Managing my organisation leave requests - Payroll Web Platform

Overview

The Payroll Leave Management feature allows your managers or admins to approve or decline employee-submitted leave requests, with the ability to see the employees leave balance and any conflicting leave requests via the calendar display. You can also use this feature to submit a request for an employee, edit a submission if it contains errors, and delete a record. This article takes you through the processes of each of these features and how to perform the actions.

Warning

Leave requests will only flow from the HR platform to your payroll platform, i.e., this data connection is not bidirectional, and any changes made to leave requests in the payroll platform will not flow through to your HR platform. We advise you to make any leave request changes via the HR platform's Leave Management feature.

Availability

Payroll Plan:   Standard   Premium

Getting started

Submit leave for an employee
  1. Click the Leave menu.
  2. Click the Create Request submenu.
  3. Complete the following fields:
    • Employee.

    Important

    Enter the name of the employee you are submitting a leave request for; 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 is selected within the employee file. To read further details on how to view an employee's pay details, refer to the following article.

    • Notes
    • First day of leave.
    • Last day of leave.
  4. Click the Add button to add any required files.
  5. If required, select the Approve Immediately tick box.
  6. Click the Save button.
    Leave_1.jpg
Approve a leave request
  1. Click the Leave menu.
  2. Click the Manage Requests submenu.
  3. Click the Approve button.
    Leave_4.jpg
Decline a leave request
  1. Click the Leave menu.
  2. Click the Manage Requests submenu.
  3. Click the Decline button.
    Leave_5.jpg
  4. Enter the reason for declining and click the Decline button.
    Leave_6.jpg

Maintain

Filter leave requests
  1. Click the Leave menu.
  2. Click the Manage Requests submenu.
  3. Use the following fields to filter your employee leave requests:
    • Status:
      • Pending leave.
      • Approved leave.
      • Declined leave.
    • Leave period.
    • Leave category.
    • Group by:
      • Employee.
      • Leave category.
    • Employee.
    • Location.
    Leave_12.jpg
View an employee's leave balance
  1. Click the Leave menu.
  2. Click the Manage Requests submenu.
  3. In the Unit column hover over the total leave value.
    Leave_13.jpg
Viewing an employee's leave availability
  1. Click the Leave menu.
  2. Click the Leave Calendar submenu.

    Helpful Hint

    Clicking on an entry in the leave calender will bring up further details about that specific leave request.

    Leave_11.jpg
Download leave requests: Excel 
  1. Click the Leave menu.
  2. Click the Manage Requests submenu.
  3. Click the Excel button.
    Leave_7.jpg
Edit an employee's leave request

Important

Editing a leave request is only possible if you have not applied or part-applied it in a pay run.

  1. Click the Leave menu.
  2. Click the Manage Requests submenu.
  3. Click the Edit button.
    Leave_2.jpg
  4. Make the required changes and then click the Submit Request button.
    Leave_3.jpg
Delete an employee's leave request

Important

Deleting a leave request is only possible if you have not applied or part-applied it in a pay run.

  1. Click the Leave menu.
  2. Click the Manage Requests submenu.
  3. Click the Delete button.
    Leave_8.jpg
  4. Click the Delete button.
    Leave_9.jpg

Further information

Definitions: 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.

Author recommended

So you have now managed your leave reporting and you are now wondering, what next can I do. There are two recommendations I would make on this front and they are:

  • Leave liabilities report: Payroll WebThis feature allows you to create a report covering your employee's current and historical approved leave requests, with the ability to see details such as the leave value, total hours, and loading value.
  • Leave balances report: Payroll web This feature allows you to create a report that you can use to analyse each employee's current and historical leave balances and see details such as the leave value, loading value, and leave type.
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Comments

4 comments
Date Votes
  • This doesn't reflect the new integration with Swag where we were required to turn off Leave in HR.

    0
  • Hi Leonie Flitcroft

    Thanks for reaching out. I have created a ticket with the support team who are positioned to be able to assist with such queries. Your ticket number is Request # 1124317 and you can discuss this issue further with them as they will be able to assist with your enquiry

    0
  • forcing/directing us to come looking for pages really is a waste of my time. Tickets take too long to respond to as well. When you just need to fix something on the spot. Click on the bot for help, put in all the info and then get told to retype everything you just did as a ticket on the actual ticket page. If your going to do that, at least integrate the system so all the data you just wasted your time in to the bot gets transferred into the ticket.

    1 of 8 found this useful and i made it 1 out of 9. Probably a really good reflection of how hard it is to find the "correct" article that will actually be useful

    0
  • Hi Cary, thanks for your feedback. We're sorry you haven't found the system easy to use. We are continually working to improve the help centre and make it easier to find helpful content. Have you raised a ticket with our support team or would you like me to raise one on your behalf?

    0

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