Time Off User Guide - Macy*s Peoplesoft Enterprise

Macy’s Time Off—PTO
User Guide
Table Of Contents
Macy’s Time Off—Overview ........................................................................... 3
Access Macy’s Time Off ................................................................................. 4
Macy’s Time Off — Associates........................................................................ 5
Viewing Leave Balances .................................................................................. 5
Requesting Time Off ....................................................................................... 7
Viewing Time Off Request History .................................................................... 9
Macy’s Time Off — Managers ....................................................................... 11
Requesting Time Off for an Associate.............................................................. 11
Processing Requests—Searching and Filtering .................................................. 13
Processing Requests—Approving and Denying ................................................. 14
Viewing Reports ........................................................................................... 15
Macy’s Time Off User Guide—PTO
September 2011
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Macy’s Time Off—Overview
Macy’s Time Off is an application available in In-Site, Macy's personal information resource that
provides associates with a convenient, self-service tool to submit requests for time off.
For hourly associates:
The application shows eligible leave balances.
Associates can submit requests for multiple dates within a week and see the status of
previous requests.
A Time Off Request History page is also available for more comprehensive information
about associates’ leave requests.
For management:
Managers can view and submit leave requests for associates who don't have access to a PC.
Managers can administer time off requests for all their associates from a single location and
easily refer to My Schedule Plus to ensure appropriate coverage.
Reporting capabilities provide detailed information down to the employee level for time
requested.
Note: For additional information or questions, contact HR Services at 800-234-MACY or
contact your local Human Resources Representative.
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September 2011
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Access Macy’s Time Off
Access the Macy’s Time Off system that allows you to manage leave requests.
1. Log into In-Site.
2. Click myschedule from the left navigation menu. (Click My Schedule Plus for all MSP
locations.)
3. Expand the Time/Attendance menu option.
4. Select the Time Off (MTO) link to access the system.
Note
The system displays an introductory screen before launching the Macy’s Time Off application in
another window. Return to this screen if you need to log back into MTO at any time.
Macy’s Time Off User Guide—PTO
September 2011
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Macy’s Time Off — Associates
Viewing Leave Balances
Macy’s Time Off opens to the View Balance page, which is divided into a top summary grid and
a bottom set of three detail grids.
By default, Macy’s Time Off displays an associate’s leave balances for the current year. To
display information for the previous or next fiscal year, select from the Year dropdown.
First Grid
Second Set
of Grids
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September 2011
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The first grid's columns are
Columns
Hourly Associates
My Schedule Plus locations
Time Eligibility
Displayed in hours by
category (PTO, etc.)
Displayed in days or hours by
category (PTO, Unavailable
days, etc.)
Displayed in hours by
category
Displayed in days or hours by
category
Displayed in hours by
category
Displayed in days or hours by
category
Displayed in hours by
category
Displayed in days or hours by
category
Displayed in hours by
category
Displayed in days or hours by
category
This represents the time an
associate is entitled to for the
applicable leave types.
Time Taken
This represents the time taken
for the PTO year in each time
off category.
Time Requested
This represents the number of
days or hours of leave for which
a request is pending in each
category.
Time Scheduled
This represents the number of
days or hours scheduled for the
current week and future weeks
in each category.
Time Remaining
This represents Time Eligibility
less Time Taken, Time
Requested and Scheduled. If
there is a discrepancy,
associates should contact their
Human Resources
representative.
The second set of grids includes the following:
Time Taken Details
Time Requested Details
Time Scheduled Details
Each of these grids displays the specific date, hours, and type of leave in the corresponding
category. Following is an illustration of the Time Taken Detail. (The other Detail grids are laid
out in the same format.)
Macy’s Time Off User Guide—PTO
September 2011
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Requesting Time Off
To request time off, click the Request Time Off tab in the Macy’s Time Off application.
At the top of the window is the following information:
Yours employee ID number and name
A summary of the eligible time off categories remaining in the PTO year
Your average days per week and average hours per day
To submit a request for time off, do the following:
1. Select a month and year.
2. Select a week for which you want to request paid time off by clicking any blue
hyperlinked date.
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September 2011
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Notes
Select only the week that contains the dates you want to use for time off. You will
make specific date and category selections next.
You can select only one week at a time. If you want to use time off for a span of
weeks, submit separate requests for each week.
