What's New - Powerpay 6.7

Welcome to the 6.7 release notes. Review the information for details relating to the 6.7 release. If you prefer, you can view a PDF version of the release notes.

New Functionality - Powerpay People

A time off request is a formal request from an employee to take time off. There can be many reasons for a time off request including vacation, personal time, bereavement, and jury duty. Powerpay’s time off request feature:

  • provides a standardized system for submitting and approving requests.

  • empowers your employees to manage their time off requests, anytime and anywhere using Powerpay Self Service on a computer, tablet, or smartphone.

  • automatically notifies the employee via email of the status of their time off request.

  • streamlines your employees’ experience, allowing them to create requests, review balances, select reasons, add comments, and submit the request to their manager.

  • routes the request to the right person and reduces admin time by allowing managers and payroll administrators to rapidly review, approve or reject time off.

  • optionally updates your employee timesheets with the approved requests for payroll integration.

  • eliminates errors by automatically calculating time taken using the employee’s normal working days and hours, public holidays and automatically updating accruals.

  • allows you to:

    • customize time off policies such as negative accrual balances, unlimited balances, and carryover rules.

    • create customized entitlements such as vacation, volunteer days, and jury duty.

  • provides a centralized calendar with:

    • visibility to all approved, pending and denied requests.

    • a customizable holiday calendar, including special event days.

Note: Time off requests are only processed with Regular runs.

Complete the following steps to complete the initial set up for Time Off Requests:

Working Days are the days of the week that your employees typically work. Normal daily hours are the number of hours a day employees usually work on a working day. The values you set on this page are the default values that apply to all employees. You can specify an individual employee’s working days and normal working hours on the Time-Off tab.Closed From the People menu, select People List > Time-Off.. The values set for individual employees override the default values set here.

Working days and normal working hours values are used to calculate and determine the duration of an employee’s time off request. Powerpay automatically calculates hours and days that an employee is away from work based on the employee’s Normal Daily Hours and Working Days.

Note: For Salaried employees it is important to validate that the employee’s Normal Daily Hours and Working Days align with the Hours Per Pay value set for the employee in the Employment Information section on the

  1. Go to the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request.

  2. In the Normal Daily Hours field, enter the number of hours your employees typically work in a day. For each full day an employee takes off, this is the number of hours that are reduced from the employee’s balance and the number of hours that are paid if the entitlement is linked to pay code.

  3. Select the days of the week your employees typically work.

    When an employee requests time off, Powerpay uses the selected days to calculate the amount of time taken. If the request spans an unselected day, Powerpay does not include the unselected day when calculating the time taken.

  4. Click Save.

Your standard entitlements are already setup based on your payroll settings. Review them in the Standard Entitlements section on the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request.

  1. Go to the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request.

  2. Review the standard entitlements set up for your payroll.

  3. (optional) Click the number in the Assigned To column for each entitlement to review the list of employees assigned to the entitlement. The list includes all employees assigned the to the plan with an accumulator rate for the entitlement on the

    • To add or remove an employee from the list, see Edit employee compensation information.

    • Click the Spreadsheet button to download a .csv file of the employees assigned to the entitlement.

  4. (optional) Click the gear icon in the Action column for the entitlement to:

    • update the entitlement description. This is the reason that appears in the Reason list for employees in Self Service when they are making a time off request.

      Note: The description entered here only updates the entitlement description in Powerpay and Self Service. It does not update the description on your payroll reports or pay statements.

    • view the pay code linked to the entitlement.

      Note: Import history functionality will be available in a future release.

  5. Click Save.

  1. Go to the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request.

  2. Review the standard entitlements set up for your payroll. If you require additional standard entitlements, contact your Customer Support Team.

  3. (optional) Click the gear icon in the Action column for the entitlement to:

    • update the entitlement description. This is the reason that appears in the Reason list for employees in Self Service when they are making a time off request.

    • view the pay code linked to the entitlement.

      Note: Import history functionality will be available in a future release.

  4. Click Save.

  1. Go to the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request.

  2. Review the standard entitlements set up for your payroll. If you require additional standard entitlements, contact your Customer Support Team.

  3. Click the number in the Assigned To column for each entitlement to review the list of employees assigned to the entitlement. The list includes all employees assigned the to the plan with an accumulator rate on the

    • To add or remove an employee from the list, see Edit employee compensation information.

    • Click the Spreadsheet button to download a .csv file of the employees assigned to the entitlement.

