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Review Leave Applications

A Manager receives employee leave applications via email. The email requesting the leave contains a link for the manager to log in.

  • The exact format of this link is controlled by the setting in the Review Application via Manager SS field on the Self Service Options screen or The Leave Applications are accessed through the My To Do List option. Managers can approve, reject or request more information for all submitted requests but only for employees they are authorised to view.
  • Once a status has been applied to the leave application the information is relayed back to the employee via email.
  • The transactions are imported into the Payroll to become part of the Payrun by using the Import Self Service Transactions option.
  • For employees who hold the top position of an Organisation Structure and do not report to another Position, e.g. the CEO, leave applications are auto approved.

 

ClosedReviewing Leave Applications

When an employee lodges a leave request through Self Service, they can opt to nominate a Manager and an alternate Manager to review their application. If this is done, the application is forwarded to the first nominated Manager for review.

If the review is not performed within a period of time set down by the System Administrator, the application is escalated to the alternate Manger for review.

If the review is still not carried out within a specified time, the employee is notified by e-mail that their application is still awaiting review. If the employee does not nominate an alternate Manager, the escalation process does not take place.

When an employee sends a Leave Application request for approval, they send the request via email to their Manager or the person who is to approve their leave.

The Manager, or authorised person, receives an email with the employee's leave request details and can review the application via the Leave Application Review window.

 

ClosedLeave Application Review

When an employee applies for leave the application is displayed on the Manager's To Do List for approval. If the leave application is subsequently escalated to another manager the leave application is reallocated to the To Do List for the escalating manager, and is not displayed when the original manager opens their Leave Applications folder.

However, when the original manager selects the Leave Planner button, the employee's leave details will be included in the display.

When an employee sends a leave application request, a Manager will receive an email. When the link is selected you will be taken to either the Leave Application Review screen or directly to the Log in window.

 

ClosedLeave Application Review window

Once signed on using your User Name and Password, the Leave Application Review screen allows you to Approve the Leave, Reject the Application, Request More Information and add a Manager's Comment, if necessary. This will generate an email which is automatically sent to the employee.

 

ClosedLog in Window

Once signed on select the Leave Application tab in the To Do List option.

Details of all leave applications made by employees requesting approval are displayed. The list of employees included in the Leave Application request is determined by the settings in the Display Levels Below Current Position field on the Self Service Options window.

  • A filter is available to select records.
  • Drilling down on Leave application records will provide detailed information.
  • The amount of leave (including pro rata) owing to the employee for a particular leave type is displayed as well as any other applications for leave of this type that have yet to be approved.
  • If the leave request is for sick leave, you will be advised if the Doctor's Certificate is available.
  • If the leave request is for other leave, the Reason For Leave is displayed.

The Approve, Decline and Request More Information buttons are used to respond to the leave application. This will generate emails which are automatically sent to the employee.

 

ClosedLeave Planner

Two Leave Planner buttons are displayed, each button provides access to leave planning information form a different perspective.

  1. The Leave Planner button at the top of the main screen accesses a calendar that displays all the employees who report to you and any leave applications that have been approved or are awaiting approval.
  2. The Leave Planner button beside the employee application on the main screen accesses a calendar which displays all the employees who report to you and any leave applications that have been approved or are awaiting approval. This calendar starts two weeks prior to the employee's leave application and displays the upcoming four weeks.

 

A bar chart displays Requested Leave, Approved Leave and Overlapping Leave (where an employee may have applied for leave more than once for the same dates.)

The calendar starts at today's date and displays the upcoming four weeks.

The list of employees can be sorted by ID Number or Name by using the Sort By options.

The Previous and Next buttons scroll the calendar forward or backwards in blocks of four weeks.

The Calendar button allows the selection of a different start date for the calendar.