HR platform: Leave management

Overview

Employee leave management is the processes and policies designed for your business to handle requests for time-off for staff leave, inclusive of vacation, holidays, sick leave, and parental leave. A successful leave management system provides a way to manage these requests and ensures your organisation takes care of both your employees' needs and your company's legal requirements.

The HR Leave Management feature allows you to approve or decline employee submitted leave requests, with the ability to see their leave balance and any conflicting leave requests. You can also use this feature to submit a request on behalf of an employee, edit a submission if it contains errors, and delete a record if it is no longer required.

If your employees have a primary and secondary manager and you wish to have both managers approve the leave request, you can do this through the Two-Level Leave feature. To read further details on how to enable this feature, refer to the following article.

Before being able to manage leave requests within your organisation you will need to:

HR Best Practice

Good maintenance of leave requests is an essential part of your pay run. It's important to hold your managers accountable for approving leave in a timely manner so that not only can your employees plan their time-off accordingly but also so your payroll admins have all the information they need to process the pay run accurately.

A reminder that if you connected your HR platform to a Payroll platform, leave requests will only sync once approved. Our HR Experts recommend the use of the Leave Request Report so you have full visibility on the status of your organisation’s leave requests and can follow up as needed.

Availability

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

  This is the default access level, excluding any changes made via our Custom Security feature.

Getting started

Submit leave on behalf of an employee

Warning

The total hours taken for each day depend's on the employment settings that your company has set. You will need to verify that part-time employees have the correct auto-populated value for each day.

Important

When an administrator submits leave on behalf of another employee, the system will automatically approve the leave.

When an admin submits a personal leave request, the system will automatically approve the leave request unless the admin has a primary manager assigned to them on their profile.

  1. Click the   Leave menu.
  2. Click the Management submenu.
  3. Click the Add New Leave Request button.
    Leave_1.jpg
  4. Complete the following fields:
    • Employee.

    Important

    Enter the name of the employee who you are submitting a leave request on behalf of, do not enter the person's name who is submitting this leave request.

    • Leave category.

    Important

    The leave types available depend on what leave allowance, pay category, and award selected within the employee file. To read further details on how to view an employee's pay details, refer to the following article.

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

    Helpful Hint

    You can click on the Expand button to display the leave details for each month.

    Important

    If you are only submitting a half day off work on behalf of your employee, then you can edit the value within the Hours field. For example, instead of nominating eight hours for a full day of leave, you can nominate four hours for a half day of leave.

  6. Click the Submit button.
    Leave_2.jpg
Approve leave requests: Individually
  1. Click the   Leave menu.
  2. Click the Management submenu.
  3. Click the Action button.
  4. Click the View button.
    Leave_3.jpg
  5. Click the Approve button.
    Leave_4.jpg
Approve leave requests: In bulk
  1. Click the   Leave menu.
  2. Click the Management submenu.
  3. Select the employees that need a leave request approved.
  4. Click the Approve Selected button.
    Leave_5.jpg
Decline leave requests: Individually

Warning

When an admin approves a leave request, it automatically synchronises with your payroll platform. If you decline a processed leave request, it triggers a notification that the platform sends to your payroll administrator, requiring them to update the employees' leave request on the payroll platform. The payroll platform will not automatically process the change.

To read further details on how to view the designated payroll administrator on the HR platform, refer to the following article.

  1. Click the   Leave menu.
  2. Click the Management submenu.
  3. Click the Action button.
  4. Click the View Details button.
    Leave_6.jpg
  5. Click the Decline button.
    Leave_7.jpg
Decline leave requests: In bulk

Warning

When an admin approves a leave request, it automatically synchronises with your payroll platform. If you decline a processed leave request, it triggers a notification that the platform sends to your payroll administrator, requiring them to update the employees' leave request on the payroll platform. The payroll platform will not automatically process the change.

To read further details on how to view the designated payroll administrator on the HR platform, refer to the following article.

  1. Click the   Leave menu.
  2. Click the Management submenu.
  3. Select the employees that need a leave request declined.
  4. Click the Decline Selected button.
    Leave_8.jpg
  5. Enter the reason for declining the leave request and click the Decline button.
    Leave_9.jpg

Maintain

Filter the displayed leave requests

Important

A primary and/or secondary manager can only view their employees' submitted leave requests, whereas an administrator can view all submitted leave requests.

  1. Click the   Leave menu.
  2. Click the Management submenu.
  3. Click Filter button and choose from the following options:
    • Date range.
    • Personnel.
    • Leave category.
    • Status:
      • Pending leave.
      • Approved leave.
      • Declined leave.
    • Employee status:
      • Direct employees.
      • Indirect employees.
      • All employees.
  4. Click the Search button.
    Leave_10.jpg
View an employee's leave request

Important

The ability to view a leave request is only available if the payroll platform has processed the leave request within a pay run and imported the pay slips into the HR platform. Use the Clock symbol to see the payroll status of the leave request. You can access further information on the meaning of the clock symbol in this article section Definitions: Symbols.

  1. Click the   Leave menu.
  2. Click the Management submenu.
  3. Click the View button.
    Leave_11.jpg

    Helpful Hint

    You will now see the details of the leave request on your screen.

