Set Up Time Off

Configure settings that determine how time off requests route for approval and the indirect jobs to use for tracking time off.

  1. Select Settings > Time Off Setup.
  2. In Default Hours in a PTO Day, enter the default number of hours to add to timesheets for a day of paid time off.
  3. In Request Approval Method, select how to route time off requests for approval:
    • Assigned Supervisor Approval: Automatically sends time off requests to the supervisor assigned to the employee's profile. If you select this approval method, you must enable the Can Approve Assigned PTO permission for your time off approvers (Settings > System Permissions > Time Off Requests).

    • Choose your approver: Allows employees to select their approver when submitting a time off request. If you select this approval method, you must enable the Can Approve PTO Entries permission for your time off approvers (Settings > System Permissions > Time Off Requests).

  4. In Time Off Request Mode, choose how to assign jobs to time off requests:
    • Types (most common): Limits employees to selecting only the time off type (for example, Vacation or Unpaid Time Off) when submitting a time off request. If you select this option, use the Event Type Job Mapping section on the Time Off Setup page to map each time off type to a job (see step 6).

    • Manual Select (less common): Allows employees to select the department, job, and phase when submitting a time off request. If you choose this option, use Spectrum Export Override Setup (Settings > Spectrum Settings) to map your jobs for vacation, sick, and holiday time to specific pay types (see step 7).

  5. When you are finished, select Save Settings.
  6. If you chose Types as the Time Off Request Mode:
    1. Scroll to the Event Job Type Mapping section in Time Off Setup.
    2. In the Name field, you can enter a custom label for the time off type. This is the label that employees will see when they make a time off request. For example, you may want to use PTO as the label for Vacation time.
    3. Select the Department, Job, and Phase to use for tracking the time off type. For example, if you have an administrative department, job, and phase set up for tracking vacation, your mapping might look like this:
      • Department = 1A - Administrative

      • Job = PTO - PTO Hours

      • Phase = PTO

    4. In Totals Type, select the time off type (Vacation, Sick, or Holiday) that you want to map to the selected department, job, and phase. You can map each time off type to a single department / job / phase combination.
    5. When you have finished mapping vacation, holiday, and sick time, select Save Mappings.
      Note: You can add more jobs to the mapping section, but they will be categorized as unpaid (you cannot map multiple jobs to vacation, holiday, or sick time). If an employee submits a time off request for a job that is not mapped to vacation, holiday, or sick time, that time off will be unpaid.
  7. If you chose Manual Select as the Time Off Request Mode:
    1. In the Event Type Job Mapping section in Time Off Setup, you can use the Name field to enter a custom label for each time off type. This is the label that employees will see when they make a time off request. For example, you may want to use PTO as the label for Vacation time.
    2. Select Settings > Spectrum Settings > Spectrum Export Override Setup.
    3. Scroll to the Pay Type Override By Job / Phases section.
    4. Map your vacation, sick, and holiday jobs to specific pay types (for example, v, s, and h).
      Note: Jobs that are mapped to a time off type other than vacation, sick, or holiday will be categorized as unpaid. If an employee submits a time off request for a job that is not mapped to vacation, holiday, or sick time, that time off will be unpaid.
    5. When you are finished, select Save in the upper right of the page.
      Note: In Manual Select mode, you must assign users either the view jobs or edit timesheets permission for them to have access to the Phase field when submitting a time off request. See Assign Time Off Permissions for details.
Assign Time Off Permissions