In addition to the standard entitlement, your organization may need more options for entitlements. Powerpay allows you to add custom entitlements.

Custom Entitlements define the pay codes and the reasons employees can select when requesting time off from work. They control how employees earn balances that represent their benefits, such as sick or personal days. They are made up of several components that describe:

  • When or at what frequency employees are granted their benefits. For example, you can define that employees accrue bereavement annually or are granted an unlimited balance.

  • How many units of each benefit employees are granted. Units can be days or hours. By linking a balance to an entitlement, such as sick, Powerpay automatically deducts the number of units used from the balance when the entitlement is recorded in the employee’s timesheet. For example, when the flex day balance is linked to the flex day entitlement, Powerpay automatically deducts from the balance appropriately each time an employee’s request for time off is approved and the flex day entitlement appears in the employee’s timesheet. The number of units deducted from the balance is dependent on the duration of the approved request, and the employee’s Normal Daily Hour and Working Days. If an employee takes two days off as flex days, Powerpay deducts two days from the flex day balance.

  • If employees are allowed unlimited time off for an entitlement.

  • Are employees allowed to exceed their balance or carry their balance from year to year.

To set up a custom entitlement:

  1. Go to the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request.

  2. In the Custom Entitlements section, click Add Custom Entitlement.

  3. Enter a description for the entitlement in English and French. The description appears in the Reason list for employees in Self Service when they are making a time off request.

    Note: The description entered here only updates the entitlement description in Powerpay and Self Service. It does not update the description on your payroll report or pay statements.

  4. Click Next.

  5. (optional) Select a pay code to link the entitlement to an existing Pay Code in Powerpay.

    Pay codes are used to pay the employee for the time off request. Approved time off requests are added to the timesheet in the applicable pay period. If no pay code is selected, the request will only be a memo item to track the time within Powerpay; no hours will be paid and it will not appear on the employee pay statement, nor the payroll register. For example, you can create an entitlement with the description “Time Off Without Pay” without linking it to a pay code to create a memo item.

    Note: Using the example above for Salaried employees requires an adjustment on the Timesheet to ensure the employee is NOT paid the full salary amount for the pay period.

    Note: All linked pay codes are setup with Salary Offset. For salaried employees, Import history functionality will be available in a future release.

  6. Click Next.

    A message displays with a description of the pay code.

  7. Click Next.

  8. Select the options that define your custom entitlement:

    • Does the custom entitlement provide unlimited time off?

    • When during the year the annual grant is applied?

    • What balance amount is granted in the selected time frame? This is the balance granted to the employees assigned to the entitlement when the annual grant day is reached. Employees assigned to the entitlement are granted a zero balance by default. After assigning an employee to the entitlement, you can adjust the grant amount for the current year. See Enter initial balances for each Custom entitlement for each employee for more information.

    • Can employees exceed their granted balance and create a negative balance?

    • Does the balance roll over from year to year?

  9. Click Next.

  10. Select the employees to assign to the custom entitlement.

    • Filter employees based on Status, Department, Position, Employment Type, and Province of Employment. To make multiple selections hold down the Ctrl key as you are selecting.

    • To assign future employees who meet the same filter criteria to the custom entitlement, select the Automatically select this entitlement in the New Hire Process for all future employees if these criteria are met checkbox.

  11. Click Preview to verify employees that will be assigned to the custom entitlement. All employees that fulfill the selected filter criteria display and are selected by default.

  12. Clear the checkbox for any employees that should NOT be assigned to the custom entitlement.

  13. Click Save.

The initial setup of your custom entitlements includes assigning employees to the entitlement. Use this procedure to assign additional employees to the entitlement after the initial setup.

  1. Go to the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request.

  2. Click the person icon in the Action column for the entitlement to edit.

  3. Select the employees to assign to the custom entitlement.

    • Filter employees based on Status, Department, Position, Employment Type, and Province of Employment. To make multiple selections hold down the Ctrl key as you are selecting.

    • To assign future employees who meet the same filter criteria to the custom entitlement, select the Automatically select this entitlement in the New Hire Process for all future employees if these criteria are met checkbox.

  4. Click Preview to verify employees that will be assigned to the custom entitlement. All employees that fulfill the selected filter criteria, and not already assigned the entitlement, display and are selected by default.

  5. Clear the checkbox for any employees that should NOT be assigned to the custom entitlement.

  6. Click Next.

  7. Review the revised list of employees assigned to the custom entitlement. Employees newly added to the entitlement display New in the first column. Employees who were already assigned to the entitlement display Current in the first column.

