My Time Off. Associates Quick-Reference Card. View Leave Balance. Request Time Off. My Time Off. Access My Time Off

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1 My Time Off Click here for the Managers Quick-Reference Card Click here for directions for Unavailable Days Associates Quick-Reference Card My Time Off This quick-reference outlines how to view and submit time off requests. This document can be found in the My Time Off application on the View Balance page. My Time Off is an application available in In-Site that provides you with a convenient, self-service tool to plan, schedule, and submit time off requests for your manager s approval. As an associate, you will be able to View eligible leave balances Submit time off requests View your request history You can access My Time Off from work through In-Site or from home by going to employeeconnection.net and clicking the In-Site link. Access the My Time Off system that allows you to manage your leave requests. 1. Log into In-Site. 2. Click MY BENEFITS from the top menu bar. View Leave Balance To view your leave balance, do the following: Select the Time Off (MTO) link. On the View Balance tab, you can view your balance for the current year. Note: The system displays the current year by default. To display information for the previous or next fiscal year, select from the Year dropdown. First Grid The first grid displays the following categories: Time Eligibility in hours by category (PTO, etc.) Time Taken, Time Requested, Time Scheduled, and Time Remaining in hours by category Second Grid The second set of grids shows Time Taken Details, Time Scheduled Details, and Time Requested Details. Request Time Off To request time off, do the following: 1. Click the Request Time Off tab in the MTO system. 2. Select a month when you want to take time off. 3. Click a blue hyperlinked date to select that week. 4. Select the specific days within that week that you want to use for time off. Coding Legend 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. 5. Select the Type of Request. PTO requests use your average daily hours as the default. (For 59 th Street/Central Associates, PTO requests use your standard daily hours.) Shifts will not be assigned on schedules when PTO is selected. 3. Select the Time Off (MTO) link from the right My Time Off for Associates August 2015 Page 1 of 5

2 Balance page. Once your request is Approved, it will move to the Scheduled Detail portion. 8. (Optional) Click Submit Another Request to open a new request page and start another request. Note: If your request for time off crosses 2 different weeks, you must create a separate request for each. 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. View My Time Off Request History The Time Off Request History tab displays Pending, Approved, Denied, and Canceled entries starting with the current date through the end of the fiscal year. To show a longer or shorter history, click the calendar icon next to the Begin Date or End Date field. Color Coding Note: Requests that are in Approved status can only be denied by your Manager. For additional information, contact your manager or HR Representative. Notes When selecting days, only the types of leave with an available balance appear in the dropdown. The Selected Day Off check box is active for retail locations on MSP schedule options only. If selected, it indicates that you do not need to request PTO on the specified day. 6. Click Submit. 7. Confirm your request. Note: After you submit a request, the system displays a confirmation message that the request is in Pending or Approved status (depending on your location/ status). This message includes a unique ID number that you can use to track the request s progress on the View Request History tab. The system updates the Time Requested Detail with your time off request information on the View The requests are color coded based on the status. Pending Yellow Approved Green Canceled Gray Denied Red Hourly associates can cancel a pending request as follows: 1. Click Cancel. My Time Off for Associates August 2015 Page 2 of 5

3 My Time Off Managers Quick-Reference Card My Time Off This quick-reference outlines how to submit and view time off requests for your associates. This document can be found in the My Time Off application on the View Balance page. As a Manager, you can use MTO to schedule, submit, and process time off requests for associates. You will be able to View eligible leave balances Submit time off requests Process requests View reports You can access My Time Off from work through In-Site or from home by going to employeeconnection.net and selecting the In-Site link. Access the My Time Off system that allows you to manage your leave requests. 4. Log into In-Site. 5. Click MY BENEFITS from the top menu bar. Request Time Off for an Associate 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. To request time off for an associate, do the following: 1. Enter the Employee ID number for the associate that you are requesting time off for. 2. If you don t know the associates ID, Click the Look Up Icon. 3. Select the associate from the Search Results. 4. Click the Request Time Off tab. 5. Select the month when the associate wants to take time off. 6. Click a blue hyperlinked date to select that week. 7. Select the specific days within that week that your associate wants to use for time off. Coding Legend 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. 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. 8. Select the Type of Request. 6. Select the Time Off (MTO) link from the right Notes: When selecting days, only the types of leave with an available balance appear in the dropdown. The Selected Day Off check box is active for retail locations on MSP schedule options only. If selected, it indicates that you do not need to request an unavailable day or PTO on the specified day. My Time Off for Managers August 2015 Page 3 of 5

