decision table

Parameter name	Description	Default value	Mandatory field
LookForwardYearsForOpenCases	Specifies how many years into the future the extension looks for Open Cases. Supported values: 1-10.	5	Y
LookBackYearsForOpenCases	Specifies how many years into the past the extension looks for Open Cases. Supported values: 1-10.	5	Y
ProcessSignedOffPeriod	Determines whether changes are made in the employee's timecard during the signed-off period. Yes —process changes in signed-off periods. No — do not process changes in signed-off periods. Display a validation error message to the employee.	No	Y
ReviewerNotificationName	Workflow notification sent to the reviewer. The workflow notification must be configured in the system. Example: Reviewer-Leave Time Request Notification		Y
EmployeeNotificationName	Workflow notification sent to the employee. The workflow notification must be configured in the system. Example: Employee-Leave Time Request Notification		Y
SymbolicPurpose	Specifies the name of the symbolic purpose that identifies the reviewer list. Example: Leave Time Request		Y
Comment	Specifies the name of the comment used for notes in the paycode comment. Example: Adjusted for Leave Time Request		Y
ScheduledTotalsPayCode	Specifies the name of the hour-based combined paycode which is used to identify all hours that contribute to scheduled hours. Example: Leave Time Request Scheduled Total All paycodes that are considered worked hours, such as Regular and Overtime, must be added to this combined paycode.		Y

LeaveTimeRequest_v1_Locale — Allows customization of the text in the workflow form, errors, and notifications using different locales.

Leave Time Request Locale decision table

Variable name	Variable type	Description
Key	Text	Internal field label; do not change.
Locale Policy	Text	Name of the locale policy for which the text applies. When the text applies to all locales, retain the empty value.
Message	Text	Text displayed in the workflow form or notification.
Description	Text	(Optional) Customized description.

Default Locale Keys

Key	Message (or Label)	Description
Label_CaseCode	Case Code	Key used as Case Code label.
Label_StartDate	Start Date	Key used as Start Date label.
Label_EndDate	End Date	Key used as End Date label.
Label_Duration	Duration	Key used as Duration label.
Label_DurationValue_FullScheduledDay	Full Scheduled Day	Key used as label value Full Scheduled Day in duration dropdown option.
Label_DurationValue_FirstHalfScheduledDay	First Half Scheduled Day	Key used as label value First Half Scheduled Day in duration dropdown option.
Label_DurationValue_SecondHalfScheduledDay	Second Half Scheduled Day	Key used as label value Second Half Scheduled Day in duration dropdown option.
Label_DurationValue_Hours	Hours	Key used as label value Hours in duration dropdown option.
Label_StartTime	Start Time	Key used as Start Time label.
Label_EndTime	End Time	Key used as End Time label.
Label_ApplyForSelectedDays	Apply for Selected Days	Key used as Apply for Selected Days label.
Label_CheckBox_Monday	Monday	Key used as Monday label in Apply for Selected Days checkbox option.
Label_CheckBox_Tuesday	Tuesday	Key used as Tuesday label in Apply for Selected Days checkbox option.
Label_CheckBox_Wednesday	Wednesday	Key used as Wednesday label in Apply for Selected Days checkbox option.
Label_CheckBox_Thursday	Thursday	Key used as Thursday label in Apply for Selected Days checkbox option.
Label_CheckBox_Friday	Friday	Key used as Friday label in Apply for Selected Days checkbox option.
Label_CheckBox_Saturday	Saturday	Key used as Saturday label in Apply for Selected Days checkbox option.
Label_CheckBox_Sunday	Sunday	Key used as Sunday label in Apply for Selected Days checkbox option.
Label_AllSelectedDaysValue	All	Key used to display that person selected all weekdays as value
Label_EmployeeComment	Comment	Key used For Reason provided by Employee
Label_ReviewerComment	Comment	Key used For Reason provided by Reviewer
Label_RequestFormNextButton	Next	Key Used for Next Button in Request Form
Label_SummaryFormHeader	Summary	Key used for the header of summary form
Label_SelectedDays	Selected Days	Key used as label value for Selected Days
Label_SummaryFormSubmitButton	Submit	Key used for Submit Button in summary form
Label_ReviewerFormHeader	Summary	Key used for the header of Reviewer Form
Label_ReviewerName	Reviewer	Key used as label value for Reviewer Name
Label_EmployeeName	Employee	Key used as label value for Employee Name
Label_ReviewerFormSubmitButton	Submit	Key used for Submit button in Reviewer Form
Label_ReviewerFormAction	Action	Key used for label value of Action in Reviewer form
Label_ReviewerFormApproveAction	Approve	Key used to display the Action as approve
Label_ReviewerFormRefuseAction	Refuse	Key used to display the Action as Refuse
Label_RetractFormHeader	Summary	Key used for Retract Form Header
Label_RetractFormSubmitButton	Cancel Request	Key used for Submit Button in Retract Form
Label_ErrorFormHeader	Not Allowed	Key used for header of Error Form
Label_ErrorFormTerminateButton	Close	Label for error from button
Label_Tag_ApprovedStatus	Approved	Key Used to Display Approval status of Request
Label_Tag_RefusedStatus	Refused	Key used to Display Refused status of Request
Label_Tag_RetractedStatus	Canceled	Key used to Display Retracted status of Request
Label_Tag_FailedStatus	Failed	Key used to Display Failed status of Request
Label_Tag_ApprovedStatusMessage	Leave time request approved.	Key used to display message if request is Approved
Label_Tag_RefusedStatusMessage	Leave time request refused.	Key used to display message if request is Refused
Label_Tag_RetractedStatusMessage	Leave time request retracted.	Key used to display message if request is Retracted
Label_Tag_FailedStatusMessage	Request failed. Contact the system administrator for details.	Key used to display Message if request is Failed
Message_EmployeeCommentNote	Employee : <EmployeeComment>	Used in comment note only if employee provides. The maximum length for this is field 50 characters.
Message_ReviewerCommentNote	Reviewer : <ReviewerComment>	Used in comment note only if reviewer provides. The maximum length for this field is 50 characters.
Error_UserInputDates	Date range is not allowed for this Leave Case.	Display the validation error message if the entered dates fall outside the range specified by the case code date.
Error_ControlCenterMapping	Control center mapping not found. Contact system administrator for details.	Show error message if control center mapping is not found
Error_PurposeReviewerListNotFound	Reviewer list not found. Contact system administrator for details.	Show error message if reviewer list is not found in people record
Error_OpenLeaveCaseNotpresent	You do not have any open leave cases.	Show error message if open leave case is not found for the employee
Error_HalfDayWithMultipleShift	Multiple shifts are found on the selected day. Please resubmit your request with the duration in hours.	Half day cannot be accepted for multiple shift days
Error_InvalidWeekday	Selected days are not found in the date range.	Selected weekday & selected dates are inconsistent
Error_HourWithEmptyTime	Missing start or end time.	Display the validation error message if duration is Hours type & start or end time is not provided.
Error_ReviewerListInvalid	Reviewer list configuration is invalid. Contact system administrator for details.	Show error message if reviewer list is not configured properly
Error_SignedOffData	Timecard is already signed off.	Show error message if timecard is signed off and enable edit is not allowed.
Error_LeaveAdminNotFound	No leave administrator assigned to employee.	Display an error message when the leave administrator is included in the reviewer list but not specified in the people record.
Error_AttendanceAdminNotFound	Attendance administrator is not assigned to employee.	Display an error message when the attendance administrator is included in the reviewer list but not specified in the people record.
Error_ManagerNotFound	No manager assigned to employee.	Display an error message when the manager is included in the reviewer list but not specified in the people record.
Error_DurationWithTime	Start and end time can only be used with a duration in hours.	Show an error message if the user enters input for the start time and/or end time when the duration type is anything other than 'Hours'.
Error_InvalidTotalsPaycode	The scheduled totals pay code contains an invalid pay code type.	If the pay code type for the scheduled total is not 'hour', show the following error message.

