Future Time Off is not considered on the Booking Summary Screen

  • 5
  • Idea
  • Updated 2 years ago
  • Implemented
  • (Edited)
  • Gen 3
  • Time Off Policy is set to disallow any negative balances. 
  • Employee has 40 hours of time off remaining as of today
  • Employee has recorded 16 hours of time off for Nov 2015 thus leaving an unbooked balance of 24 hours. 
  • System will allow the employee to book the 40 hours remaining today thus once the employee gets to November 2015 the employee will have either a negative balance.
  •  What can be done to disallow the employee from booking any amounts greater than 24 hours? 
Photo of Jason Duncan

Jason Duncan

  • 16 Posts
  • 3 Reply Likes

Posted 3 years ago

  • 5
Photo of Lingaraj Dharwad

Lingaraj Dharwad, Product Champion

  • 1100 Posts
  • 46 Reply Likes
Hi Jason,

Thank you for posting on the community,

Can you provide me a screenshot of the Time Off policy that is setup for this user?

Regards,
Lingaraj
Photo of Jason Duncan

Jason Duncan

  • 16 Posts
  • 3 Reply Likes
Here is the policy setup on myself for the time off type that we have the most exposure with: 

Photo of Lingaraj Dharwad

Lingaraj Dharwad, Product Champion

  • 1100 Posts
  • 46 Reply Likes
Thanks for posting the screenshot. I will test this scenario and revert shortly.
(Edited)
Photo of Jason Duncan

Jason Duncan

  • 16 Posts
  • 3 Reply Likes
Thanks for your help.  Let me know if you need more information.  
Photo of Lingaraj Dharwad

Lingaraj Dharwad, Product Champion

  • 1100 Posts
  • 46 Reply Likes
Sure. Will keep you posted.
Photo of Lingaraj Dharwad

Lingaraj Dharwad, Product Champion

  • 1100 Posts
  • 46 Reply Likes
Hi Jason,

I see that I am not able to book the 40hrs today and the system displays me the below error message: 

Please address the following problems before saving
  • There is not enough Vacation time available. The maximum overdraw allowed for Vacation would be exceeded by 16 hour(s) on Nov 3, 2015 of another booking. Please change this booking and/or future bookings so that they do not exceed the maximum overdraw limit.

Can you try this once and check if you are able to book the time off?

Regards,
Lingaraj
Photo of Jason Duncan

Jason Duncan

  • 16 Posts
  • 3 Reply Likes
Below are three screen shots of the process where current balance is 128 hours are remaining as of today: 

1. Time off history that shows running balance going negative in September. 
2. Screen shot to record 120 hours of vacation in the month of September. 
3. Screen Shot to record 16 hours of vacation in the month of August during current period. 

In summary the booking doesn't account for future scheduled and approved hours when booking time thus allowing the employee to go negative. 
  

(Edited)
Photo of Lingaraj Dharwad

Lingaraj Dharwad, Product Champion

  • 1100 Posts
  • 46 Reply Likes
Hi Jason,

If the user has future time off bookings and tries to book time off more than the available balance, the application should throw an error like I got above. I agree that the summary page does not account for future time off bookings and we have received suggestions around this already.

A user should never be allowed to go into negative balance provided the policy is set-up correctly and maximum overdraw is set to 0.

We will need to investigate this particular users case as to why he was allowed to go into negative balance. We can have someone from our support team contact you and investigate this further.

Let me know when I can arrange a call back for you?

Regards,
Lingaraj
Photo of Jason Duncan

Jason Duncan

  • 16 Posts
  • 3 Reply Likes
Thanks.  I'm traveling currently but back in the office tomorrow.  Not sure if it matters but we were a Gen 2 legacy that had this become an issue when we migrated to Gen3
Photo of Lingaraj Dharwad

Lingaraj Dharwad, Product Champion

  • 1100 Posts
  • 46 Reply Likes
Alright, will schedule a call back tomorrow to investigate why the user is being allowed to go into negative balances. In Gen2 this calculation happened keeping future bookings in Gen3 its not. 

I am also marking this as an idea. Our PM team will review the same. 

Thanks,
Lingaraj
Photo of Jason Duncan

Jason Duncan

  • 16 Posts
  • 3 Reply Likes
I've not heard from anyone on this but wasn't sure of the timing expectation
Photo of Lingaraj Dharwad

Lingaraj Dharwad, Product Champion

  • 1100 Posts
  • 46 Reply Likes
Sorry about the delay. One of the support team members will email you now. Kindly reply back to his email with your company name and phone number.
Photo of Stuart Zetterman

Stuart Zetterman

  • 6 Posts
  • 0 Reply Likes
This reply was created from a merged topic originally titled Future Booked Hours are not always visible.

We have multiple Vacation policies to account for increased accrual rates based on the employee's anniversary date. Future Booked Vacation is not accounted for in the employee's balance if the Future Booked Hours are outside of the current policy. Please change this to make all Future Booked Hours visible. Thank you.
Photo of Lingaraj Dharwad

Lingaraj Dharwad, Product Champion

  • 1100 Posts
  • 46 Reply Likes
Hi Stuart,

I am merging your request into this post as it is similar in nature. Our PM team will review your request. 

