Submit and edit leave and view Leave Calendar

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 make sure their leave request displays their correct hours.

Employees can submit half-day leave requests, in addition to full-day and multiple-day leave requests. The hours taken will be 50% of their standard work hours.

1. Click the  Time menu.
2. Under Leave, click the Leave submenu.
3. Click the Create Leave Request button.
   

4. Complete the following fields:

   • Leave category
   • From
   • To

   
   The Leave Balance section will update dynamically based on your selections. It includes:

   • Total Available: Your current balance plus any forecasted accruals.
   • Forecasted Accrual: Leave expected to accrue by the start of the leave period.
   • Deductions: Shows the impact of pending requests, approved requests, and this current request.
   • Projected Remaining Balance: Total Available minus total deductions.

   Note: You can click on View details in the Pending Requests or Approved Requests section to see start and end dates and hours for those requests.

5. Click the Submit button.

1. Click  Time on the main menu.
2. Select Leave from the submenu.
3. Click the Create Leave Request button.
   
4. Click the Get latest leave balance button.
   

The ability to view a leave request is only available if the payroll platform has processed the leave request in a pay run and imported the pay slips into the Employment Hero platform.

You can use the clock symbol to see the payroll status of the leave request. You can read more about the symbol by referring to the 'Definitions: Symbols' section in the Further Information section of this article.


 

1. Click  Time on the main menu.
2. Select Leave from the submenu.
3. Click the Filter button.
4. Filter your search based on:
   • Date Range
   • Leave Category
   • Status
5. Click the Search button.
   
6. Click the Actions dropdown button.
7. Click the View button.
   
8. View the details of your leave request on the Leave Request popup.

For users with access, the leave calendar is viewable to everyone in their organisation. You can use it to search for and view both your own and your colleagues' approved and pending leave.

The calendar will only be visible to you as an employee if your employer has enabled it in their Permissions.

 

1. Click  Time on the main menu.
2. Select Leave from the submenu.
3. Scroll down to the bottom of the My Leave Requests page to view the leave calendar section.
4. Use the search and filter options to customise the leave calendar display.
5. Refer to the displayed individual(s) and their leave dates in the calendar. (For privacy, only pending and approved leave dates are shown, but the reasons for leave are undisplayed.)
   

1. Click Time on the main menu.
2. Select My Leave from the submenu.
3. Scroll to the bottom of the screen to view your leave calendar
4. Hover over the day on which you wish to add a leave request.
5. Click on the plus sign.
   
6. Add the following details:
   • Leave type
   • From
   • Leave duration
   • To
   • Comment (optional)
   • File upload.
7. Click on Submit in the bottom right-hand side of the pop-up window. 
   

1. On your Employment Hero dashboard, refer to your leave calendar.
   
2. Hover your cursor over the day you want to add a leave request to.
3. Click on the plus (+) button.
   
4. Add the following details:
   • Who is this leave request for?
   • Personnel
   • Leave type
   • From
   • Leave duration
   • To
   • Comment (optional)
   • File upload.
5. Click on Save or Approve in the bottom right-hand side of the pop-up window. 

When an employee requests paying any type of leave at half pay, three options can be recommended:

Option 1: Create Leave requests based on the pay schedule.

For example, you can create leave requests weekly or fortnightly for half the usual number of hours.

• Pros: Able to apply the full leave to each pay run.
• Cons:
  • Multiple leave requests.  If they normally work 40 hours, then the leave request will be for 20 hours, say annual leave and then a second leave request for Leave without pay for the other 20 hours. These should be created in the HR platform.
  • Leave requests may be confusing for the employee, as the platforms will prefill the usual hours.
    • If created in HR, they will need to adjust the hours, day by day, to half the usual amount. Then, create the unpaid leave in a similar way. When creating the subsequent leave applications for the same day, the system will not pick up that there is already an application in place for that day and will offer the full hours available for that day instead of the half remaining.
    • If created in Payroll, in regard to the subsequent unpaid leave, while the system will prefill the usual hours, it will also show the overlapping leave request and the hours outlined as a guide.

Option 2: Create a leave request for the total period.

• Pros: Two requests for the employee (paid and unpaid).
• Cons: Manual application of leave applications is required in the pay run for the appropriate hours.
  • Would also recommend a pay run task be set up for the period as a reminder to do the adjustment.

Option 3: (Hybrid) Employee creates two leave requests for the total period.

Once created and approved, an Admin enters the payroll platform leave application and changes the finish date to the end of the first pay run covered by the leave. They then create further leave requests with dates that align with the pay run dates. This will need to occur for both the paid and unpaid leave.

• Pros:
  • The employee only has to create two requests.
  • Full leave requests can be applied to the pay run.
• Cons: The Admin needs to adjust the initial request and create further requests

The option chosen will depend on your business circumstances and perhaps the leave type taken. For example, whether this is a frequent request from multiple employees as opposed to a one-off request from one employee will affect the decision as it relates to the subsequent actions.

In all cases, best practice dictates that an unpaid leave request for the other half of the hours also be created and processed for each pay run. This completes the administrative side of the transaction so that it is clear to all that the half pay is intentional and the other hours are accounted for in leave reporting.

If you need to make changes to a leave request, you can do so via the Actions menu. Note: If you edit a leave request that was already approved, it will return to a Pending status and require re-approval from your manager.

1. Click  Time on the main menu.
2. Select Leave from the submenu.
3. Click the Actions dropdown button.
4. Click the Edit button.
   
5. Make the required changes.
6. Click the Submit button.
   

Please note: If a leave request is locked, it may have already been applied in a payrun and its not possible to Edit it in the Employment Hero HR platform.

To ensure payroll accuracy and compliance, the platform prevents employees from deleting leave requests that have already been Approved or were previously approved.

1. Click  Time on the main menu.
2. Select Leave from the submenu.
3. Click the Actions dropdown button.

4. If the request is secured (approved or previously approved), the Delete option will be greyed out and show a lock icon.

   

5. Hover your mouse over the locked Delete button to view the informative message:

   "You cannot delete an approved or previously approved leave request. Please contact your manager to cancel the request."

There is an occasional issue where external calendar invites in Microsoft Outlook show the wrong date, meaning it is inconsistent with the leave submitted in your Employment Hero platform.

Click on and open the calendar invite often corrects the date display in Outlook.

This issue is due to how Outlook handles .ics calendar invites. As this is an Outlook-specific issue, we recommend contacting Outlook support directly if further assistance is required.