Available for the following plans: Plus, Unlimited HR, Engage, Elite, Unlimited HR+Payroll,
Available for the following HR plans: Premium, Platinum
Available for the following User Access levels: Manager, Admin
When an employee leaves your organisation, it is important to ensure their records are accurate and that any outstanding requests are handled correctly. The platform automatically manages leave requests when a termination date is set, ensuring approval queues remain clean and payroll remains accurate.
This article shows you how to manage the following:
- Check for upcoming leave during termination
- Review leave during the notice period
- Identify auto-declined leave requests
- Further information
Check for upcoming leave during termination
When you enter a termination date for a permanent employee, the system performs a check to see if they have any pending or approved leave requests scheduled after their last day.
- Open the Termination Form for the employee.
- Enter the Termination Date.
- Review the system message:
- If leave exists after the date, a warning appears confirming that pending and approved leave will be automatically declined.
- If no leave exists, a message confirms there is no upcoming leave to decline.
- Confirm the termination to initiate the automatic decline process.
Helpful Hint
This feature applies to permanent employees only. Contractor offboarding is not in scope and does not trigger automatic leave cancellation.
Review leave during the notice period
The system distinguishes between leave taken before the last day of work and leave scheduled for after the employment ends.
- Leave before the termination date: Approved leave that starts and ends before the termination date remains untouched. Employees can take this leave as planned.
- Active leave: If an employee is currently on leave when the termination is processed, the active leave period continues unaffected.
- New requests: Employees can still submit leave requests for dates within their notice period. These requests follow the normal approval process and are not auto-declined.
Important
Any new leave request submitted for dates falling after the termination date will be automatically declined, even if the request is raised during the notice period.
Identify auto-declined leave requests
When a termination is confirmed, the system automatically actions the following for any pending or approved leave requests scheduled to start after the termination date:
- Declines all pending leave requests.
- Declines all previously approved future leave requests.
- Triggers the standard leave decline notification to the employee and the relevant manager.
This ensures approval queues are cleaned up and prevents payroll from processing leave for an employee who is no longer with the company.
Further information
No. Leave that is automatically declined due to termination cannot be reinstated by the system. If a termination date is moved to a later date or the offboarding is reversed entirely, the previously declined leave requests will remain declined. The employee will need to manually re-raise any leave requests they still wish to take.
Yes. If an employee is terminated with immediate effect, any pending or approved leave requests starting after the current date are automatically declined to ensure a clean offboarding.