  8. Click Save.

The Assigned To column for the entitlement is updated with the new count of employees assigned to the entitlement.

Note: Import history functionality will be available in a future release.

The balance granted to the employees assigned to the entitlement is zero. After assigning an employee to the entitlement, you can adjust the grant amount for the current year. See Enter initial balances for each Custom entitlement for each employee for more information.

The custom entitlements already set up for your payroll display in the Custom Entitlements section on the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request.

  1. Go to the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request.

  2. Review the custom entitlements set up for your payroll.

  3. Click the gear icon in the Action column for the entitlement to edit.

  4. (optional) Update the entitlement description. This is the reason that appears in the Reason list for employees in Self Service when they are making a time of request.

  5. Click Next.

  6. (optional) Link the entitlement to an existing Pay Code in Powerpay.

    Pay codes are used to pay the employee for the time off request. Approved time off requests are added to the timesheet in the applicable pay period. If no pay code is selected, the request will only be a memo item to track the time within Powerpay; it will not appear on the employee pay statement, nor the payroll register.

    Important: You cannot change the pay code if the entitlement was previously linked to a pay code and any employee on the payroll has already made a time off request for the matching reason in Self Service.

    Note: Import history functionality will be available in a future release.

  7. (future use) Enter an import code (max four alphanumeric characters) if you intend to load historical data for Time Off Requests from the Time Off History Import spreadsheet.

  8. Click Next.

  9. Select the options that define your custom entitlement:

    • Does the custom entitlement provide unlimited time off?

    • When during the year the annual grant is applied?

    • What balance amount is granted in the selected time frame?

    • Can employees exceed their granted balance and create a negative balance?

    • Does the balance roll over from year to year?

      Note: You cannot change the entitlement definition if any employee on the payroll has already made a time off request for the matching reason in Self Service.

  10. Click Save.

The Time Off Entitlements section on the Time-Off tab.Closed From the People menu, select People List > Time-Off. lists all the custom entitlements assigned to the employee selected in the People list. You can assign the employee additional custom entitlements and enter the balance amount for each entitlement.

Note: Each employee is automatically assigned zero as the entitlement grant when assigned to the custom entitlement.

Note: Balances are not required for entitlements set up with unlimited time.

  1. Go to the Time-Off tab.Closed From the People menu, select People List > Time-Off.

  2. Select the employee for whom to adjust the balance for the custom entitlement from the People list.

    The Time Off Entitlements section lists the custom entitlements assigned to the selected employee.

  3. Click the gear icon in the Action column for the entitlement.

  4. Enter the adjusted balance. For example, if an employee is hired mid-year you can adjust the balance amount accordingly.

  5. Click Save.

The adjusted balance is assigned to the selected employee and displays in the Time Off Entitlements section.

Powerpay allows you to set up and review your entitlements prior to making them available for employees. After validating and completing the setup of your standard entitlements, you must grant your employees access to request the entitlement using Time Off request functionality in Self Service.

  1. Go to the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request.

  2. In the Standard Entitlements section, click the Enable Employee View checkbox for each standard entitlement to give the employees assigned to the entitlements access to request the entitlements using Time Off request functionality in Self Service.

    Note: The Enable Employee View checkbox cannot be cleared after any employee on the payroll makes a time off request for the matching reason in Self Service.

  3. Click Save.

After completing the setup of your custom entitlements, you must grant your employees access to request the entitlement using Time Off request functionality in Self Service.

  1. Go to the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request.

  2. In the Custom Entitlements section, click the Enable Employee View checkbox to give the employees assigned to the entitlement access to request the entitlement using Time Off request functionality in Self Service.

    Note: The Enable Employee View checkbox cannot be cleared after any employee on the payroll makes a time off request for the matching reason in Self Service.

    Note: An employee may be unable to make a time off request for the entitlement using Self Service even though they are assigned the entitlement and the Enable Employee View checkbox is selected if the employee’s status has changed, and they no longer meet the filter criteria for the entitlement. For example, an entitlement is set up for Active employees and the employee is On Leave.

    Note: Enable Employee View only applies to Active, New Hire and On Leave employees.

  3. Click Save.

The Normal Daily Hours and Working Days set up for your payroll on the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request. are the default values applied to all employees and all new hires. You can set new values for individual employees on the Time-Off tab.Closed From the People menu, select People List > Time-Off.

