Make Up Time
Employees have the option to make up time that has been missed without submitting vacation or sick time. These requests must be submitting in writing to your lead via email prior to the missed time. See SOP 805 – Makeup Time for more information.
Schedule Adjustment
The CC Department Calendar in outlook will need to be checked prior to requesting to come in later, earlier, or to adjust any other part of your schedule to make sure there is not already an approved request for another team member on the day you are requesting the schedule adjustment. Requests must be submitted to your lead via email for approval (never through chat). Depending on what you are requesting, your lead will advise you if your Make Up Time request is approved or if you are approved to proceed with submitting your time off in ADP.
Normal Demand Time Off & Vacation Time Off Requests
In order to request time off/vacation time, you will first need to check the CC Department Calendar in outlook to see if the day you are requesting is available. Typically only 1 team member from each team (Community Care Reps & Work Order Specialists) is allowed off on the same day (See High Demand Vacation Time Off Requests below for more information). If the day you are requesting already has a team member from your team scheduled to be off, you may still submit your time off for consideration. Every effort will be made to approve all requests. However, the needs of the department must be taken into consideration. We highly advise you not to book anything or purchase airplane tickets until you have received approval for the time off you are requesting in case we are not able to approve your time off request.
Requests should be submitted at least 2 weeks in advanced but no more than 6 months in advance. The more notice you provide, the more of a chance we may be able to accommodate your request. You will need to have the vacation time off accumulated in ADP before being able to request it.
You will need to submit your request via ADP following the instructions below. When your lead receives this request, they will approve/deny it. If approved, your lead will then add it to the CC Department Calendar so others are aware.
If multiple team members submit requests on the same day for the same or overlapping dates, we will collect everyone’s name, enter them on the Wheel Of Names program (www.wheelofnames.com). The first name chosen will get the day off automatically. Depending on staffing levels, we will draw another name. If requests are not made on the same day they are first come, first serve.
High Demand Vacation Time Off Requests
What – High Demand days are any days that happen immediately following a holiday. For example, if we get Monday off for Memorial Day, the following day, Tuesday, would be considered a High Demand Day.
Why – These days we usually get both, a higher number of team members requesting time off, as well as, higher call volume due to being closed the previous day. In order to try and service our clients, while also trying to be fair to our team members, we are putting in place some additional guidelines for these High Demand days. We would encourage team members to also look at taking the Friday off before a holiday as those days tend to be slower than normal.
How – Like normal vacation day requests, you can only request the time off SIX months in advance. You also must have the amount of time you are requesting, already accrued in the system.
Assuming you meet the above guidelines, you can submit your time off request in ADP, no more than six months in advance. There is no specific time on that day you must submit by, as long as it is submitted no more than six months in advance it will be considered.
If multiple team members submit requests on the same day for the same or overlapping dates, we will collect everyone’s name, enter them on the Wheel Of Names program (https://wheelofnames.com/). The first name chosen will get the day off automatically. Depending on staffing levels, we will draw another name. If requests are not made on the same day they are first come, first serve.
Christmas Break – Christmas Break will be defined as starting on the Monday prior to Christmas and ending the Monday after New Year’s Day. We understand that we have higher than normal requests during this period as people travel and have visitors from out of town. We will do our best to approve time off requests during this time frame, however we will still follow the “Wheel of Names” method.
Department Leads
Department Leads are to submit their vacation requests to the Department Manager via ADP for consideration and will be approved if department needs are met.
How to enter time off in ADP
Times off requests are entered on the same website that you clock in and out for the day – ADP. There is a lot of information on the ADP website to explore including the Action Handbook, Holiday Schedule, Sick Time Policy, etc.
Please review below.
- Once logged in, the below screen will appear.
- To ask for time off
- Select “MYSELF”
- Select “Time Off”
- Select “Request Time Off”
- Any time missed greater than a quarter of an hour (.25 hours) must be accounted for with either Makeup Time (approved by Community Care Lead) or approved sick/vacation/unpaid time off through ADP (unless otherwise approved by your Community Care Lead or Department Manager).
- If you are sick, then all sick and vacation time accrued must be used before requesting unpaid time off.
- Requests for Unpaid Time Off/Personal Leave will be considered on a case-by-case basis. The needs of the department and the nature of the request will be taken into consideration. All available vacation time must be used before Unpaid Time is allowed.
- See the Action Property Company Handbook (available on ADP) for additional rules regarding time off.
- The screen below will appear. It will tell you your time off balances and show you a calendar for your review.
- Select “REQUEST TIME OFF”
- Enter a Date Range
- Select the day(s) you are requesting off or have missed.
- The screen below will appear in which you will need to enter the requested information:
- Enter Request Details
- Select the appropriate Time Off Policy: Vacation, Sick, Birthday Holiday, Bereavement, Jury Duty Leave, etc.
- Enter the hours you are requesting off in the future or have missed. For example, if you are a full time employee and are taking vacation and will be gone all day you would enter “8”. If you are going to miss the morning or afternoon because of an appointment, you would put “2” or the number of hours needed to be absent from the office (NOTE: Deductions from team members’ sick leave banks will be made in an initial increment of one hour. After the one hour, the actual time absent will used. For example, if a team member is late to work for 90 minutes because of a doctor’s appointment, 90 minutes will be deducted from the team member’s sick leave bank. If a team member leaves work 40 minutes early because the team member becomes ill, one hour of sick leave will be deducted from the team member’s sick leave bank – see Action’s Paid Sick Leave Policy available on ADP).
- Select the start time. If you are requesting to take off or missed a whole day, enter your shift start time. If you left early or are requesting to leave early, enter the time you left or are leaving. If you came in late or requested to come in late, enter your shift start time.
- When finished, click on “SUBMIT” and an email will be sent to your Community Care Lead for review and approval. Once your request is approved you will receive a confirmation email from no_reply@service.adp.com.
- Enter a Date Range