HR platform: Request leave

Overview

As an employee, you will need to submit leave requests if you need to take time off, for example, if you have a Dr's appointment or a trip to Europe coming up. Leave requests allow your manager to see your time off request, asses the impact on your team and then approve the result if there is no project or team conflicts.

You can use the HR platform Request Leave feature to see your latest leave balance, and if you have the balance required, submit a time off request. This feature also allows you to you edit the time you take on a particular day, i.e. if you are only taking 3 hours off for a Dr's appointment, you can edit your leave request to reflect the fact it was only 3 hours taken, not your full working day.

Helpful Hint

If you need to see if your leave request conflicts with your coworkers, you can check who has approved leave through the Upcoming Event feed on the mobile app. To read further details on this feature, please refer to this article.

Important

If an employee does not currently have enough leave accrued, but are requesting leave for a future time when they will have accrued enough, then they will still be able to apply for it as the system will accommodate it as projected leave. However, it does not take pending leave requests into account in this equation.

Availability

HR Plan:   Free   Standard   Premium   Platinum
Payroll Plan:   Standard   Premium
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

Request leave
  1. Click on the   Leave menu.
  2. Click on the Request Leave submenu.
  3. Complete the following fields:
    • Leave category.

    Important

    You can select what type of leave you can take based upon the leave allowance, pay categories, and awards you are working under. Two options that you can set up in the Payroll platform are standard weeks and standard hours.

    • Start date.
    • End date.
    • Comment.
  4. Click the Add Document button to add any required files.

    Helpful Hint

    You can use the Arrow button to display the leave details for each month and you can click the Get Latest Leave Balance button to update your leave balance if it showing incorrect information.

    Warning

    The total hours taken for each day will depend on the employment settings that your company has set. Part-time employees will need to check the auto-populated value for each day to ensure their leave request displays their correct hours.

    Important

    If you only need to take a half day off work, then you can edit the value within the Hours field i.e., instead of nominating eight hours for a full day of leave, you can nominate four hours for a half day of leave.

    Another use where you would edit the Hours field is if you submitted a leave request, and your organisation processed this submission in a pay run, but you did not end up taking the time off.

    The ability to edit or delete a leave request is only available if the payroll platform has not processed the leave request within a pay run and imported the pay slips into the HR platform.

    If need to change a processed leave requests after being processing it in a pay run, you can create a new leave request and reverse out any or all of the leave that is incorrect. I.e., If an employee returned to work 1 day earlier than the leave request states, you can enter the date not taken, negative hours to reflect the 1 day and a comment showing why you made this change.

  5. Click the Submit button.
    Request_1.jpg

Further information

Projected leave visibility: Full-time employees

The calculation used by the HR Platform to determine an employee's projected leave balance depends on what you selected within the employee's pay details. To see the details on who can see their projected leave balance, refer to the table below.

Custom work hours enabled Paying employee their normal working hours by default Timesheet type Project Leave Visible
Enabled Enabled Use timesheets for exceptions only.  
Enabled Disabled Use timesheets to submit all time worked.  
Disabled Enabled Use timesheets for exceptions only.  
Disabled Enabled Do not use timesheets.  
Enabled Enabled Do not use timesheets.  
Disabled Enabled Use timesheets to submit all time worked.  
Enabled Enabled Use timesheets to submit all time worked.  
Disabled Disabled Use timesheets to submit all time worked.  
Disabled Disabled Use timesheets for exceptions only.  
Disabled Disabled Do not use timesheets.  
Enabled Disabled Use timesheets for exceptions only.  
Enabled Disabled Do not use timesheets.  
Projected leave visibility: Part-time employees

The calculation used by the HR Platform to determine an employee's projected leave balance depends on what you selected within the employee's pay details. To see the details on who can see their projected leave balance, refer to the table below.

Custom work hours Paying employee their normal working hours by default Timesheet type Projected Leave Visible
Enabled Enabled Use timesheets for exceptions only.  
Enabled Disabled Use timesheets to submit all time worked.  
Disabled Enabled Use timesheets for exceptions only.  
Disabled Enabled Do not use timesheets.  
Enabled Enabled Do not use timesheets.  
Disabled Enabled Use timesheets to submit all time worked.  
Enabled Enabled Use timesheets to submit all time worked.  
Disabled Disabled Use timesheets to submit all time worked.  
Disabled Disabled Use timesheets for exceptions only.  
Disabled Disabled Do not use timesheets.  
Enabled Disabled Use timesheets for exceptions only.  
Enabled Disabled Do not use timesheets.  

Author recommended

So you have now made a leave request and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

  • HR mobile app: Request Leave This article covers how you can submit a leave request via your mobile phone by using the Employment Hero mobile app.
  • HR Platform: My Leave This article covers how you can view the status of your leave requests i.e. are they approved, pending or declined, and also how to update a leave request if the details have changed.
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