Available for the following EmploymentOS plans: Lite, Plus, Unlimited, Essentials, Engage, Elite
Available for the following HR Classic plans: Standard, Premium, Platinum
Available for the following user access levels: Manager, Admin
Employee time off management is the process and policies designed for your business to handle requests for time off for staff time off. This may include holidays, sick leave, and parental time off. A successful time off management platform provides a way to manage these requests and makes sure your organisation takes care of both your employees' needs and your company's legal requirements.
The HR time off management feature allows you to approve or decline employee-submitted time off requests, view their time off balance, and delete records when they are no longer needed.
Important
Before being able to manage time off requests within your organisation, you will need to:
- Make sure all your employees have an assigned manager.
- Enable and assign locations and public holiday calendars.
Approve or decline time off
- Click the Time menu option.
- Click the Time Off Management submenu option.
- Click the Action button.
- Click the View button.
- Click the Approve button.
- Click the Time menu option.
- Click the Time Off Management submenu option.
- Select the employees that need a time off request approved.
- Click the Approve Selected button.
- Click the Time menu option.
- Click the Time Off Management submenu option.
- Click the Action button.
- Click the View button.
- Click the Decline button.
- Click the Time menu option.
- Click the Time Off Management submenu option.
- Select the employees that need a time off request declined.
- Click the Decline Selected button.
- Enter the reason for declining the time off request.
- Click the Decline button.
Filter results
Important
A primary and/or secondary manager can only view their employees' submitted time off requests, whereas an administrator can view all submitted time off requests.
- Click the Time menu option.
- Click the Time Off Management submenu option.
- Click the Filter button and choose from the following options:
- Date range.
- Personnel.
- time off category.
- Status:
- Pending time off.
- Approved time off.
- Declined time off.
- 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 time off for another employee, the platform will automatically approve the time off. When an admin submits a personal time off request, the platform will automatically approve the time off request unless the admin has a primary manager assigned to them on their profile.
- Click the Time menu option.
- Click the Time Off Management submenu option.
- Click the Add New Time Off Request button.
-
Complete the following fields:
- Who is this time off request for?
- Personnel.
Important
Enter the name of the employee you are submitting a time off request for. Do not enter the name of the person who is submitting this time off request.
- Time off type.
Important
The time off types available depend on what time off 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.
- Time off 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 time off, you can nominate four hours for a half day of time off. You can also specify whether the time off 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 time off for another employee, the platform will automatically approve the time off. When an admin submits a personal time off request, the platform will automatically approve the time off request unless the admin has a primary manager assigned to them on their profile.
- Click the Time menu option.
- Click the Time Off Management submenu option.
- Click the Add New Time Off Request button.
-
Complete the following fields:
-
Who is thie time off 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 time off request for. Do not enter the person's name who is submitting this time off request.
- time off type.
Important
The time off types available depend on what time off 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.
- Time off duration.
- End date.
- Comment.
-
- Click the Next button.
- Click the Approve button.
Important
Once you approve a re-submitted time off request, the time off request will re-sync automatically.
- Click the Time menu option.
- Click the Time Off Management submenu option.
- Click the Actions button.
- Click the Edit button.
- Make the required changes.
- Click the Approve button.
- Log in to Employment Hero.
- On your Employment Hero dashboard, you will see your time off calendar.
- Hover over the day on which you wish to add a time off request.
- Click on the plus sign.
- Add the following details:
- Who is this time off request for?
- Personnel
- time off type
- From
- time off duration
- To
- Comment (optional)
- File upload.
- Click on Save or Approve in the bottom right-hand side of the pop-up window.
View and download employee data
- Click the Time menu option.
- Click the Time Off Management submenu option.
- Click the Time off Calendar tab.
- Here you will see your staff time off in calendar format.
Important
The ability to view a time off request is only available if the payroll platform has processed the time off request within a pay run and imported the pay slips into the HR platform. Use the clock symbols to see the status of the time off 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 option.
- Click the Time Off Management submenu option.
- Click the Actions button.
- Click the View button.
- Click the Time menu option.
- Click the Time Off Management submenu option.
- Click the Time Off Balances tab.
- Click the search bar and filter based on:
- Personnel.
- Time off Category.
- Click the Search button.
- You will now see your employee's time off balance per category and any pending requests they may have. Their continuous employment date will be used to determine their time off balances (for New HR platform users).
- Click the Time menu option.
- Under Time off, click the Time Off Management submenu option.
- Click the Time Off Calendar tab.
-
Choose from the following filter options:
- Month.
- Year.
- Click the Time menu option.
- Click the Time Off Management submenu option.
- Hover over the to see the time off approval details.
- Click the Time menu option.
- Under Time off, click the Time Off Management submenu option.
- Click the Time Off Balances tab.
- Click the search bar and filter based on:
- Personnel.
- time off Category.
- Click the Search button.
- Click the Download CSV button.
Editing data
Important
You can only edit unprocessed time off requests. We mark a time off request as processed when the payslips for the pay run containing the applied time off request sync over to Employment Hero. Use the clock symbols to see the status of the time off 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 time off request that belongs to them, we will set the time off request to pending.
- Click the Time menu option.
- Click the Time Off Management submenu option.
- 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 time off, you can nominate four hours for a half day of time off.
- Make the required changes.
- Click the Approve button.
- Log in to Employment Hero.
- Click on Time in the left-hand side menu option.
- Click on Time Off Management.
- Click on the Time Off Requests tab.
- On the time off request that you wish to edit, click on Actions.
- Click on Edit.
- Add in the time off taken on the days on which you have a time off request.
The employee cannot edit or delete their own time off requests at this stage if the request is already approved and the time off period has started. However, this is not categorically blocked. The request can only be edited by:
- The employee's manager
- An account admin or account owner
If the time off period started before it was approved (i.e. it's still pending), the employee can still edit/delete it.
Option 1 — Negative time off request in Employment Hero HR Create a negative time off request for the extra days to adjust the visible balance in HR. This does not sync to Payroll — you will still need to correct the time off request in Employment Hero Payroll also.
Option 2 — Edit in Employment Hero Payroll Update the time off request in Payroll to the correct dates and hours. Changes made in Payroll do not flow back to HR, but once processed in a pay run, balances will reflect correctly.
In both cases, the Payroll time off request must be updated for accurate processing.