    Leave_12.jpg
View an employee's leave balance

Warning

Employees that have not submitted a leave request will not appear on the Leave management page. To view their leave balance, you will need to go to the request leave page and select that employee.

  1. Click the   Leave menu.
  2. Click the Management submenu.
  3. Hover over the   to see the leave balance details.
    Leave_13.jpg
View an employee's leave availability
  1. Click the   Leave menu.
  2. Click the Management submenu.
  3. Choose from the following filter options: 
    • Personnel.
    • Leave Category.
    • Status.
    • Reporting personnel:
      • Direct.
      • Indirect.
      • All Personnel
  4. Click the Seach button.

    Important

    A stroked shading shows a partial leave request, while a solid colour shows a full day’s leave request. To read further information on this feature, refer to the following article section Explanation: Partial leave.

    Leave_14.jpg
Edit an employee's leave request

Important

The ability to edit a leave request is only available for unprocessed leave requests. The HR platform marks a leave request as processed when the payslips for the pay run containing the applied leave request syncs over to your HR platform. Use the Clock symbol to see the payroll status of the leave request. You can access further information on the meaning of the clock symbol in this article section Definitions: Symbols.

  1. Click the   Leave menu.
  2. Click the Management submenu.
  3. Click the Action button.
  4. Click the Edit button.

    Helpful Hint

    Clicking the Edit button will redirect you to the Request Leave page.

    Leave_15.jpg

    Helpful Hint

    You can use the Expand button to display the leave details for each month.

    Important

    If you are only submitting a half day off work on behalf of your employee, then you can edit the value within the Hours field. For example, instead of nominating eight hours for a full day of leave, you can nominate four hours for a half day of leave.

  5. Make the required changes to your employees leave request, then click the Submit button.
    Leave_16.jpg
Delete an employee's leave request

Important

The ability to 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. Use the Clock symbol to see the payroll status of the leave request. You can access further information on the meaning of the clock symbol in this article section Definitions: Symbols.

  1. Click the   Leave menu.
  2. Click the Management submenu.
  3. Click the Action button.
  4. Click the Delete button.
    Leave_17.jpg
  5. Click the Delete button.
    Leave_18.jpg

Further information

Definitions: Leave status
Pending.  The leave request is waiting for a manager to approve. 
Approved.  A manager has approved a leave request. 
Partially approved.  One of the two required managers has approved a two-level leave request. 
Declined.  A manager has rejected a leave request. 
Definitions: Clock messages
Created at.  Provides a timestamp of the leave request creation date. 
Synced at.  Provides a timestamp of when the leave request tried to sync with Employment Hero Payroll. 
Sync successful.  States whether the synchronisation of the leave request between Employment Hero and Employment Hero Payroll has been successful. 
Edited at.  Provides a timestamp of the last edit done to the leave request after a previous Employment Hero Payroll synchronisation attempt. 
Definitions: Symbols
Icon.  Name.  Description. 
  Blue clock.  Used for pending or declined leave requests that have not synchronised with Employment Hero Payroll. 
  Green clock.  Used for approved leave requests that have synchronised with Employment Hero Payroll. 
  Red clock.  Used for approved leave requests that have not synchronised with Employment Hero Payroll. 
  Orange clock.  Used for pending, approved, or declined leave requests that have had changes made to them after being synchronised with Employment Hero Payroll. 
  Airplane.  You can use the Airplane symbol to see if a leave request includes public holidays. The Airplane symbol will only show next to approved leave requests. 
  Message.  This means the employee has left a note regarding this leave request. 
  Download.  This means the employee has attached a file to this leave request. 
  Exclamation.  Used to alert an Admin that the employee has entered leave hours for a public holiday. 
Explanation: Partial leave

If the hours requested for the day are less than the employee's ordinary work hours, it will become a partial leave request.

This means you can easily see when an employee will be away because:

  • A full day will show as a solid colour.
  • A partial day will show as a stroked colour.

Helpful Hint

The partial status does not refer to the leave being partially approved, it refers to the request being only a part of the employees’ ordinary workday, not a full day.

Workflow: Two-level leave requests

Once you have enabled the Two-Level Leave feature, your employees will require their leave request to have approval from their primary and secondary manager. The workflow for this process is:

  1. The employee lodges their leave request.
  2. The primary and secondary managers will receive an email notification of this leave request.
  3. A manager (any of the two managers) approves the leave request.

    Important

    The status of the request will change to Partially Approved, with the first manager's name appearing when hovering over the leave request in the availability section.

  4. The second manager now approves the leave request.

    Important

    The status of the request will show Approved, and both managers’ names will appear when hovering over the leave request in the availability section.

Author recommended

So you have now managed your employees 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: Leave approval This article covers the mobile app equivalent of what you have just read, and can walk you through how to manage employee leave requests on the go via your mobile phone. 
  • HR Leave Reports This section covers the different Leave Reports you can run on the HR platform, such as the Accrued Leave report or Leave Taken report.
Was this article helpful?

Comments

0 comments

Article is closed for comments.