Create a Base Schedule (Employees)

Employees should discuss with their supervisors changes to their work schedule before creating a new one in HR Links for approval.

How to Create a Base Schedule for Employees

1. From the Employee Self Service home page, select Request Base Schedule on the Employee Time Requests tile.

   

2. Select the Request New Schedule on the Base Schedule homepage. This homepage displays your current approved or pending schedule. Note: To view a history of your base schedules click on the hamburger icon.

   

3. On the Request New Schedule pop up window, enter the:

   a. Start Date (Select the date you’d like to start your new schedule. Contact your Time Administrator if you need to create a new base schedule with a start date in a prior pay period.)

   b. Schedule Reason (Reason you are making a base schedule change)

   c. Schedule Type (Choose a work schedule type for this base schedule. Check out the Pay and Leave page on Insite covering Work Schedules and determine which one is right for you.)

   d. Copy Prior Schedule (Select ‘Yes’ If you want to create your new schedule by copying over the hours, time reporting codes, and labor hours from your previous work schedule)

4. Select Ok.

   

5. Your new, ‘requested’ base schedule will now display on the Base Schedule homepage. You can confirm your Start Date and Schedule Type on the page. The ‘rules’ of your requested base schedule are displayed. If you copied your previous schedule to your new one, you can Clear All Hours to input new Hours into your schedule.

   

6. On the Base Schedule page, you can change your schedule by directly using:

   Timesheet Item/ Icon	Purpose
   [Icon: Red circle with minus]	Switch to Day Off
   [Icon: Blue circle with plus]	Switch to Work Day
   [Icon: Copy]	Copy the Schedule day to other day(s) in the pay period
   [Icon: Plus/Minus]	Add or Delete a row on the schedule
   Hours	Enter the # of hours you are scheduled that day
   Time Reporting Codes	Enter TRC (typically 001 - Regular Time)
   Additional TRC	Enter Additional TRC (e.g., a telework code)
   Labor Code	Enter Labor Code (if applicable)
   Task Code	Enter Task Code (if applicable)

   

7. Not all organizations are required to include labor and task codes in their schedules. However, if you are a Public Building Service (PBS) employee, you are required to include labor and task codes in your base schedule and can change existing codes or add new ones by entering the numeric portion of the code into designated fields on the schedule. If you do not have the numeric codes you need, you can select the magnifying glass icon next to each field to search for them.

   

8. The Look Up Labor Code screen will appear with a list of codes to choose from, and you can narrow your search by entering criteria such as the first few digits or letters of the code or description. Your Labor Administrator can assist you with any questions you have regarding labor codes.

   
   

9. Once a Labor Code is selected, you can enter or search for a Task Code using the method described above.

   
   

10. Additional rows can be added to capture multiple Labor and Task Codes for a single day by clicking the plus sign (+) on the far right-hand side of any row (day) in question. To remove an added row, simply select the minus (-) sign.

    

11. Once you have made all desired changes to the base schedule, check to make sure Total Hours equal the total hours allowable for your base schedule.

    

12. Next, select the Submit button at the top right of the base schedule page to save your changes, then select OK to submit your request. (Note: You can also select Cancel Request if you would like to cancel this schedule request)

    

13. The schedule you requested now appears on the Base Schedule page with a Pending Approval by Supervisor.

    You have successfully submitted your base schedule for approval.

    

14. If you need to withdraw a base schedule that is pending approval, select the Withdraw button on the top right of the page. This will cause a pop up window to appear to confirm your withdrawal request. If you would like to withdraw your request select Ok. Your base schedule homepage will revert back to your last approved schedule.