Deploy the updated business process model

Process models must be redeployed every time changes are made to an existing model. Re-deployment is not required for decision table changes.

Follow these steps to deploy the process model. For detailed information, see the online help topic Deploy Business Process Models.

1. Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.

2. Select the LeaveTimeRequest_v1 model.

3. Click Tap Edit, and then configure the required parameters and deployment dates. Choose the Show option for the Tile List; and the Hide option for the Action List and GoTo List.

   Caution: Do not make a selection from the Template Categories list.

4. Click Tap Save, and then select Return to deploy.

API details

API name	Type	Resource path	Description
Person Extension	POST	v1/commons/persons/extensions/multi_read	Return person record details
Retrieve Employee Schedule	POST	v1/scheduling/schedule/multi_read	Return person schedule details.
Retrieve Leave Cases	POST	v1/leave/leave_cases/multi_read	Return leave case details.
Bulk Enable Edits	POST	v1/timekeeping/enable_edits/import	Enables editing for updating signed-off data.
Create Leave Edit	POST	v1/leave/leave_edits	Apply leave case.
Retrieve Leave Admin by Person Number	GET	/v1/commons/persons/leave_admin?person_number={personnumber}	Get leave admin details based on person number.
Retrieve Attendance Admin by Person ID	GET	v1/commons/persons/attendance_admin?person_number={personnumber}	Get attendance admin details based on person number.
Retrieve Reviewer List by ID	GET	v1/commons/reviewer_lists/{id}	Get reviewer list details based on reviewer list ID.
Retrieve Locale Policy-Tenant default	GET	v1/commons/user_preferences/locale_policy?tenantDefault=true	Get the tenant default locale details.
Retrieve Locale Policy-current user	GET	v1/commons/user_preferences/locale_policy?userCurrent=true	Get the reviewer or employee tenant default locale details.
Create Scheduling Leave Edits with Options	GET	/v1/scheduling/schedule/leave_edits/apply_create	Apply the leave case.
Retrieve All Dynamic Event Notification Mappings	GET	/v1/commons/event_notifications	Check required mapping for the task notification.
Leave Case Details by ID	GET	v1/leave/leave_cases/defaults?leave_case_id={ID}	Get the leave case details based on ID.