Working Days are the days of the week that your employees typically work. Normal daily hours are the number of hours a day employees usually work on a working day. Working days and normal working hours values are used to calculate and determine the duration of an employee’s time off request.

  1. Go to the Time-Off tab.Closed From the People menu, select People List > Time-Off.

  2. Select the employee for whom to set normal daily hours and working days from the People list.

  3. In the Normal Daily Hours field, enter the number of hours the employee typically works in a day.

    For each full day an employee takes off, this is the number of hours that are reduced from the employee’s balance and the number of hours that are paid if the entitlement is linked to pay code.

    Note: For Salaried employees it is important to validate that the employee’s Normal Daily Hours and Working Days align with the Hours Per Pay value set for the employee in the Employment Information section on the

  4. Select the days of the week your employee typically works.

  5. Click Save.

Repeat steps 2-5 for each employee whose daily hours and working days differ from the default.

The Time Off Entitlements section on the Time-Off tab.Closed From the People menu, select People List > Time-Off. lists all the custom entitlements assigned to the employee selected in the People list. You can assign the employee additional custom entitlements and enter a current balance amount for each entitlement.

  1. Go to the Time-Off tab.Closed From the People menu, select People List > Time-Off.

  2. Select the employee to assign the custom entitlement from the People list.

    The Time Off Entitlements section lists the custom entitlements assigned to the selected employee.

  3. In the Time Off entitlements section, click Assign Additional Entitlements.

    A list of the custom entitlements set up for the payroll and available to assign displays. If the custom entitlement is linked to a pay code, it displays in the Pay Code column. The Annual Grant Amount column displays the number of days or hours granted automatically to the employee. Entitlements that are already assigned to the employee are disabled.

  4. Select the checkbox for the entitlement to assign to the selected employee.

    Note: Each employee is automatically assigned zero as the entitlement grant when assigned to the custom entitlement.

    Enter the desired balance in the Initial Grant field for the entitlement. For example, if an employee is hired mid-year you can enter the balance amount accordingly.

  5. Click Save.

The selected entitlements display in the Time Off Entitlements list for the selected employee with the appropriate balances.

The Time Off Entitlements section on the Time Off tab (People > People List > Time Off) lists all the custom entitlements assigned to the employee selected in the People list. You can assign the employee additional custom entitlements and enter the balance amount for each entitlement. For example. If an employee is hired mid-year you can adjust the balance amount accordingly.

Note: Balances are not required for entitlements set up with unlimited time.

  1. Go to the Time-Off tab.Closed From the People menu, select People List > Time-Off.

  2. Select the employee for whom to adjust the balance for the custom entitlement from the People list.

    The Time Off Entitlements section lists the custom entitlements assigned to the selected employee.

  3. Click the gear icon in the Action column for the entitlement.

  4. Enter the adjusted balance.

  5. Click Save.

The adjusted balance is assigned to the selected employee and displays in the Time Off Entitlements section.

Custom entitlements can be removed for individual employees on the Time-Off tab.Closed From the People menu, select People List > Time-Off. Once an entitlement is removed:

  • the entitlement will no longer be available for selection in the Reason list when the employee makes a Time Off Request in Self Service.

  • the current balance for the entitlement must be zero, or unlimited.

  1. Go to the Time-Off tab.Closed From the People menu, select People List > Time-Off.

  2. Select the employee for whom to remove the custom entitlement from the People list.

    The Time Off Entitlements section lists the custom entitlements assigned to the selected employee.

  3. In the Time Off Entitlements section, click the trash icon in the Action column for the entitlement to remove.

    A Warning message displays.

  4. Click Remove.

Note: An employee’s entitlement balances displayed on the Time Off tab (People > People List > Time Off) and the New Time Off Request page in Self Service (employee view) may differ from the balances displayed on the Register. This is because the balances on the Time Off tab and New Time Off Request page in Self Service include pending requests. The balances displayed on the Register do NOT include pending requests.

  1. Go to the Time-Off tab.Closed From the People menu, select People List > Time-Off.

  2. Select the employee whose custom entitlement balances you want to check from the People list.

The Time Off Entitlements section lists the custom entitlements assigned to the selected employee.

The Current Balance column displays the employee’s balance for each custom entitlement assigned to the employee.

Use the Entitlement Balance History table to view and track the complete history for each entitlement for a selected employee.

  1. Go to the Time-Off tab.Closed From the People menu, select People List > Time-Off.

  2. Select the employee whose custom entitlement balance history you want to view from the People list.

    The Entitlement Balance History section lists the complete entitlement history for the selected employee.