4 9. Click Submit. 10. Confirm your request. Note: After you submit a request, the system displays a confirmation message that the request has been submitted and automatically approved. This message includes a unique ID number that you can use to track it on the View Request History tab. The system updates the Scheduled Detail tab with your time off information on the View Balance page. 11. (Optional) Click Submit Another Request to open a new request page and start another request. Note: If your request for time off crosses 2 different weeks, you must create a separate request for each. Process Requests Search and Filter The Process Requests window is an administrative function available only to manager level and above. By default, My Time Off displays an Employee ID field that you can use to search for an associate s information. To begin a search, enter an Employee ID in the EmplID text entry field and click the Look Up icon. The Process Request tab displays Pending, Approved, Denied, and Canceled entries starting with the current date through the end of the fiscal year. Process Requests Approve and Deny To deny a pending or approved request, do the following: 3. Select a reason from the dropdown list to indicate the reason for denying the request. 4. Click Deny. The system displays a prompt asking you to confirm the request. 5. Click OK to proceed. The View Request History page updates the status of the request to Denied. View Reports As a manager, you can also access time off reports. To view reports from the Request Time Off page, do the following: 1. Click the Time Off 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 Negative Time Out of Balance Remaining Time Requested Time Off Schedule Time Scheduled Requests 5. Filter the list by Employee Status by selecting or clearing the Active, Leave of Absence, or Terminated check boxes. 6. Select a specific Location to view department-level information. 7. Select a Department to view a list of associates within that department. The requests are color coded based on the status. Pending Yellow Approved Green Canceled Gray Denied Red To show a longer or shorter history, click the calendar icon next to the Begin Date or End Date field. Note: Based on your selections, the system displays reports for all matching locations. 8. Select an associate from the department list to review Time Off information on the View Balance page. Note: Use the Excel icon to download reports. Use the Find link to locate an associate using the Employee ID. For more information, contact Human Resources. My Time Off for Managers August 2015 Page 3 of 5

5 My Schedule Plus 7. Log into In-Site. 8. Click MY BENEFITS from the top menu bar. Unavailable Days Managing Weekends Off in My Schedule Plus Time Off is an application available in in-site that provides you with a convenient, self-service tool to plan your weekends off every month with unavailable days. As a Full-Time or Part-Time associate, you are allowed to request one full weekend off every month. Unavailable Day Facts Associates have a bank of 3 unavailable days to be used each calendar month from January through December. Two of the three days may be used on weekend dates each month. Three days can be used for requesting weekdays off. Note: No more than two unavailable days can be used in a row. Associates can take one full weekend off each month between January through mid-november. Note: Unavailable Days may not be used to request weekend days from November week 4 through December. Does NOT deduct from your hours commitment. Must be entered 34 days in advance. Must be entered for each month and used in the quarter which they are earned. Note: All requests are subject to manager approval. 9. Select the Time Off (MTO) link from the right Request Unavailable Days 1. Click the Request Time Off tab in the Time Off application. 2. Select a month and year that you d like to take time off. 3. Click the blue hyperlinked date to select that week. In this example, the associate would like an entire week off. He uses PTO to request the days off between Monday through Friday. Unavailable Days can be used in coordination with Paid Time Off. 6. Click Submit. 7. Confirm your request. Note: Once you submit your request, the system displays a message that the request has been successfully submitted and approved. The message also includes a unique ID number that you can use to track the request s progress through the approval process from the View Request History tab. At this time you have the option to submit another request. For additional information, contact your manager. You can access Time Off from work through in-site or from home by going to employeeconnection.net and selecting the in-site link. 4. Select the specific days within that week that you want to use for Unavailable Days. 5. Select the Type of Request for the days or hours you wish time off. My Schedule Plus Time Off Unavailable Days Updated August 2015 Page 5 of 5