Instructions Audience Analysis

I have been a restaurant server at the Ritz Carlton DC hotel for 13 years. I have also
received training and assisted in the HR department as part of lateral service performing HR
generalist duties.

All Ritz Carlton properties in the US switched to Marriott corporate cloud-based HR

platform in 2018. As of last year, all schedule and shift changes, paid and unpaid time off
requests must be submitted by employees through www.4myHR.com website, or a punch
clock terminal in their department, since paper forms are no longer accepted. Department
manager and/or supervisor are responsible for reviewing all requests submitted through
ATLAS - the time management software platform. I have received training on the system while
working in HR during its rollout.

The target audience for the instructions below is hourly employees and new hires of the
hotel restaurant - hosts, servers, server assistants, bartenders, line cooks, who may be familiar
with most aspects of 4myHR portal but not with the details of ATLAS use. These instructions
would help individuals to request paid time off on their own time over the web, from any
internet-connected computer. Employees can submit requests from home or use computers
located in “Blossoms” – employee breakroom and cafeteria.
Managing Paid Time Off in ATLAS
Learn how to create and check the status of Paid Time Off (PTO) requests

What is ATLAS?
ATLAS is the time management software the Ritz Carlton uses to track time and attendance
for all employees. It is integrated into departmental punch clocks and 4myHR.com - employee
self-service platform.

What are the PTO types and what is the company policy?
All PTO requests must be submitted in ATLAS and covered by accrued vacation time,
available sick time, or floating holidays. Paper forms are no longer accepted.
PTO can be requested up to 12 months in advance. Vacation requests must be submitted at
least two weeks before leave so that adequate shift coverage can be provided.
A maximum of 40 hours of PTO, including paid holidays, can be applied to a single pay period
that starts on a Saturday and ends on a Friday.

About this guide

This guide is limited to instructions on how to create new time off requests, as well as check
status, and cancel previous PTO requests in ATLAS. While the general process is similar for
all hourly Ladies and Gentlemen, this guide covers aspects unique to the F&B department.
You will need your Employee ID (EID), password, and an internet-connected computer to
access 4myHR platform. Computers in “Blossoms” are available to all employees on a first
come, first served basis. If you need help with your EID or password, please contact HR.

IMPORTANT: Requests are not guaranteed until approved*1.

* Requests for available sick days are approved automatically.

Launching ATLAS and workspace overview

1. Navigate to www.4myhr.com and log in with your EID and password.

Ø To authenticate successfully, you will need to provide a single-use code sent to

your registered mobile device or email.

2. At the top of 4myHR home screen select tab and then click on
“ATLAS Navigator” icon.
Ø The web application will load and open to “my schedule” and display the current
pay period in weekly view by default:

ATLAS workspace: default view

Creating PTO requests

1. Click icon on ATLAS default screen to create a new request.

Ø “Request time off” window will appear.

Additional requests may be added to

the same window by clicking “+”
button at the start of the line,
or removed by clicking “x” button.
Editable Input Fields

Your current available PTO balances

will be displayed in the lower part of
the window.

Active Time Off Request window

2. Enter the start and end dates for your request by clicking the corresponding input fields
and selecting the dates on the pop-up calendar.

NOTE: PTO requests can cover one day or multiple consecutive days.
A single day of leave will have the same start/end date.

3. Click on the “Pay code” field and select the desired PTO type from the drop down menu.

NOTE: If you use vacation pay code and the range of selected dates already
includes a paid holiday, the hours for that day will not be deducted from
your accrual.

IMPORTANT: Requesting sick PTO 1 day before or 1 day after a paid holiday is
considered a call out and will result in loss of the holiday pay!
 4. Enter the start time of your leave request in military time format. It will be the start of
your first normally scheduled shift of the day.

STANDARD TIME MILITARY TIME

12 am 00:00
1 am 01:00
… …
11 am 11:00
12 pm 12:00
1 pm 13:00 EXAMPLES:
2 pm 14:00
3 pm 15:00 ¨ If your leave starts on a Saturday and you
4 pm 16:00
5 pm 17:00
are normally scheduled for dinner shift at 4
6 pm 18:00 pm on Saturdays, enter 16:00.
7 pm 19:00 ¨ If your leave starts on a Monday and you
8 pm 20:00 usually clock in for breakfast shift on
9 pm 21:00 Mondays at 5.30 am, enter 5:30.
10 pm 22:00
11 pm 23:00
Time conversion table

5. Enter up to 8 hours in 15 minute increments for each day in the “Daily Amount” field.

NOTE: This field only accepts input in decimal format: 15min = 0.25, 30min=
0.5, 45min=0.75, 5hrs45min=5.75 etc.

EXAMPLE:
¨ If you are requesting 4 days of vacation and want to use 24
hours of PTO, enter a 4 day range in the “start and return dates”
and 6 in “Daily Amount”. Your request will be for 24 hours of
PTO total, or 6 hours for each of the 4 days in the range.

6. Review your request(s) and click

Ø The system will return an error if any request fields contain improperly formatted
input, or there is not enough accrued balances to cover the hours requested.

Once your PTO request is submitted successfully, you will receive a confirmation email.
 Checking the status, canceling existing PTO requests
1. Switch to monthly view by clicking icon in ATLAS view selector.

2. Adjust the date range to display the requested dates:

a) click on in calendar navigator and select desired date range

or
b) choose a preset period from the dropdown menu

View and date navigation in ATLAS

3. Hover your cursor over a time off request box in the calendar grid to see brief
information about it:

Request box legend:

Submitted, but not reviewed

Approved

Retracted/ canceled by an employee

Denied

Calendar grid with PTO requests.

4. Right-click a request box, then select “Details” on the pop-up menu to view
complete request information in a separate window:

Pop-up menu in calendar view

Time-Off Request Details window

5. Select “Cancel request” from the pop-up menu after right-clicking to cancel the
request

IMPORTANT: This will cancel the entire original request for all the dates of the
range, not just the day you right-click from.