Regards,
Lingaraj
(Edited)
Photo of Karen Chao

Karen Chao, Product Manager

  • 117 Posts
  • 16 Reply Likes
Hello All,

I agree the booking summary screen needs to be revisited to make it more clear what is going on in regards to the employee's balance and future bookings. We don't have any plans currently to change this, but this is definitely something I want to tackle in the future. 

Thanks, Karen
Photo of Jason Duncan

Jason Duncan

  • 16 Posts
  • 3 Reply Likes
I spoke with Support today and they explained that the issue occurring when the employee is assigned to a Payroll Permission.  

While I understand there are instances where a person may need to have an exception granted this should be done at that users policy level not as a system wide role.  

We use the payroll permission for admins to review time sheets for a group of users for completeness and accuracy, by assigning this permission we are effectively giving them the ability to overdraw their own PTO.

The system admin should control that by changing the employees setting to allow for a specified overdraw amount.  

This is a very flawed concept that needs to be fixed and circumvents the user level policy definitions. 
Photo of Charlene Eriksen

Charlene Eriksen, Product Manager

  • 347 Posts
  • 37 Reply Likes
Hi Jason,

Do the admins need to have access to everyone's time off too?  You can disable the time off related permissions in the payroll manager role and limit their access to timesheets. Or perhaps just give them view permission to time off. Would that help?



Thanks,
Charlene
Photo of Bradley, Christina

Bradley, Christina

  • 5 Posts
  • 2 Reply Likes
This reply was created from a merged topic originally titled Time off is not perpetual.

When staff has booked a day off later in the year, it is not taken off of their balance showing. Therefore, the system is not perpetual. It shows the balance incorrectly. Example, I have one vacation day left to me and I book it in Nov. I have 5 vacation days booked in December so that time is not available, however, when I book my day off in November it shows my balance as 6 days, not 1.
Photo of Lingaraj Dharwad

Lingaraj Dharwad, Product Champion

  • 1100 Posts
  • 46 Reply Likes
Hi Christina,

We have merged your post with this one post as it has already been answered by the PM team. Please do check Karen's response above. 

Thanks,
Lingaraj
Photo of Jason Duncan

Jason Duncan

  • 16 Posts
  • 3 Reply Likes
Christina,  

We experienced this as well and I believe I have notes above that explain it only applies to your employees whom are assigned a payroll permission.  I don't agree with it in the least and also struggle to understand how this would ever be advantageous.  If payroll needs to override a policy for an employee it should be done by adjusting that employees specific time-off policy not by changing the time off functionality for users assigned to the permission to execute it.  This actually caused us to have to re-write some of our sox processes around time-off. Just my two cents. 
(Edited)
Photo of Santhi Ganesh

Santhi Ganesh

  • 1 Post
  • 1 Reply Like
We do have the same issue. We recently migrated to GEN03. We have to give permissions to GEO Administrators, HR Team, Accounting team to view all timesheet/time off/expense so that they can run their reports with view only permissions even then they are able to apply more than their time off limit. This is not correct.
You have a Time Off policy override in Supervisor permissions but not in Payroll permissions. May be you need to get that override here where we can choose the same based on the role we assign our users. 
Photo of Jason Duncan

Jason Duncan

  • 16 Posts
  • 3 Reply Likes
It's a real problem in my opinion and disappointing to see its not being addressed
Photo of Bradley, Christina

Bradley, Christina

  • 5 Posts
  • 2 Reply Likes
Hi Jason

This happens to all of our employees and they are simply assigned "time off user" in Permissions, nothing do with Payroll Permissions at all. So I'm not sure why it is happening, especially since it didn't happen in Gen 2, so that is super frustrating.
Photo of Karen Chao

Karen Chao, Product Manager

  • 117 Posts
  • 16 Reply Likes
All, there appear to be a few issues being discussed in the string. Please let me know if I missed anything. You will be glad to hear we are discussing all these issues currently in our planning sessions. 

1. Payroll users being able to override validations
2. Future booked days does not include all future booked days when there is a policy change. 
3. Employee is able to overdraw because validation rule does not take into account future bookings. 
Photo of Karen Chao

Karen Chao, Product Manager

  • 117 Posts
  • 16 Reply Likes
All,

We are currently working on redesigning the booking dialog section to make the numbers displayed there more clear and provide some new information as well. 

For the payroll users being able to override validations, you will also be happy to hear that this is something we plan to address in the upcoming future.

Stay tuned for updates.

Thanks, Karen
Photo of Karen Chao

Karen Chao, Product Manager

  • 117 Posts
  • 16 Reply Likes
Hi All, we implemented the new booking dialog display. You can find out more about it here:

http://www.replicon.com/help/how-are-the-balances-that-display-in-my-time-off-booking-dialog-calcula...

Thanks, Karen