Add Calendar

A Calendar is a scheduled activity where the employee is NOT clocked in and working. Some examples of calendar entries are vacation, sick, jury duty, etc.

The Add Calendar button opens a screen to enter information for an employee calendar entry. Authorized users are able to add, edit, view and/or delete records from this screen. Depending on the access role of the user, these transactions may need to be approved by a supervisor before they are in effect.

The steps for submitting a calendar depend on whether the user has selected to display the

Transaction List view or the

Transaction Grid view.

The Transaction Grid gives the user the option to view the same information on the Transaction List, but in a grid format. To enable this option, in the Preferences section>My Preferences card>Time Card Screen, select the Transaction Grid button in the left pane.

Authorized users are able to add, edit, view and/or delete records from this screen. Depending on the authorization roles of the user, these transactions may need to be approved by a supervisor before they are in effect.

For more information on transactions that can be entered through this screen, click on the following links:

If a critical event message is generated due to an unfulfilled license or education requirement, employees may be unable to enter, modify or delete a clocking through this screen. The reason for the "lockout" can be viewed on the Home page>My Unread Messages card or in the Actions section>Employee card>Messages screen. Contact the employee's supervisor or an administrator to resolve the issue.

The following tabs are available when viewing an existing Calendar on the Transaction Grid

General	This tab displays basic information about this transaction, including the date, time, organization unit and labor distribution.
Attendance+	This tab is used to add predefined codes explaining the reason for the calendar entry, including whether the transaction was excused or unexcused.
Notes	This tab to is used to add a notation to the calendar transaction.
Exceptions Tab	This tab is enabled if an exception message is generated relating to the transaction. Note: Critical exceptions must be handled before the time card can be approved.
Requested Differences	This tab is enabled on the Transaction Grid if an employee requests an edit to the transaction. The tab displays the difference between the original and the request. Once the request is handled, this tab is no longer enabled.
Requested History	This tab is enabled on the Transaction Grid if an employee requests an edit to the transaction. The tab displays the submitting and approval history of the request.

Actions

The following actions are available in the left pane to authorized users for handling employee transactions.

To update the status of a transaction, check the box to the left of the record and click on the selected action button listed below.

Pending Review Selected

Pool Approve Selected

Pool Unapprove Selected

Set Requested Selected

The Transactions List view option displays details of employee clocking, calendar and/or adjustment transactions for the pay period selected from the Employee Navigator section in the left pane. Depending on the authorization roles assigned, employees may be able to add, edit and/or delete calendar, clocking and adjustment information from this screen.

This information can also be displayed in a Transaction Grid view.

The following symbols may be displayed on the Transactions screen:

