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Submit, view and edit time off

Updated

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: Employee, Manager, Admin

The time off feature lets you submit a time off request for approval, view the status of your time off requests, and view your past time off submissions. If your time off request falls on a day off or a public holiday, you do not need to put in multiple time off requests to avoid these days. Your HR Admin has set you up based on your ordinary work days and hours, and applied the relevant public holiday calendar. If you have any concerns, speak to your HR Admin.

Daily activities

Submit a time off request

Warning

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 time off request displays their correct hours.

  1. Click the Time menu.
  2. Under Time Off, click the My Time Off submenu.
  3. Click the Add Time Off Request button.

  4. Complete the following fields:

    • Time off type.
    • Time off days
    • Note: (Optional)
    • File Uploads

    Helpful Hint

    You can apply for future time off and see your accrued time off balance, even if you have not accrued enough time off. The platform will accommodate the request as projected time off, but it does not consider pending time off requests in this calculation.

  5. Click the Submit button.

    Helpful Hint

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

View my time off balance
  1. Click the Time menu.

  2. Under Time Off, click the Time Off submenu.

    Important

    You will now see your time off balances in the My Time Off Requests screen. There will be a horizontal bar per time off type that shows your:

    • Approved time off requests (in green)
    • Pending time off requests (in orange)
    • Remaining time off balance (in grey)
View my future time off year balance
  1. Click the  Time menu.

  2. Under Time Off, click the Time Off submenu.

    Important

    You will now see your time off balances in the My Time Off Requests screen. There will be a horizontal bar per time off type that shows your:

    • Approved time off requests (in green)
    • Pending time off requests (in orange)
    • Remaining time off balance (in grey)

  3. Click the View future year button.

    Helpful Hint

    You can now see your approved and pending time off requests and balances for the following year. Depending on what your organization has set up, 'future year' may refer to the next calendar year or the next financial year.

View my time off request
  1. Click the Time menu.
  2. Under Time Off, click the Time Off submenu.
  3. Click the Filter button.
  4. Filter your search based on:
    • Date Range.
    • Time off Type.
    • Status.
  5. Click the Search button.
  6. Click the Actions drop-down button.

  7. Click the View button.

    Helpful Hint

    You can now view the details of your time off request.

Add a time off request from the time off calendar as an employee
  1. Log in to Employment Hero.
  2. Click on Time on the left-hand side menu.
  3. Click on My Time Off.
  4. Scroll to the bottom of the screen to view your time off calendar
  5. Go over the day on which you wish to add a time off request.
  6. Click on the plus sign. 
  7. Add the following details:
    • Time off type
    • From
    • Time off duration
    • To
    • Comment (optional)
    • File upload.
  8. Click on Submit in the bottom right-hand side of the pop-up window. 
     
Add a time off request as a manager or admin
  1. Log in to Employment Hero.
  2. Click on Time on the left-hand side menu.
  3. Click on Time Off Management.
  4. Click on Time Off Request.
  5. Click on the Add a new time off request button.
  6. Add the following details:
    • Who is this time off request for?
    • Personnel
    • Time off type
    • From
    • Time off duration
    • To
    • Note (optional)
    • File upload.
  7. Click on Save or Approve in the bottom right-hand side of the pop-up window. 
     

Editing data

Edit my time off request

Helpful Hint

We recommend checking with your employer before editing any time off requests that they ‌have already processed in a pay period. If the Action button is not visible, you cannot edit your time off request and should reach out to your employer for further assistance.

  1. Click the Time menu.
  2. Under Time Off, click the Time Off Management submenu.
  3. In the Time-Off request tab, click the Actions drop-down button.
  4. Click the Edit button.
  5. Make the required changes.
  6. Click the Submit button.
     

Removing data

Delete my time off request

Helpful Hint

We recommend that you check with your employer before deleting any time off requests that they have already processed in a pay period. If the Action button is not visible, you are unable to delete your time off request and will need to reach out to your employer for further assistance.

  1. Click the Time menu.
  2. Under Time Off, click the Time Off Management submenu.
  3. In the Time-Off request tab, click the Actions drop-down button.
  4. Click the Delete button.
     

Further information

Definitions: Time off status
Pending. Your time off is waiting on your manager to approve.
Approved. Your manager has approved your time off.
Processing. One of the two required managers has approved a two-level time off request.
Declined. Your manager has rejected your time off request.
Definitions: Clock symbols
Created at. Provides a timestamp of the time off request creation date.
Synced at. Provides a timestamp of when the time off request tried to sync with Employment Hero Payroll.
Sync successful. States whether the synchronisation of the time off request between Employment Hero and Employment Hero Payroll has been successful.
Edited at. Provides a timestamp of the last edit done to the time off request after a previous Employment Hero Payroll synchronisation attempt.
Definitions: Symbols
Icon.  Name.  Description. 
Blue clock.  Used for pending or declined time off requests that have not synchronised with Employment Hero Payroll. 
Green clock.  Used for approved time off requests that have synchronised with Employment Hero Payroll. 
Red clock.  Used for approved time off requests that have not synchronised with Employment Hero Payroll. 
Orange clock.  Used for pending, approved, or declined time off requests that have had changes made to them after being synchronised with Employment Hero Payroll. 
Aeroplane. You can use the Aeroplane symbol to see if a time off request includes public holidays. The Aeroplane symbol will only show next to approved time off requests. 
Message.  This means the employee has left a note regarding this time off request. 
Download.  This means the employee has attached a file to this time off request. 
Exclamation.  Used to alert an Admin that the employee has entered time off hours for a public holiday. 

Frequently asked questions

Can I apply for time off if I do not have a positive time off balance
You can still apply for future time off even if you have not accrued enough time off, as the platform will accommodate the request as projected time off, but it does not consider pending time off requests in this calculation.
Why can I not see a time off type I am meant to have?
It is best to check this with your employer. Employers, depending on the payroll connection type, can hide certain time off types. If you believe this is a mistake, let your employer know.
Why can I not view all my time off balances?
It is best to check this with your employer. Employers, depending on the payroll connection type, can hide certain time off balances. If you believe this is a mistake, let your employer know.

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