The color highlighting shown on the calendar below is repeated if any other days in
a particular week are available for selection.
3. The application displays the dates of week selected, highlighted according to the color
key shown to the right of the calendar.
Color Coding
PTO Exception Date
PTO Restricted Date
Holiday Date
Key Day (UD & PTO Restricted)
Unavailable Day Exception Date
Approved
Pending
Notes
PTO Exception Date (highlighted in black)—Restricted for PTO selection.
PTO Restricted Date (highlighted in gray)—Available for PTO selection, but may be
subject to restrictions.
Holiday Date (highlighted in red)—Indicates a holiday; do not select PTO for these
dates. However, an unavailable day can be selected.
Key Day (UD & PTO Restricted, highlighted in purple)—Restricted for PTO and
unavailable day selection.
Unavailable Day Exception Date (highlighted in turquoise)—Available for PTO
selection, but unavailable days are subject to restrictions.
4. Select the Type of Request for the days and hours you wish time off. You have three
options.
PTO requests will default to your average daily hours. PTO hours request may be
adjusted between 4 and 12 hours (based on your location).
Partial PTO requests will default to half of daily average hours (minimum of 3 hrs.)
Unavailable Day requests will default to average daily hours. This is only applicable
to My Schedule Plus Locations.
Notes
When selecting days, only the types of leave with an available balance appear in
the dropdown. You cannot select more time off than your remaining time balance.
You cannot request more time off than your weekly Assigned Days.
5. Click Submit to proceed.
6. Confirm your request.
Notes
Time Off does not process the request until you click Confirm Date(s).
After you submit a request, the system displays a confirmation message that the
request is in Pending or Approved status (depending on your location).
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September 2011
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For My Schedule Plus Locations, if you request Unavailable Days on its own, it will
be automatically approved. If you request Unavailable Days with PTO, the request
will be in Pending Status.
7. (Optional) Click Submit Another Request to proceed to a new request page to start
the process for another request.
The system updates the Time Scheduled Details with your time off request information on
the View Balance page.
Viewing Time Off Request History
The Time Off Request History page displays by default the following categories for a twomonth range from the current date:
Pending
Approved
Denied
Canceled
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September 2011
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To change the Request History displayed, do one or both of the following:
Click the calendar icon
next to Begin Date or End Date.
Filter the display by clearing one or more of the Request Status check boxes.
Note: Click Go after making your changes to refresh the display.
To cancel a request, do the following:
1. Click Cancel.
The system displays a prompt asking you to confirm the request.
2. Click OK to proceed with the cancellation.
The Time Off Request History page refreshes and displays the canceled status of the
request.
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September 2011
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Macy’s Time Off — Managers
Requesting Time Off for an Associate
Macy’s Time Off allows managers to submit and immediately approve time off requests for
their associates who might not have access to a PC, or who otherwise cannot conveniently
submit their own requests.
The View Balance page and the initial steps for Requesting Time Off are the same for
managers as for associates, except that managers have an Employee ID text entry field and a
Look Up icon , as shown in the following illustration.
1. Enter the Employee ID number for the associate that you are requesting time off for.
2. If you don’t know the associate’s ID, Click the Look Up icon
Lookup.
and select Advanced
3. Enter any associate information you have and click Search.
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September 2011
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4. Select the associate from the Search Results list.
5. Click the Request Time Off tab.
6. Select the month when the associate wants to take time off.
7. Click a blue hyperlinked date to select that week.
8. Select the specific days within that week that your associate wants to use for time off.
Color Coding
PTO Exception Date
PTO Restricted Date
Holiday Date
Key Day (UD & PTO Restricted)
Unavailable Day Exception Date
Approved
Pending
Notes
PTO Exception Date (highlighted in black)—Restricted for PTO selection.
PTO Restricted Date (highlighted in gray)—Available for PTO selection, but may be
subject to restrictions.
Holiday Date (highlighted in red)—Indicates a holiday; do not select PTO for these
dates. However, an unavailable day can be selected.
Key Day (UD & PTO Restricted, highlighted in purple)—Restricted for PTO and
unavailable day selection.
Unavailable Day Exception Date (highlighted in turquoise)—Available for PTO
selection, but unavailable days are subject to restrictions.
9. Click Submit.
Note: After you click Submit, Time Off displays a confirmation message as follows:
10. (Optional) Click Submit Another Request to open a new request page and start another
request.
