Submit Leave Requests as an Administrator (NZ.)

Overview

Leave requests can be submitted on behalf of an employee by a Staff/Admin user with System or Payroll Administrator permissions.

Create a Leave Request

To create a leave request for an employee:

1. Go to Reports > Payroll > Leave Requests > New Leave Request.

2. Search for the relevant employee by entering a minimum of 3 characters in the Employee field, then click on the name of the employee.

3. Select the Leave Type from the dropdown list. You will only be able to select leave categories which have been assigned to an employee in their Leave tab.

4. Enter the first and last date of leave.

5. If the leave request applies to a partial day, ensure that ‘I am taking full days off’ has not been ticked.

6. Select the job that the leave applies to from the dropdown list of jobs assigned to the employee. 
7. Add any notes for the leave request. This field is optional.

8. Click Next.

9. Check the Start and Finish times.

   • If the ‘I am taking full days off’ checkbox is ticked, you will only need to confirm that the pre-filled Start and Finish times are correct.

   • If the ‘I am taking full days off’ checkbox is not ticked, enter the Start and Finish times manually.

10. Click Save or Submit.

Leave request hours will appear in a timesheet, if the leave request is submitted for approval prior to the timesheet for the same period.

Submit a Pending Leave Request

Saving a leave request will set the request with a status of ‘Pending Submission’ and will store the current information that has been entered without submitting the request for approval.

There are three ways that you can submit a Pending Submission request from the Leave Requests report:

1. Click on the Date to view the leave request > Submit

2. Click Submit from the far right column of the pending request.

3. Tick the checkbox to the left of the leave request > With selected leave requests… > Delete > Go. This method can be used to bulk submit pending leave requests.

Delete a Leave Request

You can delete a leave request with a status of ‘Pending Submission’ or ‘Rejected’. Submitted leave requests will need to be either cancelled or rejected before you can delete them.

To delete a leave request:

1. Go to Reports > Payroll > Leave Requests.

2. Tick the checkbox for the request being deleted.

3. Click With selected leave requests… > Delete > Go.

You can also delete a Pending Submission request by clicking the ‘Delete’ option to the right of the leave request details.

Request Leave in Days

If you are requesting leave using a leave categories that accrue in days (eg Annual Leave, Annual Leave in Advance), you will need to do this by adding the leave item in the employee's timesheet, then select the  fraction of the day being taken from the dropdown list. 

By default, the dropdown options will increase by 0.25 (ie ¼ day, ½ day, ¾ day), with a limit of 1 unit to request a full day of leave. 

Important: If a NZ leave item is set to days, shift blocking in timesheets will be removed. 

This means that an employee can enter base hourly work for a particular time period (eg 9am-5pm) as well as a full day of daily leave on the same day, and there will not be any validation of whether the time blocks overlap.

This will need to be manually managed by the timesheet approver. 

Submit Leave for a Previous Period

Leave requests can’t be created for periods where a timesheet has already been approved.

You will receive an error banner in your portal to advise if the leave dates you are submitting fall in a period with an approved timesheet.

The leave will need to be processed in an adjustment timesheet or you can reset the original timesheet.