Requests

Requests are submitted by employees to their supervisor, to correct exceptions or punch times, ask for time off or a change to their schedule.

Employees can submit requests to a supervisor by using one of the following methods:

Method 1, which pre-populates required information, thereby simplifying the process

• From your timesheet or schedule, click on the specific punch or schedule which requires a request.

• Then click on the Add Request button in the button bar.

• Check the pre-populated fields for accuracy or edit any required fields. See the chart below for more information.
• Click Send in the button bar to route the Request to the supervisor.

Method 2

• Click on the drop-down arrow at the far right side of the header bar to open the Employee Profile Menu, then click Requests.
• Click New in the button bar.
• Complete the Request.
• Click Send in the button bar to route the Request to the supervisor.

An example of a timesheet with missing punch exceptions and examples of when to submit requests can be found below.

 

Request Tab FIELD DESCRIPTION Employee Automatically populated with your name. Type Select the type of request from the drop-down box. TYPE DESCRIPTION Missed Punch Did not punch in or out from a shift. Punch Adjustment Need an adjustment to a punch. Absence (incl. Vacation) To request time off for vacation or another reason. (See the table below for additional fields available for this type). Schedule Adjustment To request a change to your schedule. (See the table below for additional fields available for this type). Other A different request from the categories listed above. Date Select the date that your request references. For example, when requesting a two week vacation use the first day of the vacation. Reason / Message Enter information or an explanation of the request. Replace the "<text>" with the specific information for this request.

 

Absence (incl. Vacation) & Schedule Adjustment Request Types FIELD DESCRIPTION Status Choose either Absent or Working for this request. Start Date Start date for the requested absence or schedule adjustment. End Date End date for the requested absence or schedule adjustment. Effective Days Click only the days of the week which you would normally work during the time specified for this particular request. If more than one week is selected by the Start Date and End Date the effective days must be the same for each week or an additional request must be created. In Start time for the requested absence or schedule adjustment. Out End time for the requested absence or schedule adjustment. Overlapping Shift(s) TimeTrex identifies if an overlapping shift is created by a Request and automatically suggests a mode. Click on the information icon to see the Suggested Overlapping Shift(s) Mode and a preview of what the results would look like. MODE DESCRIPTION Replace Any overlapping shift is completely replaced by the requested shift. Split Any overlapping shift is split so the requested shift will not overlap. For example: If a current working shift is 8:00 AM to 5:00 PM and an Absent shift from 3:00 PM to 5:00 PM is requested it results in a 2 hour overlap. If you select the Replace Mode, the requested shift will replace the original shift completely, leaving only an absent shift of 3:00 PM to 5:00 PM. If you select the Split mode two shifts will be created, a working shift from 8:00 AM to 3:00 PM and an Absent shift from 3:00 PM to 5:00 PM. Schedule Policy From the drop-down, select the schedule policy that applies for this request or schedule adjustment. Absence Policy If the Status is set to Absent, from the drop-down select the applicable absence policy that applies. Branch Select the branch that applies to this request. Department Select the department that applies to this request. Job Select the job that applies to this request. Task Select the task that applies to this request. Tags Select the tags that applies to this request. Reason / Message Provide more details regarding this request.

 

Exceptions and Requests

Example of a TimeSheet with Missing Punch Exceptions:

 

 

Examples of when to submit Requests:

Refer to the image above for the corresponding numbered examples.

 

Scenario:	An employee who is regularly scheduled to work 8:00 AM to 5:00 PM. During the week some punch errors have occurred resulting in critical exceptions that require requests.
	Monday shows each Punch In has a corresponding Punch Out, there are no blank cells between the punches and no exceptions are noted. This is an example of how punches should correctly appear on a timesheet, as compared to the following examples that have exceptions.
	Tuesday is missing a Lunch Out punch creating M2/M3 exceptions. This requires a Request to correct the exceptions. To add a Request, highlight the empty cell between 8:00 AM and 2:00 PM and click the Add Request button or right click to bring up the context menu and then click Add Request. At the Request screen, this punch will already be selected as a 'Missed Punch' type. Complete the Reason / Message field to specify a reason such as "forgot to punch out" and "Lunch Out" time, i.e. "1:00 PM", then click the Send button at the top left of the Request screen.
	Even though there is a corresponding Punch In and Out for the day there should not be any empty cells between the punch time entries. If you took a lunch break but forgot to Punch In or Out for lunch, two requests are needed to fix the exceptions, one for the Lunch Out and one for the Lunch In punch. At the Request screen, this punch will already be selected as a 'Missed Punch' type. Complete the Reason / Message specifying a reason such as "forgot to punch", and enter the Lunch Out time, i.e. 12:00 PM, then click the Send button. Add another Request highlighting the empty cell just above the 5:00 PM punch to request a Lunch In punch, i.e. 1:00 PM, then click the Send button.
	If you forgot to sign out at the end of your shift an M2 exception would be created. To send a Request to correct this exception, you would click on the cell directly below 2:00 PM and click Add Request. In the Reason / Message field enter the actual time you completed the shift, i.e. 5:00 PM.
	In this example, a Punch In was made at 2:00 PM but the Punch Type was not selected as Lunch as there is no "L" in the cell. A pair of lunch punches are required to calculate payroll correctly, so a Request to fix this is needed. At the Request screen, the Type would be 'Punch Adjustment'. In the Reason / Message field it should be specified that the 2:00 PM punch was a "Lunch In" rather than Normal In punch.