Submit and edit time off and view Time off 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 time off request displays their correct hours.

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.

Employees can 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.

You can apply for future time off and check your accrued balance even if you have not yet accrued enough time off. The platform treats this as projected time off but does not factor in pending requests.

Additionally, you can request half-day time off alongside full-day and multiple-day options, with hours set at 50% of your standard work hours.

1. Click  Time on the main menu.
2. Select Time off from the submenu.
3. Click the Create Time off Request button.
   
4. Complete the following fields:
   • Time off category
   • From
   • To
5. Click the Submit button.
   

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

The ability to view a time off request is only available if the payroll platform has processed the time off 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 time off 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 Time off from the submenu.
3. Click the Filter button.
4. Filter your search based on:
   • Date Range
   • Time off Category
   • Status
5. Click the Search button.
   
6. Click the Actions dropdown button.
7. Click the View button.
   
8. View the details of your time off request on the Time off Request popup.

For users with access, the time off 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 time off.

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

1. Click Time on the main menu.
2. Select My Time off from the submenu.
3. Scroll to the bottom of the screen to view your time off calendar
4. Hover over the day on which you wish to add a time off request.
5. Click on the plus sign.
   
6. Add the following details:
   • Time off type
   • From
   • Time off 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 time off calendar.
   
2. Hover your cursor over the day you want to add a time off request to.
3. Click on the plus (+) button.
   
4. Add the following details:
   • Who is this time off request for?
   • Personnel
   • Time off type
   • From
   • Time off 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 time off at half pay, three options can be recommended:

Option 1: Create Time off requests based on the pay schedule.

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

• Pros: Able to apply the full time off to each pay run.
• Cons:
  • Multiple time off requests.  If they normally work 40 hours, then the time off request will be for 20 hours, say time off and then a second time off request for Time off without pay for the other 20 hours. These should be created in the HR platform.
  • Time off 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 time off in a similar way. When creating the subsequent time off 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 time off, while the system will prefill the usual hours, it will also show the overlapping time off request and the hours outlined as a guide.

Option 2: Create a time off request for the total period.

• Pros: Two requests for the employee (paid and unpaid).
• Cons: Manual application of time off 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 time off requests for the total period.

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

• Pros:
  • The employee only has to create two requests.
  • Full time off 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 time off 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 time off 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 time off reporting.

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 Actions button is not visible, this means you are unable to delete your time off request and will need to consult your employer for further assistance.

 

1. Click  Time on the main menu.
2. Select Time off 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 time off 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.

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 Actions button is not visible, this means you are unable to delete your time off request and will need to consult your employer for further assistance.

 

1. Click  Time on the main menu.
2. Select Time off from the submenu.
3. Click the Actions dropdown button.
4. Click the Delete button.
   
5. Click the Delete button.
   

There is an occasional issue where external calendar invites in Microsoft Outlook show the wrong date, meaning it is inconsistent with the time off 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.