    The list is sorted in alphabetical order by entitlement, and then by transaction date (newest to oldest).

  3. (optional) Click the Spreadsheet button to export the entitlement balance history in .csv format.

The Company Calendar is preloaded with all statutory holidays. As a Powerpay payroll administrator you have access to add information, such as company observed holidays (custom holidays), to the calendar view for all employees. You can add, delete, and edit company observed custom holidays on your calendar. Statutory holidays cannot be deleted but you can change the observed date.

Note: For a list of the preloaded statutory holidays and their observed dates, see Statutory holidays and jurisdictions.

Use the Add New Holiday feature to add custom company holidays, specific to your company, to your calendar. When adding custom holidays, pay attention to the jurisdictions they apply to. The holiday will display on employee calendars for all the selected jurisdictions and will be used in calculating the duration of time off requests.

  1. Go to the Calendar tab.Closed From the People menu, select Calendar.

  2. Click Add New Holiday.

  3. Enter the new Holiday name in English and French.

  4. Select the date for the Holiday.

  5. Select the jurisdictions where the holiday is observed.

  6. Click Save.

The Holiday is added to the calendar and appears in the Events list below the calendar on the holiday date.

  1. Go to the Calendar tab.Closed From the People menu, select Calendar.

  2. Select the date with the holiday to edit. All events for the selected date display below the calendar in the Events section.

  3. In the Events list, click the gear icon beside the holiday to edit.

  4. Change the holiday name, date, or the jurisdictions the holiday applies to.

  5. Click Save.

The Holiday is updated in the calendar and appears in the Events list below the calendar on the holiday date.

Note: Custom holidays cannot be deleted if they have been used in the duration calculation of a time off request (pending or approved). Before deleting a custom holiday, you must cancel any pending or approved time off requests that overlap with the holiday. After the holiday is deleted, employees can rebook the time off again if they wish. See Cancel an approved time off request and Approve or deny time off requests for more information.

  1. Go to the Calendar tab.Closed From the People menu, select Calendar.

  2. Select the date with the holiday to edit. All events for the selected date display below the calendar in the Events section.

  3. In the Events list, click the trash can icon beside the holiday to delete.

    A warning message displays.

  4. Click Delete.

The custom holiday is removed from the calendar.

Statutory Days may fall on a weekend or other day that is already taken off by your company. In this event, you may wish to observe the statutory holiday on a different date.

Note: The observed date is used in the calculation of the duration for time off requests. It is important to have the correct dates before employee’s request time off to ensure accurate entitlement calculations.

  1. Go to the Calendar tab.Closed From the People menu, select Calendar.

  2. Select the date with the statutory holiday to edit. All events for the selected date display below the calendar in the Events section.

  3. Click the gear icon beside the statutory holiday to edit.

    The checkbox is selected for the Jurisdictions to which the statutory holiday applies. Some jurisdictions use alternate names for the holiday. Powerpay displays the alternate holiday name in brackets for each jurisdiction.

  4. Click the Observed checkbox.

  5. Select the date the holiday is observed.

  6. Click Save.

The statutory holiday displays in the calendar on the new observed date.

Employee time off requests can be managed by an employee’s manager and/or the payroll administrator. The manager is the person designated in the Reports To field in the Work Assignment section on the

When employees request time off, the request is sent to their manager for review and approval in Powerpay Self Service. Payroll administrators can manage time off requests in Powerpay without accessing Self Service.

Note: If all employees report to the payroll administrator then it is only the payroll administrator who can approve or deny time off reqests.

Note: Time off requests are only processed with Regular runs.

As a Powerpay payroll administrator you can fulfill the duties of a manager, as needed, approving, or denying the employee submitted time off requests. This can be done in Powerpay without accessing Self Service.

Note: Time off requests cannot be approved for terminated or on leave employees.

Time off requests that have been submitted but are in the Pending status appear:

  • on the Calendar tab.Closed From the People menu, select Calendar. with a modified event marker.

    When a date is selected, the request is marked as Pending in the Event description at the bottom of the page

  • on the Pending Requests tab.Closed From the People menu, select Calendar > Pending Requests.

The number of outstanding pending requests also displays at the top of the Pending Request tab.

  1. Go to the Pending Requests tab.Closed From the People menu, select Calendar > Pending Requests.

    A table displays all the pending requests.

  2. Click the gear icon in the Action column for the request to approve or deny.

    The time off requests details display.

