Submit Time Away Requests for Scheduled Shifts

Depending on how Dayforce is configured, you might be able to submit time away requests for employees only for days that they’re scheduled to work. When your system is configured this way, Dayforce shows the Selected Schedules checkbox and the Shifts section when you create a time away request. With this configuration, Dayforce shows the Shifts section only when you select a day or duration for time away that overlaps with a scheduled shift. In the Shifts section, you select which shifts should be converted to time away periods. You can also choose to keep the shifts on the schedule or convert them to unfilled shifts after the request is approved.

Note: If the TAFW auto select shifts client property is enabled, Dayforce converts approved time away requests for scheduled shifts to unfilled shifts, even if you configure the request to leave the shifts on your schedule. For more information, see General in the Dayforce Implementation Guide.

When you select the Selected Schedules checkbox, only dates in the requested period that contain scheduled shifts are converted to time away. Clear the checkbox and the entire requested period that you specify is submitted for time away. For example, say that you create a time away request and enter a three-week period using the Start and End fields: November 1 to November 22. The selected employee is scheduled on three days in this three-week period. When the Selected Schedules checkbox is selected, the time away requested would be for three days (that is, each day containing a shift between November 1 and November 22). When the Selected Schedules checkbox is cleared, the time away requested is three weeks (that is, the entire duration of days set in the Start and End fields):

When you request time away for an employee, Dayforce might show the Shifts section in other scenarios, too:

• When you’re requesting time away for an employee whose time off policy is configured with schedule instructions, which dictate what Dayforce does when time away overlaps with a scheduled shift.
• When you’re configuring time away for only a specific segment of a day (that is, you selected Day Segments in the Type of Request section). After you select Day Segments, Dayforce automatically shows the Shifts section, even if there isn’t a scheduled shift during the time away segment that you selected.

See Time Away Request Settings.

In both of these scenarios, Dayforce doesn’t show the Unfill column and might not show the Select column in the Shifts section, depending on your system configuration. For more information, contact your system administrator.

To request time away from work for scheduled shifts:

1.  Do one of the following:
   • Go to Approvals and click Request New Time Off.
   • Go to Centralized Schedules load a location, and expand the grouping hierarchy to view the schedule. Select a cell, click the arrow, and then click New Time Away.
   • Go to Multi-Week Calendar, load a location, and select a cell. Click the add icon or click Add New Time Away in the toolstrip, depending on your configuration.
   • Go to Schedules, load a location, and select a cell. Click the arrow and select New Time Away.
   • Go to Timesheets, load a location, and select a cell. Click the arrow and select Add New Time Away.
2. A new time away from work request opens in a dialog box or slide-out panel.
2. (Approvals only) In the Employee drop-down list, select an employee.
3. If you selected an employee that’s assigned a time off policy that requires time away only for days with scheduled shifts, Dayforce shows the Selected Schedules checkbox, which is selected by default:
4. 
5. Note: The Selected Schedules checkbox isn’t shown if Dayforce doesn’t require that employees request time away only on days that they’re scheduled.
3. If Dayforce shows the Selected Schedules checkbox, do one of the following:
   • To request time away only for the days containing scheduled shifts in the requested period, leave the Selected Schedules checkbox selected.
   • To include each day that you specify in the Start and End fields in the time away request, clear the Selected Schedules checkbox.
4. In the Reason drop-down list, select the time away reason. Dayforce filters the list based on the selected employee. After you select a reason, Dayforce shows the balance type, remaining, and unit (for example, hours or days) for the employee.
5. Do one of the following using the Start and End fields:
   • Specify the date or duration of dates that the employee is requesting away from work.
   • Enter a span of dates to request off multiple dates in the specified period. This method is useful if an employee requires time away on multiple non-sequential dates.
6. After you specify a date or duration of dates upon which the employee is scheduled, Dayforce shows the Shifts section. with all of the checkboxes in the Unfill and Select columns selected. This section contains every shift that the selected employee is scheduled for during the period that you specified.
6. If available, specify the type of time away, such as all-day or half-day. The options that are shown depend on how Dayforce is set up.
7. In the Shifts section, do any of the following:
   • Note: Remember, depending on your system configuration, Dayforce might not show the Unfill column and Select columns. Further, Dayforce might indicate how it treats scheduled shifts that overlap with an approved time away period.
   • If available, clear the Select checkbox for any shift that you want to exclude from the time away request. Leave the Select checkboxes selected for any shifts you want to include in the time away request.
   • If available, clear the Unfill checkbox for any shift included in the request that you don’t want to be converted to an unfilled shift after the time away request is approved. When you clear the Unfill checkbox for a shift and the employee’s time away request is approved, their shift details and time away information overlap on the schedule or calendar.
   • Centralized Schedules and Schedules:
   • 
   • Multi-Week Calendar:
   • 
   • In Timesheets, the time away is shown as a separate pay adjustment below the shift details:
   • 
   • Leave the Unfill checkboxes selected for any shifts you want to convert to an unfilled shift after the time away request is approved.
   • If available, click Select All or Select None to select or clear all of the checkboxes in the Unfill and Select columns.
8. Configure any optional settings for the request, including employee coverage, override hours, comments, or supporting documents. Depending on your Dayforce configuration, some of these sections might be unavailable. See Time Away Request Settings.
9. Do one of the following:
   • To save the request and approve it later, click Save.
   • To save and approve the request, click Approve.