Submit, view and edit leave via the HR platform

The Leave feature allows you to submit a leave request for approval, view the status of your leave requests, and a history of your past leave submission. If your leave request falls over a day off or a public holiday, you do not need to put in multiple leave 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 leave 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 leave request displays their correct hours.

  1. Click the  Time menu.
  2. Under Leave, click the Leave submenu.
  3. Click the Create Leave Request button.
    screenshot of the my leave requests screen, with a highlight on the create leave request button
  4. Complete the following fields:
    • Leave category.
    • From.
    • To.

    Helpful Hint

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

  5. Click the Submit button.

    Helpful Hint

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

    screenshot of the request leave page, with a highlight on the submit button

View my leave balance
  1. Click the  Time menu.
  2. Under Leave, click the Leave submenu.

    Important

    You will now see your leave balances in the My Leave Requests screen. There will be a horizontal bar per leave category that shows your:

    • Approved leave requests (in green)
    • Pending leave requests (in orange)
    • Remaining leave balance (in grey)
    screenshot of the my leave requests screen, with a highlight on the leave balance graphs
View my future leave year balance

Important

The Future Leave Year Balance feature is only available for organisations that use the HR platform as a standalone. This means you cannot use the feature if your organisation's HR platform is integrated with a payroll platform.

  1. Click the  Time menu.
  2. Under Leave, click the Leave submenu.

    Important

    You will now see your leave balances in the My Leave Requests screen. There will be a horizontal bar per leave category that shows your:

    • Approved leave requests (in green)
    • Pending leave requests (in orange)
    • Remaining leave balance (in grey)
  3. Click the View future year button. screenshot of the my leave requests page, with a highlight on the view future year button

    Helpful Hint

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

    screenshot of the my leave requests page, with a highlight on the future year leave balances
View my leave request

Important

The ability to view a leave request is only available if the payroll platform has processed the leave request within a pay run and imported the pay slips into the HR platform. Use the   symbol to see the payroll status of the leave request. You can read more about the symbol in Definitions: Symbols in Further information.

  1. Click the  Time menu.
  2. Under Leave, click the Leave submenu.
  3. Click the Filter button.
  4. Filter your search based on:
    • Date Range.
    • Leave Category.
    • Status.
  5. Click the Search button.
    screenshot of the my leave requests page, with a highlight on the filter and search buttons
  6. Click the Actions drop-down button.
  7. Click the View button.
    screenshot of the my leave requests page, with a highlight on the actions and view buttons

    Helpful Hint

    You can now view the details of your leave request.

    screenshot of the leave request modal

Editing data

Edit my leave request

Helpful Hint

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

  1. Click the  Time menu.
  2. Under Leave, click the Leave submenu.
  3. Click the Actions drop-down button.
  4. Click the Edit button.
    screenshot of the my leave requests page, with a highlight on the actions and edit buttons
  5. Make the required changes.
  6. Click the Submit button.
    screenshot of the request leave page, with a highlight on the submit button

Removing data

Delete my leave request

Helpful Hint

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

  1. Click the  Time menu.
  2. Under Leave, click the Leave submenu.
  3. Click the Actions drop-down button.
  4. Click the Delete button.
    screenshot of the my leave requests page, with a highlight on the actions and delete buttons
  5. Click the Delete button.
    screenshot of the delete confirmation pop up, with a highlight on the delete button

Further information

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

Frequently asked questions

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

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