  3. Review details of employee request.

    This includes: Reason, Start Date, End Date, Type of Request, Start Time (if partial day), End Time (if partial day), and Employee Comments.

    Note: If you approve a request for a prior pay period, you must update the year-to-date and accrual amounts on the Timesheet page for the correct pay period. If a manager approves a request for a prior pay period in Self Service, you receive a notification email and must update the year-to-date and accrual amounts on the Timesheet page for the correct pay period. For more information see, Adjust prior pay period for a time off request.

  4. Add any approver comments.

  5. Click Approve or Deny.

The employee receives an approved or denied notification email along with any comments.

If the time off request was approved for a prior pay period, you receive an email reminder that you must enter an adjustment on the Manual page or the Timesheet page for the correct pay period to ensure the year-to-date and accrual amounts are correct.

Approved requests display:

  • on your calendar, the manager’s calendar, and the employee’s calendar.

  • on the Rapid Entry page.Closed From the Payroll menu, select Regular Payment > Rapid Entry. as a Timesheet link for Regular Payment if the time off request is linked to a pay code for the custom entitlement.

    Click the Timesheet link to open a pop up and view details of the time off request.

  • on the Employee Timesheet page.Closed From the Payroll menu, select Regular Payment > Employee Timesheet. in the Time Off Request section.

  1. Go to the Calendar tab.Closed From the People menu, select Calendar.

  2. Review the calendar to locate any approved time off requests for the employee.

  3. Select the date on the calendar with the approved request.

    The request displays in the Event list at the bottom of the page.

  4. Click the trash can icon to the right of the request to delete.

    A confirmation message displays.

  5. Click Cancel Request.

  1. Go to the Pending Requests tab.Closed From the People menu, select Calendar > Pending Requests.

    A table displays all the pending requests.

  2. Review the table to locate any pending time off requests for the employee.

  3. If required, click the gear icon in the Action column to approve or deny the request.

    The time off requests details display.

  4. Click Approve or Deny as appropriate.

  1. Go to the Calendar tab.Closed From the People menu, select Calendar.

  2. Review the calendar to locate any approved time off requests for the employee.

  3. Select the date on the calendar with the approved request.

    The request displays in the Event list at the bottom of the page.

  4. Review the request details in the Event list.

  5. If required, click the trash can icon to the right of the request to delete it.

    A confirmation message displays.

  6. Click Cancel Request.

  7. Repeat steps 2 - 5 for all approved time off requests for the employee.

Time off request email notifications are received by the following individuals, depending on the account setup:

  • The employee’s manager designated in the Reports To field in the Work Assignments section on the

    Time off request approvals and denials can be completed in Self Service by the employee’s manager, or by the payroll administrator in Powerpay.

  • If Role Based Security is not setup for the payroll:

    The employee’s manager designated in the Reports To field in the Work Assignments section on the . If the Reports To field is set to Payroll Admin, the contact set up as the Primary contact on the User and Contact Management page receives the notifications.

    Time off request approvals and denials can be completed in Self Service by the employee’s manager, or by the payroll administrator in Powerpay.

  • If Role Based Security is set up for the payroll:

    The employee’s manager designated in the Reports To field in the Work Assignments section on the If the Reports To field is set to Payroll Admin, all Powerpay users with the Payroll Admin role receive the email notification.

    Time off request approvals and denials can be completed in Self Service by the employee’s manager, or by the payroll administrator in Powerpay.

Managers approve requests in Self Service as they may not have a Powerpay User Id and may not process payroll.

Note: In all instances, the approvals can be done by the Primary contact or the Payroll Admin, but the notifications are only sent as noted above.

When a time off request is approved for a prior pay period, the entries for the prior pay period are not reflected in Powerpay.

To ensure the year-to-date and accrual amounts are correct, you must enter an adjustment for the correct pay period.

Tip: Enter your time off adjustments on the Manual page to ease balancing your totals on the Data Verification page.

Warning: Do not enter the adjustment on the Timesheet as all entitlements linked to pay codes are set to salary offset. This will cause an error in payment.

