Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR classic plans: Standard, Premium, Platinum
Available for the following user access levels: Manager, Admin
Please note that this article is not applicable to organisations using payroll classic with the HR classic platform.
To manage leave in Employment Hero, leave types and leave policies must be created in Employment Hero and assigned to your employees.
To manage the payment of that leave type, the payment set-up must be completed in your payroll classic platform:
- A leave type is the type of leave selected by the employee (e.g. Annual Leave).
- A leave policy determines the rules associated with that leave type (e.g. 25 days should be assigned on January 1st each year).
- The payment set-up of leave types determines how your employees are paid against a particular leave type and how the leave is reported in the pay-run.
This article is applicable for clients that have purchased Employment Hero Payroll classic and Employment Hero that have moved on to the new leave functionality. Full details of the new functionality can be found via the FAQs here.
Important
The following leave types and their corresponding payment set-up will be created in Employment Hero and Payroll classic by default.
- Statutory sick leave
- Statutory maternity leave
- Statutory adoption leave
- Statutory paternity leave
- Statutory parental bereavement leave
The following leave types will be auto-created in Employment Hero and Payroll classic by default, but the client must complete the payment set-up.
- Annual leave
- Sick leave
Availability
Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Interactive learning
Getting started
- Log into Employment Hero.
- Click the Settings menu.
- Click the Leave Settings submenu.
- Click the Add Leave Type button.
- Complete the following fields:
- Leave Type Name
- Leave Balance Tracking.
- Select Track balance accruals and leave taken if you want to add a policy to your leave type. A policy determining the balance and rules that should be assigned to the leave type If track balance accruals and leave taken is selected, the leave type in payroll automatically becomes an Entitlement Based Leave type.
- Select Only track leave taken if you do not wish to track a balance against this leave type. If Only track leave taken is selected, the leave type in payroll automatically becomes a standard leave type.
- Unit Type
- Select Days if your employees take their leave in days.
- Select Hours if your employees take their leave in hours.
- Select whether to Show leave after confirmed date.
- Select whether a Leave reason is required.
- Click the Save button.
- To add a leave policy, complete the following fields:
- Leave Policy Name
- Accrual Starts
- Amount Accrued
-
Add an additional tier if you award an additional balance to your employees based on length of service.
- Carry Over Amount - choose from None, Unlimited or up to X number of days
- Carry-Over Date (Note: your holiday calendar year will default here)
- Pro-Rata for Part Time/Casual Employees (select this option if you want your part-time workers to receive a pro-rated amount of leave)
- Leave Balance for New Employees
- Select Do not apply leave balance to employees on assignment if you want to manually assign balances to your new employees
- Select Apply full balance amount on employee assignment if your employees should receive the full amount of leave assigned to this policy
- Select Apply a pro rata amount on employee assignment if you want your employees to receive a pro-rated leave entitlement based on their start date in the current holiday calendar year (Note: the calculation is based on calendar days in a year)
- Click the Save button.
- To assign the policy to certain employees, drag their name from the Available column to the Selected column.
Helpful Hint
You can click the >> button to move all employees to the Selected column.
- Click the Save button.
- Log into Employment Hero.
- Click the Settings menu.
- Under Payroll Settings, click the Leave Settings submenu.
- Click the button.
- Click the Add Policy button.
- Complete the following fields:
- Leave Policy Name
- Accrual Details:
- Accrual Starts
- Amount Accrued
- Carry-Over Amount
- Carry-Over Date
- Pro Rata for Part Time/Casual Employees
- Leave Balances for New Employees
- Click the Save button.
- To assign the policy to certain employees, drag their name from the Available column to the Selected column.
Helpful Hint
You can click the >> button to move all employees to the Selected column.
- Click the Save button.
- Log into Employment Hero.
- On the dashboard, find your leave calendar widget.
- Hover over the leave period to view the dates.
- Click on the pending leave period to approve or decline the leave.
- Here you can approve or decline the leave request.
Approve or decline leave
Filter results
Important
A primary and/or secondary manager can only view their employees' submitted leave requests, whereas an administrator can view all submitted leave requests.
