One request for leave: an employee, a kind of leave, a first and last day, and a reason.
When to use it
When somebody asks for leave, and again when you decide it.
Before you start
The kinds of leave must already be set up, and the employee must exist. Approve before attendance for that month is built, for the reason below.
Where to find it
Open the HR area from the main menu, then Leave, then Leave Request.
The fields on this screen
| Field (on screen) | What to enter | Required |
|---|---|---|
| Employee | Who the leave is for. Their attendance for those days is what changes, so make sure it is the right person. | Yes |
| Leave Type | The kind of leave being taken, such as sick or annual. Pick it from the Leave Type list. | Yes |
| Leave Reason | Why the leave is being taken. It is required, and it is what the approver reads before deciding. | Yes |
| Half Day | (not explained yet) | No |
| From Date | First day of the leave. Once approved, every day from here to To Date is marked as leave on attendance. | Yes |
| To Date | Last day of the leave. A date earlier than From Date marks no days at all. | Yes |
| No of Days | How many days this leave covers. Type it in yourself - it is not worked out from the dates. | Yes |
| Approved | Tick to approve. Only an approved request marks those days as leave on attendance and in payroll. | No |
| Rejection Reason | Why the request was turned down. It is a note for the record; leaving Approved unticked is what refuses it. | No |
How it works
Approving is a tick. Ticked means approved, and leaving it unticked is what refuses the request. The rejection reason is only a note for the record.
An approved request is read when attendance for a period is first built. Every day from the first day to the last is then marked as leave on the grid. That is the only moment it is read, so approving a request after attendance for that period has been built changes nothing: the days stay as they were. If that happens, set the days yourself on Attendance Finalize.
A leave day is a paid day
Every approved leave day is marked as leave, whichever kind of leave was chosen, and a leave day does not reduce pay. The kind of leave does not make it unpaid. Neither do the paid and unpaid day figures on the Leave Type screen.
If leave is to be unpaid, somebody has to mark those days as loss of pay on the Attendance Finalize grid. Nothing else will do it, and nothing will warn you that it was not done.
Tips and common mistakes
- You type the number of days by hand. It is not worked out from the dates or checked against them, so it can disagree with the days actually marked.
- A last day earlier than the first day marks no days at all, and gives no message.
- Nobody checks anyone's remaining balance. No allowance is counted down and no request is refused for going over one, so track entitlements yourself.
- Write the reason properly. The approver reads it, and you will rely on it months later.
Related guides
- Leave Type: the kinds of leave offered here
- Attendance Finalize: where leave days land, and where unpaid days must be marked
- Attendance Regularization: for correcting a single worked day instead of booking leave