How do I approve leave?

How to Approve Leave

There are two methods to approve employee leave:

1. From the Requests section
2. From within the Leave section

• The Requests section will contain all requests made to you, such as leave requests or changes to employment details. The types of requests you can view will depend on the permissions assigned to you.

  For easier navigation, you can use the Requested by filter to search for requests from specific individuals.

  When an employee requests leave, you will receive a notification via email. By clicking the “Click here to review” button in the email, you will be redirected to the Requests section to review the request.

  

  If you do not wish to receive such email notifications, you may remove these notifications (you will still be able to approve leave from the Requests section). Click here for more information on how to do this.

  If you have permission to request and approve the leave of an employee (this might even include yourself), then any requests you make will be approved automatically without email notification.

  Click on Accept if you want to approve the leave request.A pop-up with the following leave information will appear: 

  

  You can edit the leave request details, such as the date, number of hours, and pay type. Once the leave is approved, the employee will receive the following email:

  

  To decline a request, click on “Reject”. You can optionally provide a reason for the rejection. Once rejected, the employee will receive the following email:
  
  
  

  The request section has several filtering options:
  
  
  You can sort by:

  • Requested by: This will allow you to view requests made by the person you have searched
  • Requested for: This will allow you to view requests which were made for a specific employee on their behalf
  • Department: This will allow you to view requests made by the persons in a specific department(s) you have searched for
  • Date requested on: This allows you to view requests made on made today, this week, last week, this month, last month, or requests which are older than a month;
  • Leave date filters: This allows you to filter leave requests based on a specific date range. You can also sort the requests by leave date rather than request date;
  • Quick filters: This allows you to search via predefined filters or by specific requests (Example: Vacation Leave, Changes to Employee Details, My Direct Reports)

• Alternatively, you can approve leave requests via the Leave section. To do so, turn on the “Leave which I can approve”. Click on the green tick to approve or the red cross to reject it:

  

  You can also change the way you view leave: List view or Calendar View.

  

Pay Type

If you have the “Approve Leave” permission you can change the Pay Type for the leave booked:

• If Full pay is selected, the leave amount will be given at the same hourly rate of the position history (as at the date of the leave). 
  

• If Half pay is selected, the leave amount is given pro-rata at 50%.
• If "Unpaid" is selected, no pay will be given for the hours booked under this leave request. No paid leave entitlements will be deducted if unpaid is booked, however, the base entitlements will be impacted.

   

  For example: If an employee has 20 days of annual leave and takes 2 days of unpaid leave, their annual leave entitlement will be reduced by the amount of leave hours that would have been accrued for the 2 days of unpaid leave. 

We do not recommend changing the Pay Type, as the system automatically determines when an employee's full pay balance has been consumed. 

Multi-level Approvals

You can also set up multi-level leave approval, meaning that when an employee requests leave, it must be approved by more than one approver before it is finalised. For more details, refer to this article. 

Bulk Approvals

In the Requests section, you can approve multiple leave requests at once using the bulk approval feature. To do so:

1. Go to the “Request Section”
2. Click on “Bulk Actions”
3. Select “Bulk Review Leave Requests”

A popup window of all pending leave will be displayed. From here, one can decide to approve or reject leave requests one by one. Alternatively, you may click on Bulk Actions and approve/reject requests and change the pay type all at one go. Click confirm.

Filters may be used to bulk approve for specific employees. To do so:

1. Click on the filter icon 
2. Specify the criteria for your approval:

• • Approve or reject requests made by one or more employees.
  • Approve or reject requests made for specific employees.
  • Filter by requests made on a particular date.
  • Filter by requests within a specified date range