PTO: Requesting Time-Off

Requesting Time-Off

All paid time-off requests for Austin Stone employees must be submitted in UKG. A complete description of time-off available to salaried employees can be found in the Team Handbook.

Residents can find information about time-off in the Team Handbook for Residents.

Viewing Hours Available

When requesting paid time off, it's important to see how many hours you have available. Requesting more hours than what you have remaining in your bucket will result in errors processing your payroll. 

Once logged into UKG, Select the Hamburger Menu, then Myself, then Workforce Management.

In the My Accrual Balances tile, you will see your current balances. You can click "My Accrual Balances" to view more details. 

If you click on "My Accrual Balances" to view more details, you will see your time off broken out. Here are a few important categories to note:

Current Balance: Hours available for you to request.

Scheduled: Hours requested and approved by your manager (these hours are removed from your Current Balance).

Pending Approval: Hours that are requested, but not yet approved.

Adding a Time-Off Request

Now that you have checked your hours available, you're ready to add your time-off request to the calendar! Just click Request below the Time Off Type you would like to use.

On this page, confirm at the top of the screen which type of Time Off you would like to use. Then select Start Request.

A window will pop up to allow you to enter the details of the PTO request. Once finished, click Submit Request. 

A few things to note:

• Request Type - 
  • Full Day - This type of Request Type will default to 8 hours.
  • Multiple Days - You are able to request a range of days if needed. This will default to 8 hours per day and does NOT skip weekends. 
  • Partial Day - Once selected, you will be able to change the Duration (manually enter the number of hours with Total Hours, auto request 4 hours with Auto Populate 1/2 Day, or auto request 8 hours with Auto Populate Day)
  • For part-time employees, please enter the number of hours you are scheduled to work that day and will be missing by selecting a Partial Day (Bulk). Under Duration, select Total Hours, so that you can manually enter the hours under Total Hours.
• Time Off Type - Double check the type of PTO that you are requesting to use. 
• Comment - Enter a brief description of the reason for your time-off request (i.e. family vacation to Hawaii) to inform your supervisor.

Approval of a Time-Off Request

Once you've completed the information in the pop-up window, click "Submit Request." This will send an email to your supervisor indicating that you have submitted a PTO request, and you will now see the request on your calendar. 

• The status of PTO requests will change throughout the process. Once requested, your time will show up on the calendar as a hashed line. 
• PTO requests are not approved until your supervisor completes the approval process and the request becomes a solid line. 
• Holidays are already populated on the calendar and PTO is not required to be used for those dates.

Some teams may use an additional tool to communicate time away to the rest of the team (i.e. team google calendar). Please consult with your supervisor to understand team member expectations.

Removing a Time-Off Request

Sometimes our plans change, or we simply realize we made a mistake with our initial request! No problem, there's a fix for that. Simply click on the time-off request, and an "Edit" window will pop-up with the details of your request. Here you can either make a change by clicking "Modify", or click "Delete" to delete the request all together.