Requesting time off and bidding for holiday shifts

The timeclock dashboard has two sections besides your punches: Time Off, where you see your balances and request time off, and Holiday Bidding, where eligible employees bid for shifts on holidays. Both are on the dashboard you reach after you sign in to the terminal.

Before you start: you need to be signed in to the dashboard (see Clocking in and out). Time Off needs a payroll record that an administrator has set up for you. Holiday Bidding appears when an administrator has marked you eligible. You see shifts only after they also give you a bid role. Until then the section says No open holiday shifts for your role right now. Submitting or cancelling a request or a bid asks for your PIN, like every punch.

Check your time off balances

The Time Off section starts with your balances. There is one tab for each balance you have: PTO, Personal and, when you have hours in it, Expiring. Each tab shows the hours.

The PTO Available, Personal Time and Expiring Time cards at the top of the dashboard show the same hours. Expiring Time also shows the date the time expires.

Hours leave a balance when a supervisor approves a request, not when you submit it.

If the section says Time off tracking is not yet configured for your account., you have no payroll record that tracks time off. Ask an administrator to set it up.

Request time off

1. In the Time Off section, select Request Time Off.
2. Under Use Time From, choose where the hours come from: PTO Balance, Personal Time, Expiring Time or Unpaid Time Off. Each balance shows the hours available. Personal Time and Expiring Time appear only when you have them. Unpaid Time Off takes no hours from a balance.
3. Under Request Type, choose Vacation, Sick Leave, Personal Day, Bereavement or Other.
4. Enter the Start Date and End Date.
5. Enter the Hours Requested. You can use half hours. The line under the field shows the hours you have in the balance you chose.
6. Optionally, add Notes (optional) for your supervisor.
7. Select Submit Request, then enter your PIN and select Confirm.

The Submit Request button stays disabled while the hours are zero, the end date is before the start date, or the hours are more than the balance you chose. If a balance changes before the request is saved, you may see Insufficient PTO balance, or the same message for Personal Time or Expiring Time, with the hours available.

Every request, unpaid time off included, waits for a supervisor's approval. When your payroll record is set to require approval for unpaid time and you choose Unpaid Time Off, the window also shows Unpaid time off requests require manager approval.

Follow and cancel your requests

Recent Requests lists your latest requests with their dates, type, hours and status: Pending, Approved, Rejected or Cancelled. It shows the three most recent. Select View All to see the rest and Show Less to fold the list.

You can cancel a request while it is Pending. Select the cancel icon on the request, enter your PIN and select Confirm. An approved or rejected request cannot be cancelled here. Ask your supervisor.

Who approves

Supervisors approve or reject time off requests. They find them on the Supervisor tab of the Admin Hub under Time Off Requests, or in the payroll wizard (see Supervising punches, exceptions and time off and Payroll wizard: reconcile). The approver can choose which balance the hours come out of, so the balance on an approved request can differ from the one you asked for.

Bid for a holiday shift

Before you start: Holiday Bidding is shown only to employees an administrator has marked eligible. Administrators set eligibility, bid roles, shifts and seats on the Admin Hub Holidays tab (see Holiday calendars and holiday shift bidding).

The Open Holiday Shifts list shows the shifts for your bid role over the next 120 days. For each shift you see:

• the holiday, its date and the shift window. A window that ends before it starts runs into the next day and says (next day);
• the seats in order, each with its pay multiplier and marked filled or open, for example 1. 2.0x — open;
• where you stand: If you bid now, you would be #3 in queue followed by the pay that position earns, for example 2.0x pay. If your position is beyond the number of seats, it reads waitlist (standard holiday pay).

Seats go to approved bids in the order the bids were placed. The earliest approved bid gets seat 1 and its multiplier, the next gets seat 2, and so on. If a supervisor later approves a bid placed before yours, or revokes one, approved bids move down or up a seat and their multiplier changes. The queue position counts every pending and approved bid ahead of you.

To place a bid:

1. On the shift, select Bid.
2. In Confirm Your Bid, check the Holiday, the Shift Window and the Projected Outcome.
3. Select Place Bid, then enter your PIN and select Confirm.

You cannot bid twice on the same shift, or on two shifts of the same holiday whose windows overlap.

My Bids lists your bids. Each shows its status: Pending, Approved with its multiplier (for example Approved — 2.0x), Rejected or Cancelled. While a bid is Pending you can select Cancel Bid, enter your PIN and confirm. After approval, only a supervisor can take a bid back.

A supervisor approves bids in the Admin Hub, on the Holidays tab under Bid Approvals. Approval is refused when every seat is already filled.

How an approved bid is paid

For the hours you work inside the window of an approved bid, payroll tops your pay up to your base hourly rate times the awarded multiplier, after counting any holiday, Sunday or night surcharge it already pays for those hours. The top-up shows as Holiday Bid Premium on your paystub.

How you hear about requests and bids

• Time off request e-mails (submitted, approved, rejected) are sent only if an administrator has turned them on. You get the approved and rejected e-mails only if the administrator has also chosen to notify the employee and your payroll record has an e-mail address. The rejected e-mail carries the reason the supervisor gave. See Timeclock and payroll e-mail notifications.
• QuantumOps does not send an e-mail reminder to submit time off before a pay period closes.
• QuantumOps does not send e-mails about holiday bids.

Check the dashboard for the status of your requests and bids.

In the browser extension

The Clock tab of the browser extension has Time off and Holiday bids sections where you can see the same balances, requests and bids, and submit or cancel them. The tab is for people who sign in to QuantumOps with the Administrator, Service Desk Manager, Timeclock, Timeclock Admin or Payroll Admin role and whose sign-in is linked to their payroll record. See The Clock tab.

Related pages

• Clocking in and out
• The Clock tab
• Supervising punches, exceptions and time off
• Holiday calendars and holiday shift bidding
• Timeclock and payroll e-mail notifications