For customers of our PTO module.
It’s important to understand that once an approved request date is passed, the request is processed as a transaction. This article provides instructions for modifying or canceling a request before it has been processed as a transaction. After the request date has passed, only an administrator can delete the transaction, which is explained at the end of this article.
Modifying or Canceling a Request
Depending on account settings, a person can modify or cancel a request anytime before the request is processed as a transaction. If the request has been approved but the date of the request has not passed, any changes to the request will trigger a new approval process. If a request is canceled, a notification will be sent to the approver so that they are aware of the cancellation.
To modify or cancel a request:
Navigate to a person's profile by entering their name or title in the Jump to a Profile field and clicking their name in the list that populates.
Click the Paid Time Off tab.
Under the Current Requests section, click the request you want to modify or cancel.
When the window opens, click the Modify Request button to make changes, or click the Cancel Request button to initiate the cancellation process.
You will be guided through the steps to make the necessary modifications or verify the cancellation.
Note: Company Admins and HR Admins can configure your account so people cannot cancel requests once the request is approved. This configuration requires an administrator or the assigned approver to cancel the approved request. To configure your account in this way, click your company name at the top of the main menu, click Company Settings, then click the Paid Time Off tab. Click the Edit Settings button to make the appropriate changes before clicking Save.
Correcting or Deleting a Transaction
If the request has already been processed as a transaction and the hours have been removed from the account, it is no longer possible to modify or cancel the request.
In the event that the request was a mistake and has already been processed, the proper way to correct the mistake is for an administrator to create a balance modification entry to offset the mistake.
As an example, if Susan has a PTO transaction for 8 hours that should have only been for 6 hours, an administrator can modify the account balance, adding 2 hours to correct the mistake. The administrator can also provide a note with the entry so that all parties can see why the additional 2 hours were added.
Note: You can also delete a request after it is processed.
Please contact our Customer Success Team for additional assistance.