Time Off to Timecard Integration – How It Works
This feature automatically synchronizes approved Time Off requests (or approved and non-approved) into Vista timecards. Depending on employee setup and company configuration, time can be posted to either the Standard Timecard or the Grid Timecard.
1. Timecard Destination Logic
When time off is synchronized, the system determines where to post the time based on the employee’s configuration:
- Employees with Grid Timecards
If an employee has a Grid Timecard configured (internally determined by a Crew Template), time off will be inserted into the Grid Timecard.- Weekly timecards will be the default
- Daily can be used
- Employees without Grid Timecards
Time off will be inserted into the Standard Timecard.
If an employee has access to both standard and grid timecards, the system will always prioritize the Grid Timecard.
2. Sync Timing and Auto Earner Handling
- Time off requests are evaluated by a scheduled job that runs every 15 minutes. The schedule can be modified by Admin > Portal Settings > Scheduled Jobs > FTS_TimeoffToTimecard
- Auto earners are excluded from this automatic sync.
3. Auto Earner Workflow (Manual Import)
For auto earners, time off must be processed using the following workflow:
- Allow Vista to process the employee’s time normally.
- Open a new PR Timecard Entry batch.
- Click the Import Time Off Lines button.
This process:
- Inserts a negative line against the employee’s standard auto-earner earn code.
- Inserts a positive line for the selected leave earn code.
This ensures proper netting of hours while preserving Vista’s native earning logic.
4. Job, Phase, and Department Charging
Time off can be charged in multiple ways, depending on customer configuration:
- PR Department (default behavior)
- Specific Job and Phase
- Dynamic Job/Phase assignment, if customer-defined rules are enabled
These rules are commonly used to support:
- Job-specific PTO costing
- Project-driven labor tracking
- Client or union-specific accounting requirements
This logic is configurable and may differ by customer.
5. Holiday Handling
Holidays are supported through a custom Holiday Earn Code, which is installed as part of the add-on.
- Holiday hours are automatically pulled into timecards
- The earn code used is defined in Portal Settings
- This allows holidays to remain distinct from PTO, Vacation, or Sick time
- Holiday insert at the beginning of the pay period for non-auto earners every 15 min depending on the configuration in the Portal's Holiday setup.
- Holidays can be charged to PR Departments or Job/Phase
6. Scheduled Job Configuration
The Time Off sync is driven by a scheduled job that is installed during setup.
You can view or modify this job here:
Admin → Portal Settings → Scheduled Jobs
From this page, administrators can:
- Enable or disable the job
- Adjust timing or execution behavior
- Review job status and history
7. Cancellation Behavior
If a Time Off request is cancelled, the system will automatically:
- Remove any previously inserted timecard lines related to that request
This ensures timecards remain accurate and do not require manual cleanup.
8. Customer-Specific Customization
This integration is intentionally flexible.
The underlying SQL logic is customized per customer to align with their:
- Payroll rules
- Job costing requirements
- Earn code structures
- Union or compliance constraints
As a result, some behavior described above may vary slightly by implementation.
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