  1. Click the Pay Period menu and click the Enter button for the pay period you want to work with.

  2. Go to the Manual page.Closed From the Payroll menu, select Adjustments > Manual.

  3. Select the employee for whom to make the adjustment.

  4. In the Hours section:

    1. Select Regular Hours from the Description list.

    2. In the Hours field, enter the hours approved for the time off request as a negative (-) value.

    3. From the Pay Period list, select the prior pay period when the time off was taken.

    4. In the next Description list, select the appropriate code for your adjustment (for example, Vacation Hrs-TT).

    5. In the Hours field, enter the hours approved for the time off request as a positive (+) value.

    6. From the Pay Period list, select the pay period when the time off was taken.

  5. Click Save.

  1. Click the Pay Period menu and click the Enter button for the pay period you want to work with.

  2. Go to the Employee Timesheet page.Closed From the Payroll menu, select Regular Payment > Employee Timesheet.

  3. Select the employee for whom to make the adjustment.

  4. In the Hours section:

    1. Select Regular Hours from the Description list.

    2. In the Hours field, enter the hours approved for the time off request as a negative (-) value.

    3. From the Pay Period list, select the prior pay period when the time off was taken.

    4. In the next Description list, select the appropriate code for your adjustment (for example, Vacation Hrs-TT).

    5. In the Hours field, enter the hours approved for the time off request as a positive (+) value.

    6. From the Pay Period list, select the pay period when the time off was taken.

  5. Click Save.

New Functionality - Self Service

Using a simple calendar format, Powerpay’s Time Off Request functionality allows you to submit your time off requests by choosing the date range or hours you need off, add comments or details about your requests, and view all your past requests in a single glance. It tracks the time you can take off from work based on company entitlements. Time requested is sent to your reporting manager for review and approval.

Note: Only Active employees can submit a time off request. The Time Off Request tab does not display in Self Service for employees with a New Hire status in Powerpay.

Note: Employees with an On Leave or Terminated status cannot make a new time off request or delete an existing request.

Note: Time off requests can be made up to two years in the future from the current date.

  1. Go to Time-Off Requests (Time > Time Off Requests)

  2. Select the My Requests tab.

  3. Click Request New Time Off.

  4. Select a Reason for the request.

    Your current entitlement balances are available on the right side of the page based on units of Hours or Days.

  5. Enter the Start Date and End Date for your request.

    Requests can span multiple dates.

  6. Select Type of Request. If Partial Day is selected, enter the Start Time and End Time.

    Your balance is reduced by the duration of the request.

  7. Enter any Comments.

  8. Click Submit.

Your request:

  • is sent automatically to your reporting manager for review and approval.

  • displays in the company calendar as a pending request until your manager reviews and approves or denies the request. If the request is denied, you can complete a new request.

  • displays on your My Requests tab, your manager’s To-Do list, your manager’s My Team Requests tab and your payroll administrators Pending Request tab.

You will receive an email when your request is approved or denied.

  1. Go to Time Off Requests (Time > Time Off Requests)

  2. Click Request New Time Off.

  3. Your current entitlement balances display in the Balance column on the New Time Off Request page. The balance includes all future and pending requests.

Pending and approved requests display on your calendar and the My Requests tab.

Denied requests do not display on your calendar.

You will also receive an approved or denied email notification along with any comments.

  1. Go to Time Off Requests (Time > Time Off Requests)

  2. Your requests display in the table with their current status.

Time off requests cannot be modified. If you need to make changes to a pending or approved request, delete the request and enter a new request with your changes. See Delete my time off request for more information.

  1. Go to Time-Off Requests (Time > Time Off Requests)

  2. Select the My Requests tab.

  3. In the Action column, click the trash can icon for the specific request to delete.

    A confirmation message displays.

  4. Click Cancel Request.

When employees request time off, the request is sent to their manager for review and approval. As a manager your options are to approve or deny the request. If the request is denied, employees can submit a new request.

When you first log into Self Service, the To Do List displays any pending time off requests from managed employees. The History Tab displays all approved time off requests.

Note: Time off requests cannot be approved for terminated or on leave employees.

  1. Go to Time-Off Requests (Time > Time Off Requests).

  2. Select the My Team’s Requests tab.

  3. In the Action column, click the gear icon for the specific request to review.

    The Time Off Request Details page displays the employee request details.

  4. Review details of employee request. This includes: Reason, Start Date, End Date, Type of Request, Start Time (if partial day), End Time (if partial day), and Employee Comments.

  5. Add any approver comments.

  6. Click Approve or Deny.

The employee receives an approved or denied notification along with any comments.

Approved requests display:

  • on the company calendar

  • on your My Team Requests tab (manager)

  • on your History list (manager)

  • on the employee’s My Requests tab.

Denied requests display:

  • on your My Team Requests tab (manager)

  • your History list (manager)

  • the employee’s My Requests tab.