	Adjustment -passing to payroll interface	Indicates an adjustment entry to the employee timecard which will be passing to the payroll interface.
	Adjustment - not passing to payroll interface	Indicates an adjustment entry to the employee timecard which is not passing to the payroll interface.
	Adjustment - undetermined	Indicates an adjustment entry to the employee timecard which has not been determined whether it is passing to the payroll interface.
	Calendar	Indicates a calendar entry, showing non-productive time.
	Clocking	Indicates a clocking in the exception area of the Time Card Screen. This icon also is displayed when a clocking has been manually entered and has not yet been calculated and determined to be either an IN or OUT punch.
	In Punch	This icon indicates a clocking entry that has been determined by the system to be an In punch.
	Out Punch	These icons indicate a clocking entry that has been determined by the system to be an OUT punch.
	Critical Exception	Indicates a serious issue with an employee timecard. The timecard cannot be approved until this exception has been resolved. An example of a critical exception is "An Odd Clocking was detected".
	Warning Exception	Indicates a moderate issue in an employee timecard. The timecard can still be approved, however, the employee may not be paid as they expect. An example of a warning exception is "Hours reported in excess of Approved Hours in the pay period."
	Informational Exception	Indicates a relatively minor issue in an employee timecard. The timecard can still be approved if this exception is not resolved. An example of an informational exception would be if an employee clocked in at an unauthorized badge reader.
	Pending Exception	Indicates exceptions that will be displayed in the future if the employee's time card data does not change. Pending exceptions are determined by the (Calcs) process and stored with the record but not displayed until the day after the day associated with the record.
	Note	Indicates there is a note attached to this transaction. This icon is also displayed if there is a Reason attached to a request. Hover the cursor over the icon to display the predefined note code and also the user who assigned it.
b	Badge Reader	Indicates the transaction results from swiping a badge at the badge reader. Hover the cursor over the icon to display the badge reader number.
C	Core Schedule	Indicates an entry on the schedule screen that was automatically generated during a Core scheduling pass.
e	Education Tracking Reader	Indicates the transaction was entered through an Education Tracking reader (for an education transaction class).
d	DeductIT	Indicates this was added via a DeductIT transaction.
H	Home Health Care	Indicates this is a Home Health Care transaction.
i	Data Import	Indicates this transaction is from imported data.
L	Legacy	Indicates this is a transaction from a legacy system.
N	Needs-Based Schedule	Indicates an entry on the schedule screen that was automatically generated during a Needs-based scheduling pass.
P	Education Tracking Download	Indicates this transaction is from a download to the Education Tracking application.
r	Cash Register	Indicates this transaction originated from a cash register (for DeductIT).
S	Manually Added Schedule	Indicates the transaction was manually added or updated on the schedule.
T	Trade	Indicates this is transaction resulting from a schedule trade.
W	Request to Work	Indicates this transaction was entered as a result of a request to work.
~	TimeCall	Indicates the transaction was called in using the TimeCall feature.
@	Quick Badge	Indicates the transaction was entered through the portal through the Quick Badge feature.
#	Staffer	Indicates this data was added via the Staffer interface.
$	Schedule Incentive	Indicates this is a transaction resulting from a schedule incentive.
^	Auto-Generated	Indicates the transaction was automatically generated by the system, for example, creating a matching out punch when a new special code is entered
(	Reassign	Indicates a clocking or calendar within the selected pay period that was reassigned to a new Labor Distribution by the system. Note: The reassign process is called directly by the Employee Download or Replication processes when a new Home Labor Distribution is created, or when a new Labor Distribution is created in the Employee Record via the Web Portal. Transactions associated with the old home labor distribution on or after the new home labor distribution are updated to the new home labor distribution information.
[	Manual	Indicates the transaction was manually entered.
MR	Manual Retro Adjustment	Indicates the transaction was manually added in Retro mode.
]	Conversion, Upgrade	Indicates the input results from data from the conversion process.

Actions

The following actions are available in the left pane to authorized users for handling employee transactions.

To update the status of a transaction, check the box on the record and click on the selected action button listed below.

Pending Review Selected

Pool Approve Selected

Pool Unapprove Selected

Set Requested Selected

Authorized users are able to add, edit, view and/or delete records from this screen. Depending on the access role of the user, these transactions may need to be approved by a supervisor before they are in effect. Click on the links below for more details.

When an employee has Create Request access:

The Calendar is created as a Request and must be approved through the Actions Section>Approval card>Transaction Requests screen.
The Reason field is enabled but not required. When a request with a reason is approved, the reason is copied to a Transaction Note with a subject of Reason.
The Calendar is displayed on the Transaction screen and various request screens with the Request to Add Calendar icon
Once the Calendar has been approved by a supervisor, the icon is displayed as a Calendar icon.

When an employee has Create access:

The Calendar is created as a Transaction and not treated as a Request; it does not need to go through the approval process.
The Reason field is disabled.
The Calendar is displayed on the Transaction screen with the Calendar icon.

When an employee has Edit Request access:

A Request is created to edit the record, and must be approved through the Actions Section>Approval card>Transaction Requests screen.
The Reason field is enabled but not required. When a request with a reason is approved, the reason is copied to a Transaction Note with a subject of Reason.
The Calendar is displayed on the Transaction screens and various request screens with the Request to Edit Calendar icon .
Once the Calendar edit has been approved by a supervisor, the icon is displayed as a Calendar icon.

When an employee has Edit access:

The Calendar edit is not treated as a Request; it does not need to go through the approval process.
The edits are active when the record is saved.
The Calendar is displayed on the Transaction screen with the Calendar icon.

When an employee has Delete Request access:

A Request is created to delete the record and must be approved through the Actions Section>Approval card>Transaction Requests screen.
The Reason field is enabled but not required. When a request with a reason is approved, the reason is copied to a Transaction Note with a subject of Reason.
The calendar is displayed on the Transaction screen with the Request to Delete Calendar icon .
Once the deletion has been approved by a supervisor, the calendar entry is removed from the screen.

When an employee has Delete access:

The deletion is not treated as a Request; it does not need to go through the approval process.
Once the record is saved, the calendar information is removed from the transaction screen.

Note: Calendar requests for multiple days can be submitted as one entry via the Monthly View screen, as long as all the values are the same for all days. For more information, see Steps for Submitting Multiple Calendar Entries.