Note: You can select only one week at a time. If you want to request time off that crosses
two or more weeks, submit separate requests for each week.
Note (for hourly executives or salaried overtime-eligible employees)
When you enter PTO in In-Site, the timekeeping system automatically updates to reflect your
request.
Macy’s Time Off User Guide—PTO
September 2011
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Processing Requests—Searching and Filtering
The Process Requests page is an administrative function available only to the manager level
and above. By default, Macy’s Time Off displays a Search By: Employee ID field as shown.
Managers can do one or more of the following to display results in the table.
Type an associate's Employee ID number.
Click the Look up icon
to open the Employee Search window and locate an
employee number. Type a last or first name, or both. Select a name from the results
and click OK to insert the employee number in the field.
Specify a date range other than the default of two months from the current date.
Clear a request status check box to filter and limit the number of records displayed.
Click Go after making selections to refresh the screen and display the requests to process.
Division Headquarters and other Macy's Corporate administrative users have access to an
additional viewing option. As shown in the following illustration, select the Search By:
Location/PeopleSoft Department option to display the Location and Department lists.
To select multiple PeopleSoft departments, hold down Ctrl while clicking items on the
list.
To select all PeopleSoft departments, hold down Shift while clicking the first and last
items on the list.
Make changes to the date ranges and clear a request status check box as described in the
preceding section, and click Go to refresh the screen and display the requests to process.
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September 2011
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Processing Requests—Approving and Denying
As shown in the following grid, the status of a time off request determines the available
options for processing the request.
Status
Available
Action(s)
Note
Pending
Approve or
Deny
Approval takes only one click. Must select reason from
dropdown for denial.
Approved
Deny
Must select reason for denial from the dropdown list.
Associate Cancelled
Inactive Associate
Restricted Date
Scheduling Concerns
See Manager
Seniority Conflict
Denied
Resubmit
Returns to the Request Time Off page. Must click Confirm
Date(s) on that page to approve.
The results of the Process Requests search are displayed in a grid in ascending order by
Employee ID and request number, as shown in the following illustration. The columns are as
follows:
Location/Dept—Location and PeopleSoft Department number when that search facility
is used
Request ID/Employee—Request tracking number and name of employee requesting
time off
Date Submitted—Includes Employee ID of person submitting request
Selected Date(s)—Date, day of week, and type of time off requested
Status—If other than Pending, displays name or Employee ID of the person who
approved or denied the request, denial reason, and comments
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September 2011
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Viewing Reports
Macy’s Time Off provides robust reporting options for all locations that management users can
currently access.
The reports
Are current as of week ending pay period
Can be downloaded to Excel
Can be filtered by employee status of Active, LOA or Terminated
Are sorted by department, then associate name
Are hyperlinked to individual employee data within Macy’s Time Off
The following grid contains a list and brief description of the reports available on the Process
Requests page.
Report
Description
Out of Balance
Associates whose PeopleSoft and Timekeeping Time Taken are out of
balance, by location, department, and associate
Negative Time
Associates whose time is reported in the negative, by location and
associate
Remaining Time
Number of associates who have unscheduled time, by location,
department, and associate
Scheduled Time
Number of associates who have scheduled time, by location and associate
Scheduled
Request
Request History by location, department, and associate
Requested Time
Off
Time off that associates have requested
To view reports from the Process Request page, do the following:
1. Click the View Reports link.
Note: The current year is the default in the Year field.
2. (Optional) Click Look Up
to change the year.
3. Select the Division from the PTO Division ID dropdown field.
4. Choose the type of report from the Report Type dropdown field. Available reports include
Out of Balance
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September 2011
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Negative Time
Remaining Time
Schedule Time
Scheduled Requests
Requested Time Off
5. Filter the list by Employee Status by selecting or clearing the Active, Leave of Absence, or
Terminated check boxes.
Note: Based on your selections, the system displays reports for all matching locations.
6. Select a specific Location to view department-level information.
7. Select a Department to view a list of associates within that department.
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September 2011
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8. Select an associate from the department list to review Macy’s Time Off information on the
View Balance page.
Notes
Use the Excel
icon to download reports.
Use the Find link to locate an associate using the Employee ID.
Note: For additional information on the Executive Self-Tracking tool, refer to the Macy’s Time
Off (MTO) Executive User Guide.
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September 2011
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