Please note: In order to update the permissions on any Role, you need Admin access. Also, admins can override all of these permissions.
Why would you Block Paid Holiday Approval on Timecards?
There is a mechanism with permissions to prevent Paid Holidays on Timecards from being approved if the Paid Holiday exceeds the current or Estimated Holiday Balance for an employee. This helps to prevent over-payment of Time Off which has not been accrued, resulting in necessary payroll corrections. This permission helps to keep all employees in positive Time Off balances, and prevents employees from having negative Holiday Balances.
Please note, this permission will only work with Time Off Hourly Accruals.
Without the correct permissions on a Role, the approval button will not be available:
This is the same for Daily Timecards:
To approve the Timecard, you will need to edit the Time Off record to remove the Paid Time Off which exceeds the balance available for the employee.
To do this, click where it says "Paid Holiday" on the Timecard. This is a hyperlink which brings you directly to the Time Off Record in the employee profile.
Here, click on the "Edit Record" button at the bottom of the record
This will allow you to change the Paid Holiday Record until the Paid Hours of the record are less than the Estimated Available Balance, and you will be able to then Accept and Save the edited Paid Holiday Record:
Once the record can be edited and accepted, the Timecard can be approved.
Changing Permissions to Block Timecards with Paid Holiday Exceeding Accrual Balances from Being Approved
Go to the top right corner when logged in as an Admin, and click on your name/email address
In the dropdown menu, select Account Access
Select either the Location Role or Group Role you would like to change this permission for:
In the permission for the Role, scroll to the Timecards section
Click "Choose Options" and then unselect the box that says "Allow Approval of Paid Holiday Timecards Exceeding Balance"
Click Save.
You may also wish to prevent the role from approving records that exceed estimated balances in the first place. You can do this by going to the Employees section, selecting Choose Options, and unticking the box "Allow Approval of Time Off Exceeding Estimated Accrual Balances":
We recommend that both permissions be removed from your account Roles if you wish to prevent employees going into negative Holiday Balances.
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