Approving/Denying Paid Time Off (PTO) in Current PTO & Requests

Benefit to the OnTheClock User

As the administrator, quickly determine whether the employee requesting PTO may use it or not by approving, denying or marking it as unpaid.  If a mistake is made in approval, scroll to the bottom to learn about undoing an approved request. 

To Approve or Deny a PTO Request From a Browser (see 5:00 in video)

  1. Log in as the administrator.
  2. Click on “PTO” near the top of the screen.
  3. Select “Current PTO & Requests”
  4. Scroll to bottom to find active requests.
  5. Click on the pencil icon near the PTO request to be either approved, denied or edited.
  6. You will see the "PTO Balance" of hours, the "Type" of hours used, the date(s), the "Hours Per Day", you may mark it as "unpaid time" (see 5:20 in video), and you may leave notes.  If the employee will be negative hours with the request, there is a warning message appearing to alert you.
  7. Once approved, the hours go to the time card and are deducted from the balance and a text or email goes to the employee.

If the request needs to be unpaid, that may be adjusted in “Time Cards” or in the approval screen as noted above.

To mark an already approved request as unpaid in "Time Cards"

  1. Log in as the administrator.
  2. Follow the approval instructions above, and then follow step 3 here. 
  3. Click on “Time Cards” at the top of the screen.
  4. Find the date of the time off and employee to adjust by changing the "Period" date.
  5. Click the check box for “Unpaid”.
  6. Click the “Save” button.

To Unapprove a PTO Request That was Already Approved From a Browser

  1. Log in as the administrator.
  2. Click on “PTO” near the top of the screen.
  3. Select “Current PTO & Requests”.
  4. Scroll to the bottom and select the "Employee" and the "PTO Status" of "Approved."
  5. Click on the pencil icon.
  6. Select "Undo."
  7. You will need to update the time card yourself by clicking on "Time Cards" at the top of the screen.
  8. Find the date and click the red x to delete the entry.

To Unapprove a PTO Request That was Already Approved From the Mobile App

  1. Log in as the administrator.
  2. Click on “PTO”.
  3. Select “Employee”.
  4. Select "Approved".
  5. Select the date.
  6. Click "Undo Request".
  7. You will need to update the time card yourself by clicking on "Time Card Summary".
  8. Find the date and click "delete."

 

 

Click on the Links Below for Other PTO Related Topics

Set Up Paid Time Off (PTO)

Paid Time Off (PTO) Calendar

Add a Paid Time Off Request (PTO) for or by an Employee

Check Paid Time Off (PTO) Balances

Add Pre-Determined Holidays and Days Off with Bulk PTO

Making Corrections to the Time Cards and Manual Entries

 

 

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