How to enter time off requests for staff in ADP - SLs and DSOs only

Time and Attendance for all employees is in a separate module within ADP called Workforce Manager. To navigate to Workforce Manager and enter a time away from work request for an employee, select the My Team tab > Workforce Management > Dashboard or select the Time Management System icon on your KIPP homepage.  If you have any issues accessing this module please contact: [e-mail].

For instructions on how staff submit PTO and vacation requests, refer to these two articles:

How to request Vacation time off

How to request PTO (Personal Time Off) - school based staff

There are 2 ways for you enter time off requests for staff members:

1. Directly on the employee's timecard by entering a timecard edit

2. Through Schedule Planner, where the employee's schedule is assigned

Entering time off through the timecard and schedule planner have the same end result but show up differently on the timecard view. 

1. Enter Time Off Request - Timecard edit

1. Click the arrow on the Manage Timecards tile
2. Search and select the employee's name
3. Find the day the employee took off. If the employee did not punch in/out for that day, the Absence column will show a red unexcused absence indicator
4. Go to the Pay Code column, click the dropdown, and select the PTO-Sick-Personal or Vacation pay code
5. In the Amount column, enter how many hours the employee should not be paid for.
   • PTO can be entered in hours
   • Vacation, full day = 1, half day = 0.5
6. Click Save
   • The pay code edit will show up in black on the timecard. You can make changes at any time directly on the timecard, up until payroll is locked. Any changes after that will require a historical correction.

2. Enter Time Off Request - Schedule Planner

Select the three lines menu located on the top left of your Workforce Manager home page > Schedule > Schedule Planner.

Schedule Planner will show a list of all employees at your location, for the time period that you have selected. You can search for each employee’s name individually or sort by job title to have a specific set of employees in your view.

To enter a time away request for an employee, search or scroll to find the employee’s name and right click on the row. On the Schedule Planner window, select “Enter Time Off”.

*Be sure the employee does not already have  an existing PTO or vacation pay code edit on their timecard for the same day. Time card edits do not show up in Schedule Planner*

1. On the Enter Time Off window, the “Auto Approve” box will automatically be checked 
2. Select “Time Off Request - Fixed”
3. Click Apply
4. If not auto selected, select the Date(s). Click Apply
5. For Daily Amount, select “Hours” and enter the Start and End times if the employee is taking a partial day off. If the employee will be out the entire day, select “Full Day”. Select the Reason/Pay Code
   • Vacation time can only be requested in partial or full day. Partial day = 4 hours, Full day = 8 hours
   • PTO - Sick-Personal should be used for all school based staff
   • You are only able to submit a PTO - Sick-Personal or Vacation request if the employee has enough time in their available balance.
6. Click Submit
7. Click Done
   • Edits entered directly on the timecard will not show up in Schedule Planner
   • A request submitted through Schedule Planner must be cancelled through Schedule Planner
   • Requests from Schedule Planner or entered directly by the employee show up in purple on the timecard
   • You can make changes to the request, including cancelling, up until payroll is locked . Any changes after that will require a historical correction.

The employee’s time off request will be auto approved and will show on the requested day under Schedule Planner. You will also see the approved time off request displayed on the employee’s timecard.