NAITime Off Request Tracking

User Documentation Topics

Demos 2

How to Use Interactive Demonstrations and Tours .........................................2 Demonstration: Request time off .....................................................................3 Demonstration: Approve time off .....................................................................4

TORT basics 5

Requesting time off..........................................................................................5 Approving time off............................................................................................5 Process Overview............................................................................................5 Time-off request statuses ................................................................................6 Types of time off and policies ..........................................................................6 TORT employee interface ...............................................................................7 TORT approver interface.................................................................................9

Requesting time off 10

Accessing TORT ...........................................................................................10 KP Single Sign On.........................................................................................11 Requesting time off........................................................................................13 Saving a time-off request as a draft...............................................................17 Requesting a partial day off ...........................................................................21 Editing a draft request ...................................................................................25 Deleting a draft request .................................................................................27 Withdrawing an unprocessed request ...........................................................29 Retracting an approved request ....................................................................32 Requesting birthday holiday ..........................................................................34

Processing time-off requests 37

Approving a time-off request or retraction .....................................................38 Denying a time-off request or retraction ........................................................40 Viewing time-off requests for specific dates ..................................................42

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Time Off Request Tracking

Demos

How to Use Interactive Demonstrations and Tours This document includes interactive demonstrations that provide orientation to the Time Off Request Tracking system. Important: To view these demos you must have Adobe Acrobat Reader 6.0 or better. Please contact the Help Desk if you have any problems downloading the appropriate version of the Reader. You can click this link to view a list of Help Desk numbers: http://kpnet.kp.org:81/kpit/services/ithelp/helpdesk.htmThe first time you open this document you may see a security warning regarding the demos similar to the one show here. Select the button next to "Play the multimedia content and add this document to my list of trusted documents" and click Play.

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http://kpnet.kp.org:81/kpit/services/ithelp/helpdesk.htm

Time Off Request Tracking

Demonstration: Request time off

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Time Off Request Tracking

Demonstration: Approve time off

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Time Off Request Tracking

TORT basics

Time Off Request Tracking, (TORT) is KPs tool for requesting, approving, and tracking of vacation (PTO/ETO), float, flexible personal days, and birthday holidays. Employees use TORT to request time off. Authorized approvers process (approve/deny) requests for time off from members of their approval group. Important: Two separate TORT Web addresses are used when requesting time off and approving/denying requests. Clearly label your Favorites/Bookmarks if you use several TORT functions. The tracking of sick time, leaves of absence, and other regulated leaves remains unchanged.

Requesting time off Using TORT, you can check your current vacation balances, request time off, and be notified when your requested time off is approved. Approved and pending time-off periods are listed along with the current status of each request. Past time-off requests are listed on the history tab. Authorized approvers can review and approve or deny requests for time off from employees. E-mail notifications help employees and authorized approvers communicate about the status of time-off requests.

Approving time off Authorized approvers of requests for time off use TORT to review, then approve or deny (process), time-off requests from employees in their approval group. Authorized approvers are notified twice a day by e-mail when a member of their approval group submits a request. Authorized approvers are also notified of the need to approve or deny employee-requested retractions of approved time-off requests.

Process Overview Employees submit time-off requests to authorized approvers who process (approve or deny) the requests. When the request is submitted by an employee it is sent to the employees authorized approver. The authorized approver, (or that persons delegate), is the person who is authorized to approve time-off requests. When the authorized approver approves the request, the employee can then take the time off. The process has several additional steps that may be taken in special circumstances. When you create a new time-off request you can submit it immediately, or save it as a draft. When a request is saved as a draft it is not forwarded to the approver, and the hours are not subtracted from your available vacation balances. Later, you can choose to either edit and submit the request, or delete it. Submitting a request for time off subtracts the time off from your available balance. If the request is withdrawn or denied the time is added back to your available vacation balances.

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Time Off Request Tracking

After you submit a time-off request you can withdraw it if the authorized approver has not yet approved or denied it. After a time-off request is approved you cannot delete or withdraw it, but you can retract it. Retraction of a time-off request requires the same approval as the original request. When the authorized approver approves the retraction, your time off is cancelled. If the retraction is denied (such as when there is not enough time to reverse the alternate staffing and scheduling arrangements originally made to accommodate the time off), the request remains approved.

Time-off request statuses Time-off requests change status as they are processed.

Status Detail Description Draft Draft saved by Employee Saved, but not submitted. Draft will expire when

the date of the request passes. It can also be deleted or edited and submitted.

Submitted Pending Action by Approver Submitted, but not yet approved or denied by approver.

Withdrawn Removed by Employee Submitted, not yet approved or denied, and withdrawn by employee.

Approved Processed by Approver Time off is approved.

Denied Processed by Approver Time off is not approved.

Submitted Recalled (retraction requested)

Retraction requested, not yet processed

Retracted Removed (Retraction Approved)

Retraction requested by employee and approved by authorized approver

Types of time off and policies TORT does not change any of the time-off benefits you enjoy under your union contract or Kaiser Permanente policies. These benefits vary widely across the organization. Because of this variety some portions of TORT will not apply to you. Always follow existing policies when requesting time off.

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Time Off Request Tracking

TORT employee interface This is a typical TORT screen for a requester of time off.

typical screen size

You must scroll to see the full screen on most computers. The box shows a typical screen size.

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Time Off Request Tracking

The right-hand column displays the following information from top to bottom: Alerts: Informs you of your authorized approvers approval or denial of your time-off requests. Employee Information: Displays your name, NUID, and preferred e-mail address. Employee details expands to display your labor group, department, and location. My Time Off Balances: Displays current and available balances for the time-off types for which you are eligible. Do It Now: Contains quick links to create a new time-off request, review time off policies, access this document, view FAQs, and view contact information for help. The Time Off Detail section, located in the center of the screen, provides a summary of your available vacation balances, a calendar for selecting days off, and a form for specifying the type(s) of time off. It also shows details about a specific time-off request.

Interface overview Because of the length of the forms it is often necessary to scroll down to see all of the available information. When creating a time-off request you must first select the date(s) to display the Request Time Off fields. After typing the correct number of hours in the appropriate field you must press TAB to enable the Next button, then click the Next button, to display the Submit button, and then click the Submit button.

The Next and Submit buttons are at the bottom of the screen and depending on your computers screen resolution you