Introduction
For Request & Approvals that are set up with an approval process, the "Assignee(s)" plays a crucial role in ensuring that requests are approved or denied within a timely fashion. Requests such as time-off, expense reimbursements, and changes to tax elections can significantly impact payroll, making it essential to attend to these requests promptly.
This article explains how to view and manage submitted requests for those selected as the "Assignee."
Pending Requests
There are two ways to navigate Empeon Workforce to view assigned requests. The first and easiest way is through the Empeon Workforce Dashboard, where a section for Pending Approvals displays a distribution of requests that have been assigned.
This section of the Dashboard is the "Pending Approvals" section and it offers a quick glance at the type or requests that have been assigned. This section will automatically default to the "Pending Approvals Assigned to Me"—these are the requests where you are selected as the "Assignee", however there is a dropdown next to this that allows for the viewing of "Pending Approvals Assigned to others" and "Pending Approvals Unassigned". To further examine the details of the submitted request, simply click the corresponding box.
The longer way to access the Pending Approvals that have been assigned is by going to the Requests section within the Actions tab.
This screen will also default to all requests that have been assigned to you. However there are filters along the top of this screen that can be utilized to view specific request types, requests that have been assigned to others, and requests that have already been approved or denied.
Each request will specify the type of request, the name of the employee the request is impacting and the date and time it was submitted. To view the details of the request, click the blue clipboard icon next to the name of the request.
The details of the request will depend on the type of request that it is. There may also be different options available to help the Assignee review the request further before making the decision to approve or deny it.
For the following request types, clicking the blue clipboard will simply display the proposed changes with no additional options:
However, the follow request types will offer additional options upon clicking the blue clipboard:
- Taxes - In additional to showing the proposed changes, there will be a "View W4" button to ensure that the new W4 form was completed and signed correctly.
- Missed Punch - Clicking the blue clipboard will show the proposed punch type, date, and time for the missing punch. To provide additional context for the requested time punch, the "View time card" button can be selected. This allows the Assignee to further examine the employee's time card for more details.
- Direct Deposit - Upon clicking the blue clipboard, additional options will appear only if the employee was required to upload a document, such as a voided check, when making changes to their direct deposit information.
- Rate Change - Clicking the blue clipboard will display the proposed rate change. If needed, the Assignee can use the "Adjust request" button to counter the proposed rate.
For any requests that have been submitted with comments, there is a "View comment" button next to the "Approve" and "Deny" buttons.
After reviewing the request details and any associated comments, select whether to approve or deny the request. When doing so, a comment can be entered to help explain why the request was either approved or denied. Regardless of whether a comment is provided, an email notification will be sent to the email notifying them on the status of their request, and any comments that were entered will be included in this email.
Call Out Requests
Call Out requests are the only request type that will not be displayed within this dashboard. Call Out requests will be sent via email to the Assignee(s). The email will provide a direct link to review the request within Empeon Workforce. To access this manually within Empeon Workforce, navigate to the Actions tab, and then to the Scheduling section. Within the Scheduling section, there is a sub-tab for "Shift Request Approvals".
Within the Shift Request Approvals, there is a tab for Call Outs where all outstanding Call Outs will be displayed.
This screen will default to all Call Outs that have been assign to you, however there is the option to see Call Outs that have been assigned to "Others" as well. When reviewing a Call Out request, the Assignee can approve the Call Out request with Paid Time Off (PTO) or approve it as Unpaid. There is also a column for Year-To-Date (YTD) Call Outs showing how many times the employee has called out over the course of the year, helping the Assignee to make an informed decision when reviewing the request.
