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:
Go to Reports > Payroll > Leave Requests > New Leave Request.
Select the employee and Leave Type. You will only be able to select leave categories which have been assigned to an employee in their Leave tab.
Enter the first and last date of leave.
If the leave request applies to a partial day, ensure that ‘I am taking full days off’ has not been ticked.
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.
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:
Click on the Date to view the leave request > Submit
Click Submit from the far right column of the pending request.
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:
Go to Reports > Payroll > Leave Requests.
Tick the checkbox for the request being deleted.
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.
If a NZ Annual Leave item is set to days, shift blocking in timesheets will be removed. Employees will be able to create multiple timesheet items on the same day and time, if the Annual Leave Item is selected on that day.
Please note that Astute Payroll supports annual leave in days being requested in a timesheet only. Applying for leave using a leave request is currently unsupported.
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.