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Manage leave

Loren Mathewson
Updated
EH Content Team

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   

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 and Employment Hero HR that have moved on to the new leave functionality. For full details of the new functionality, refer to this article. 

Important

The following leave types and their corresponding payment set-up will be created in HR and Payroll 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 HR and Payroll by default, but the client must complete the payment set-up.

  • Annual leave
  • Sick leave

  Interactive learning

Watch a video tutorial
Click here for an interactive demo

Getting started

Add a leave type, policy and assign your employees 
  1. Log into Employment Hero.
  2. Click the Settings menu.
  3. Click the Leave Settings submenu.
  4. Click on the + Add Leave Type button.
    screenshot of where to click on the plus sign add leave type button
  5. 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.
  6. Select whether to Show leave after confirmed date.
  7. Select whether a Leave reason is required.
  8. Click the Save button.
    screenshot of where to fill in the leave type name and settings, then click save
  9. To add a leave policy, complete the following fields:
    • Leave Policy Name
    • Accrual Starts
    • Amount Accrued add leave policy and click save.png
  10. Add an additional tier if you award an additional balance to your employees based on length of service.add extra tier to leave policy.png
    • 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) 
  11. Click the Save button. add details and extra tier then click save.png
  12. 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.

  13. Click the Save button.
    add details and extra tier then click save.png
Add a leave policy to an existing leave type
  1. Log into Employment Hero.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Leave Settings option.
  4. Click the  button.
  5. Click the Add Policy button.
    click on add policy.png
  6. 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
  7. Click the Save button.
    add leave policy and click save.png
  8. 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.

  9. Click the Save button.
    add leave type with details and click save.png
Manage leave from the Employment Hero dashboard
  1. Log into Employment Hero.
  2. On the dashboard, find your leave calendar widget.
    find your leave calendar widget
  3. Hover over the leave period to view the dates.
    hover over leave request to see dates
  4. Click on the pending leave period to approve or decline the leave.
    click on the pending leave request to approve of decline
  5. Here you can approve or decline the leave request.
    leave request pop up approve or decline

Approve or decline leave

Approve leave requests: Individually
  1. Log into Employment Hero.
  2. Click the  Time menu.
  3. Click the Leave Management submenu.
  4. Click the Action button.
  5. Click the View button.
    screenshot of the leave management screen, with a highlight on the view button for an employee's leave
  6. Click the Approve button.
    screenshot of the leave request pop up, highlighting the approve button
Approve leave requests: In bulk
  1. Log into Employment Hero.
  2. Click the  Time option in the left-hand side menu.
  3. Click the Leave Management submenu.
  4. Select the employees that need a leave request approved.
  5. Click the Approve Selected button.
    screenshot of the leave management screen, with three leave requests checked, highlighting the approve selected button
Decline leave requests: Individually
  1. Log into Employment Hero.
  2. Click the  Time menu.
  3. Click the Leave Management submenu.
  4. Click the Action button.
  5. Click the View button.
    screenshot of the leave management screen, with a highlight on the view button for an employee's leave
  6. Click the Decline button.
    screenshot of the leave request pop up, highlighting the decline button
Decline leave requests: In bulk
  1. Log into Employment Hero.
  2. Click the  Time menu.
  3. Click the Leave Management submenu.
  4. Select the employees that need a leave request declined.
  5. Click the Decline Selected button.
    screenshot of the leave management screen, with three leave requests checked, highlighting the decline selected button
  6. Enter the reason for declining the leave request.
  7. Click the Decline button.
    screenshot of the leave request pop up where to type the reason for declining th request, highlighting the decline button

Filter results

Filter the displayed leave requests

Important

A primary and/or secondary manager can only view their employees' submitted leave requests, whereas an administrator can view all submitted leave requests.

  1. Log into Employment Hero.
  2. Click the  Time menu.
  3. Click the Leave Management submenu.
  4. 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.
  5. Click the Search button.
    screenshot of the leave management screen, showing search filters and highlighting the search button

Submit a request

Submit leave for an employee: Individually

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.

  1. Log into Employment Hero.
  2. Click the  Time menu.
  3. Click the Leave Management submenu.
  4. Click the Add New Leave Request button.
    screenshot of the leave request screen, highlighting the add new leave request button
  5. 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.
  6. 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.

  7. Click the Approve button.
    screenshot of the create leave request pop up, with a highlight on the approve button
Submit leave for employees: In bulk

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.

  1. Log into your New Employment Hero HR platform.
  2. Click the  Time menu.
  3. Click the Leave Management submenu.
  4. Click the Add New Leave Request button.
    screenshot of the leave request screen, highlighting the add new leave request button
  5. 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.
  6. Click the Next button.
    screenshot of the create leave request pop up, highlighting the next button
  7. Click the Approve button.
    screenshot of the create leave request pop up, highlighting the approve button
Re-submit a leave request

Important

Once you approve a re-submitted leave request, the leave request will re-sync automatically.

  1. Log into Employment Hero.
  2. Click the  Time menu.
  3. Click the Leave Management submenu.
  4. Click the Actions button.
  5. Click the Edit button.
    screenshot of the leave requests tab, highlighting the actions and edit buttons for an approved leave
  6. Make the required changes.
  7. Click the Approve button.
    screenshot of the edit leave request pop up, highlighting the approve button

View and download employee data

View the leave calendar
  1. Log into Employment Hero.
  2. Click the  Time menu.
  3. Click the Leave Management submenu.
  4. Click the Leave Calendar tab.
  5. Here you will see your staff leave in calendar format.
    screenshot of the leave calendar, so users can easily see leave in calendar format

Helpful Hint

If you hover over the leave on the leave calendar, you will see the leave type and status.

hover over leave on caledar to see leave type and status
View an employee's leave request

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

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