- Click the Time menu.
- Click the Leave Management submenu.
- Click the 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.
- Click the Search button.
Submit a request
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 an administrator submits leave for another employee, the platform will automatically approve the leave. When an admin submits a personal leave request, the platform will automatically approve the leave request unless the admin has a primary manager assigned to them on their profile.
- Click the Time menu.
- Click the Leave Management submenu.
- Click the Add New Leave Request button.
- Complete the following fields:
- Who is this leave request for?
- Personnel.
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 type.
Important
The leave types available depend on what leave allowance, pay category, and award you selected within their employee file. To read further details on how to view an employee's pay details, refer to the following article.
- Start date.
- Leave duration.
- End date.
- Comment.
- Click the Add Document button to add any required files.
Important
If you are only submitting a half day off work for 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. You can also specify whether the leave occurs during morning and afternoon/evening times by selecting AM or PM.
- Click the Approve button.
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 an administrator submits leave for another employee, the platform will automatically approve the leave. When an admin submits a personal leave request, the platform will automatically approve the leave request unless the admin has a primary manager assigned to them on their profile.
- Click the Time menu.
- Click the Leave Management submenu.
- Click the Add New Leave Request button.
- Complete the following fields:
- Who is thie leave request for?
Helpful Hint
You need to select either Multiple employees or Everyone.
- Personnel.
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 type.
Important
The leave types available depend on what leave allowance, pay category, and award you selected within their employee file. To read further details on how to view an employee's pay details, refer to the following article.
- Start date.
- Leave duration.
- End date.
- Comment.
- Who is thie leave request for?
- Click the Next button.
- Click the Approve button.
View and download employee data
Important
The ability to view a leave request is only available if the payroll classic platform has processed the leave request within a pay run and imported the pay slips into Employment Hero. Use the clock symbols to see the status of the leave request. You can learn more about them in the Definitions: Symbols tab in the Further information section at the bottom of this article.
- Click the Time menu.
- Click the Leave Management submenu.
- Click the Leave Balances tab.
- Click the search bar and filter based on:
- Personnel.
- Leave Category.
- Click the Search button.
- You will now see your employee's leave balance per category and any pending requests they may have. Their continuous employment date will be used to determine their leave balances.
Modify data
Important
You can only edit unprocessed leave requests. We mark a leave request as processed when the payslips for the pay run containing the applied leave request sync over to Employment Hero. Use the clock symbols to see the status of the leave request. You can learn more about them in the Definitions: Symbols tab in the Further Information section at the bottom of this article. Also, when an admin that has a manager edits an approved leave request that belongs to them, we will set the leave request to pending.
- Click the Time menu.
- Click the Leave Management submenu.
- Click the Action button.
- Click the Edit button.
Important
If you are only submitting a half day off work for 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.
- Make the required changes.
- Click the Approve button.
Warning
You can only delete a leave request if it you have not processed it yet in the payroll classic platform and pay slips you have not imported the pay slips into Employment Hero. Use the clock symbols to see the status of the leave request. You can learn more about them in the Definitions: Symbols tab in the Further information section at the bottom of this article.
Important
You can delete approved leave requests before terminating an employee, provided you have not processed the leave requests in your payroll classic platform.
Further information
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. |
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 classic has been successful. |
Edited at. | Provides a timestamp of the last edit done to the leave request after a previous Employment Hero Payroll classic synchronisation attempt. |
Icon. | Name. | Description. |
---|---|---|
Purple 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 synchronising with Employment Hero Payroll. | |
Aeroplane. | You can use the Aeroplane symbol to see if a leave request includes public holidays. The Aeroplane symbol will only show next to approved leave requests. | |
Message. | Employee has left a note regarding this leave request. | |
Download. | 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. |
Once you have enabled the Two-Level Leave feature, your employees will require their leave request to have approval from their primary and secondary managers. The workflow for this process is:
- The employee lodges their leave request.
- Primary and secondary managers will receive an email notification of this leave request.
- 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.
- The second manager now approves the leave request.
Helpful Hint
Employees with one manager will only require the primary manager to approve their request even though two-level leave approval is active.
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.
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