Managing leave requests

Overview

Having the right tools as a manager to process the leave requests your employees are submitting will significantly reduce the administrative time you spend on this task. The Leave Management feature has three core tools to assist you on this front. These tools are:

  • Leave filtering.
  • Leave details.
  • Leave avaibility.

Leave filtering provides you the tools to drill down into the data and allow you to see leave requests for a specific date or employee.

Leave details provide's you the tools to approve and decline employee submitted leaved. You can also see your employee's current leave balance at a glance.

Leave availability provides you the tools to compare when each of your employees leave requests occur, in a calender view. So you can easily see if there is any conflicting leave requests amongst your employees.

If your employees have a primary and secondary manager and you wish to have both managers approve submitted leave requests, you can do so through the Two-Level Leave function. For details on how to enable this function, refer to the following article

Availability

HR Plan:   Free   Standard   Premium   Platinum
Payroll Plan:   Standard   Premium

Getting started

Submitting leave on behalf of an employee

Warning

The total hours taken for each day depends 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 you submit 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 on the Leave menu.
  2. Click on the Management submenu button.
  3. Click the Add Leave Request button.
    Leave_1.jpg
  4. Complete the following fields:
    • Employee.

    Important

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

    • Leave category.

    Important

    You can select what type of leave this employee is taking, based upon the leave allowance, pay categories and awards that this employee is working under.

    • Start date.
    • End date.
    • Comment.
  5. Click the Add Document button to add any required files.
    Leave_2.jpg

    Helpful Hint

    You can use the Arrow 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 Leave button. 
    Leave_3.jpg
Approving leave requests: Individually
  1. Click on the Leave menu.
  2. Click on the Management submenu.
  3. Click on the Action button.
  4. Click the View Details button.
    Leave_4.jpg
  5. Click the Approve button.
    Leave_5.jpg
Approving leave requests: In bulk
  1. Click on the Leave menu.
  2. Click on the Management submenu.
  3. Click the Selection Box next to each employee line who needs leave approved.
  4. Click the Approve Selected button.
    Leave_6.jpg
Declining leave requests: Individually
  1. Click on the Leave menu.
  2. Click on the Management submenu.
  3. Click on the Action button.
  4. Click the View Details button.
    Leave_7.jpg
  5. Click the Decline button.
    Leave_8.jpg
Declining leave requests: In bulk
  1. Click on the Leave menu.
  2. Click on the Management submenu.
  3. Click the Selection Box next to each employee who needs leave declined. 
  4. Click the Decline Selected button.
    Leave_9.jpg
  5. Enter the reason for declining the leave and click the Decline button.
    Leave_10.jpg

Maintain

Filtering leave requests

Important

Only an employee's primary and/or secondary manager can view their submitted leave requests. An admin however can view all submitted leave requests.

  1. Click on theLeavemenu.
  2. Click on theManagementsubmenu.
  3. Use the following fields in the Leave Management page to filter your employee leave requests:
    • Date range.
    • Employee.
    • Leave category
    • Status:
      • Pending leave.
      • Approved leave.
      • Declined leave.
    • Employee status:
      • Direct employees.
      • Indirect employees.
      • All employees.
  4. Click the Filter button.

    Helpful Hint

    This page will now display the filtered results in the Leave Details section.

    Leave_11.jpg
Editing an employee's leave request

Important

The ability to edit a leave request is only available if payroll has not processed the leave request. 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 on the Leave menu.
  2. Click on the Management submenu.
  3. Click on the Action button.
  4. Click the Edit button.
    Leave_12.jpg

    Helpful Hint

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

    Leave_13.jpg

    Helpful Hint

    You can use the Arrow 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 Re-Submit for Approval button. 
    Leave_14.jpg
Viewing an employee's leave request

Important

The ability to view a leave request is only available if payroll has processed the leave request. 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 on the Leave menu.
  2. Click on the Management submenu.
  3. Click the View Details button.
    Leave_15.jpg

    Helpful Hint

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

    Leave_16.jpg
Viewing 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 on the Leave menu.
  2. Click on the Management submenu.

    Helpful Hint

    You can view your employee's leave balance in the Leave Detail section within the Leave Type column.

    The information displayed in the Leave Details section depends on the filtering and search results you have selected. For more information on filtering the displayed leave requests, refer to the filtering section of this article.

    Leave_17.jpg
Viewing an employee's leave availability
  1. Click on the Leave menu.
  2. Click on the Management submenu.
  3. Use the following fields in the Availability section to filter your employee's leave availability:
    • Month.
    • Year.

    Important

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

    Leave_18.jpg
Deleting an employee's leave request

Important

The ability to delete a leave request is only available if payroll has not processed the leave request. 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 on the Leave menu.
  2. Click on the Management submenu.
  3. Click on the Action button.
  4. Click the Delete button.
    Leave_19.jpg
  5. Click the OK button.
    Leave_20.jpg

Further information

Defintions: Leave status
Pending The leave request is waiting on a manager to approve.
Approved A manager has approved a leave request.
Declined A manager has rejected a leave request.
Defintions: 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 aspect does not refer to the leave being partially approved as part of the two-level leave approval process. It refers to the leave request being only a part of the employees’ ordinary workday, not the whole day.

Workflow: Two level leave requests
  1. The employee lodges their leave request.
  2. The primary and secondary managers will receive an email notification of this leave request.
  3. One manager (anyone of the two managers) approves the leave request.

    Important

    The status of the request remains Pending; However, the first manager's name will appear when hovering over the leave request in the availability section.

    Leave_21.jpg
  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.

    Leave_22.jpg
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