Create and approve base schedules as supervisor

Create a base schedule for an employee as supervisor

Changes to your employee’s normal work schedule should be approved prior to the change occurring. Unanticipated changes should be approved as soon as possible. 

1. From the Manager Self Service home page, click on the Assign Employee Schedule tile.

   

2. The page will display your team on the Schedules tab. Select the > icon under the View column to create a base schedule for your selected employee. 

   

3. Select the Request New Schedule to create a base schedule for your employee. This homepage displays your employee’s current approved base schedule. Note: To view a history of the employee’s base schedules click the menu icon.

   
4. On the Request New Schedule pop up window, enter the:
   1. Start Date: Select the date you’d like to start the new schedule. Contact your Time Administrator if you need to create a new base schedule with a start date in a prior pay period.)
   2. Schedule Reason: Reason you are making a base schedule change.
   3. Schedule Type: Choose a work schedule type for this base schedule.
   4. Copy Prior Schedule: Select ‘Yes’ If you want to create the new schedule by copying over the hours, time reporting codes, and labor hours from the previous work schedule.

5. Select OK.

   

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

   

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

   Timesheet item or icon	Purpose
   	Switch to day off
   	Switch to work day
   	Copy the schedule day to other day(s) in the pay period
   	Add or delete a row on the schedule
   Hours	Enter the number of hours you are scheduled on that day
   Time reporting codes	Enter TRC (typically 001 – Regular Time)
   Additional TRC	Enter additional TRC (for example, a telework code)
   Labor code	Enter labor code (if applicable)
   Task code	Enter task code (if applicable)

   

8. Not all organizations are required to include labor and task codes in their schedules. However, if your employee is a Public Building Service (PBS) employee, you are required to include labor and task codes in their 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.

   

9. 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.

   

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

    

11. 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.

    

12. 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.

    

13. Next, select the Submit button at the top right of the page to submit and approve your employee’s base schedule.

    

14. You’ll see your approval in the top right hand corner of the page.

    

Approve a base schedule for an employee

In this scenario, you are approving a base schedule that an employee has created and submitted for your review and approval.

1. From the Manager Self Service home page, click on the Manage Base Schedules tile.

   

2. Select the employee whose base schedule you are approving. Base schedules that need approval will have the alert icon under the Approval column. Select the > icon under the View column to open the base schedule needing approval for your selected employee.

   

3. The pending base schedule will open for approval. Review the base schedule and select Approve on the top right corner of the page. (Note: select Deny to disapprove the employee’s pending base schedule).

   

4. You have successfully approved your employee’s base work schedule. You’ll see your approval in the top right hand corner of the page.