Enhancements - Powerpay

Normal Daily Hours and Working Days fields are required on the work assignment information page in the New Hire Wizard for payrolls with Time Off Request functionality enabled. The fields are automatically populated with your company defaults, set on the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request. but should be completed according to the employee’s normal work schedule.

The top half of the entitlements information page displays the standard entitlements set up for your payroll. Custom entitlements set up for your payroll display on the bottom half of the page. Custom entitlements set to apply to all new hires are selected by default.

Select the checkbox for the custom entitlements to apply to the new hire and enter the Initial Grant amount as appropriate for each selected entitlement.

Note: Initial grant amount cannot exceed twice the amount of the annual grant.

Note: Powerpay uses First Day Worked as the grant date for the entitlement balance. If the First Day Worked field is left blank, Powerpay uses the date the wizard is completed.

Note: The My Requests tab in Powerpay Self Service is only available to onboarded employees after they are activated in Powerpay (status ‘A’).

Normal Daily Hours and Working Days fields are required on the work assignment information page in the Onboarding wizard for payrolls with Time Off Request functionality enabled. The fields are automatically populated with your company defaults, set on the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request. however should be reviewed and updated according to the employee’s normal work schedule.

The top half of the Entitlements information page displays the standard entitlements set up for your payroll. Custom entitlements set up for your payroll display on the bottom half of the page. Custom entitlements set to apply to all new hires are selected by default.

Select the checkbox for the custom entitlements to apply to the new hire and enter the Initial Grant amount as appropriate for each selected entitlement.

Note: Initial grant amount cannot exceed twice the amount of the annual grant.

Note: Powerpay uses First Day Worked as the grant date for the entitlement balance. If the First Day Worked field is left blank, Powerpay uses the date the wizard is completed as the grant date.

When you update an employee's work assignment information such as Position, Department or Employment Type on the , it is important to remember that the changes may affect the employee's time off entitlements. To ensure the employee’s time off entitlements are still allocated correctly, review any pending and approved requests.

For more information see Review pending time off requests and Review approved time off requests.

Simulate a Manager in Self Service

When you simulate a Manager in Self Service you can:

  • view the pending time off requests in the To Do list.

  • view approved and denied requests in the History list.

When a Time Off Request is approved, the Rapid Entry page.Closed From the Payroll menu, select Regular Payment > Rapid Entry. displays a Timesheet link for Regular Payment for the employee.

Click the Timesheet link to open a pop up and view details of the time off request.

When a Time Off Request is approved, the Employee Timesheet page.Closed From the Payroll menu, select Regular Payment > Employee Timesheet. displays the request details in the Time Off Request section.

Action is required for employee's with pending or approved time off requests when changing an active employee's status to On Leave or Terminated. Review the following prior to changing an active employee's status.

  • Pending time off request for the current or future pay periods

    To keep your calendar up to date, you should deny all pending time off requests for this employee. See Approve or deny time off requests.

  • Do Not Process Current Pay; Time off request approved for the current or future pay periods

    Cancel all current and future pay period time off requests for this employee. See Cancel an approved time off request.

  • Process Current Pay; Time off request approved for a current pay period

    Previously approved Time Off Requests for this current pay period will be paid to this employee.

    To stop the time off request payment for the current pay period, cancel all time off requests prior to submitting the payroll for processing. See Cancel an approved time off request

When adjustments are made to accumulators on the Accumulators page.Closed From the Payroll menu, select Adjustments > Accumulators., the adjustment does NOT display in the time off request entitlement balance until after the payroll processes successfully.

When requesting a preview or submitting your payroll for processing, a message displays to remind you to review and approve all pending time off requests prior to the payroll being submitted. Approving the time off requests prior to submitting the payroll ensures your employees are paid for their time off.

When a pay period is closed or skipped, employees will not be paid for any approved time off requests and the entitlement balances will not be adjusted. All time off requests (approved and pending) should be cancelled before skipping or closing the pay period.

Enhancements - Powerpay Self Service

The Self Service change deadline allows you to temporarily stop the flow of data from Self Service before processing your payroll. Once the payroll is processed, the information flow resumes automatically, and any Self Service changes are updated in Powerpay in the next pay period.

While the change deadline is active, the Edit buttons are disabled and a banner displays in Self Service, letting Self Service users know that changes cannot be made for the current pay period.

If a Self Service user is making updates when the change deadline becomes active, an error message displays when the user attempts to save their updates.