Leave Requests

Leave Requests are available with HR3 payroll only, not payroll Lite.

This function is used to prepare leave transactions in advance of the payrun. The requests can then be imported into the payrun at the time of processing.

ClosedTo View or Amend an Employee Leave Request:
  1. Once the employee file is open, select the Leave Requests node on the left.
    The Employee Details Leave Requests screen will open. It has two tabs:
  • Details which provides information about leave requests and where you can add a new leave request
  • Leave Request Form which Employees need to complete to request leave.

Creating a New Leave Request

  1. In the Details screen, click on the Add New button.
    A Leave Request pop up window will appear.
  2. Complete the following information as required:
Field Explanation
When
Fin Yr: Week No From the pop-up calendar, choose the financial year and week number of the payrun in which this leave will be processed. 
Status Select the status from the drop-down list. There are three available statuses, namely:
  • Requested which applies to a new leave request which has not yet been approved.
  • Approved which applies to leave which has been approved and can be processed.
  • Processed which applies to a leave request which has been previously imported into the payrun.

The remaining three are for HR3pay internal use only:
  • In Payrun is a leave request that is in a current payrun awaiting processing.
  • Cancelled is a leave request that has been cancelled, typically due to an employee termination.
  • Denied is a leave request that has been denied.
Start Date Enter the start date for the leave.
Finish Date Enter the finish date for the leave.
Leave Pay Item Select the leave pay item which will then be imported into the Leave section of the payrun
Leave Reason Select a reason for the leave from the drop-down list or select <<Add New>> to create a new reason.
Units You may manually enter the total number of hours of leave to be processed, or use the Leave Units Calculator which will enter the total number.
Leave Units Calculator

Click the Leave Units Calculator which will calculate the required Units (hours) for a leave request based on the start/finish date. It also shows the relevant period on the calendar. This will populate the Units field.
By default, weekends and Public Holidays are excluded from the calculated leave Units. If you wish to include some or all of these days in the total (e.g. the employee works one or more of these days), then tick the appropriate checkbox within the Leave Units Calculator area, and payroll will recalculate the Units.
If Work Patterns are in use for this employee (see Work Patterns for Employees) then this will include the Work Pattern days, with appropriate hours for each day. You may choose to adjust these hours manually, if required. (Click on the relevant date, then change the displayed hours in the cell below and click Apply.)

After you have completed any changes in the Leave Units Calculator, you may click the X button (top right of the calculator area) to close it. The Units value will remain.
Payroll Notes
If required, add any internal notes here, i.e. any comments that need recording. These do not appear anywhere else in the system.
Workflow
Approved by Enter the name of the person who authorised the leave.
Date Enter the date on which the leave was authorised.
Approver Notes Generally this section will be completed by the approver if the leave request was entered in kiosk; this information will flow through from there. The Approver should add any pertinent notes here – for example to explain why they have approved unpaid leave.

Documents

You may add documents (or images) to a Leave Request via the Documents & Images tab. For example you may want to add a Medical Certificate to a Personal Leave request. See Adding a Document or Image for more information on this process.

ClosedEditing a Leave Request:
  1. In the employee file select the Leave Requests node on the left.
  2. On the right, select the leave request you want to edit, then click Edit.
  3. In the pop-up window complete details for the leave request as explained previously.
ClosedDeleting Processed Leave Requests:

Leave requests can be deleted in one of three ways, namely:

Manual deletion

  1. In the employee file select the Leave Requests node on the left.
  2. Select the request you want to delete, then click Delete.
  3. Click Yes to delete, or No to cancel.

Automatic deletion

  1. From the Navigator go to security | system preferences.
  2. On the general preferences tab, enter the number of days that processed leave requests are to be kept on file (requests with a status of Requested and Approved are never deleted). The default of 0 (zero) means they are never deleted. You may enter any value between 0 and 99999.
    When the allotted time has passed, the relevant leave requests will be automatically deleted upon exiting payroll.
ClosedHousekeeping:

Housekeeping allows you to delete all Processed leave requests with a Leave Finish Date up to and including a nominated date.

  1. From the Navigator go to Tools | Housekeeping.
  2. On the left select the Leave Requests node.
  3. On the right, enter the Leave Finish Date of the latest requests you wish to delete.
  4. Click Execute.
    The system will remove all leave requests with a leave finish date prior to the nominated date.
ClosedLeave Request Forms:
  1. In the employee file, select the Leave Request node on the left.
  2. Click on the Leave Request Form tab on the right.
    The form which appears allows the employee to request leave. It can be printed, saved to file or emailed directly using the report toolbar.