Employee Leave Requests

From this point in hr3 payroll you are able to view, edit and split any leave requests that have a status of Approved.

Leave requests that come in from hr3's kiosk module or other sources may need to be edited prior to being processed in the payrun. The most common change that will need to be made prior to a leave request being imported into the payrun would be a split or the hours /days of leave taken to be processed as part of more than one payrun.

It is best practice to process all edits and splits to a leave request as soon as has been received, as this will enable you to import the leave requests more efficiently when it comes to the payrun date.

Accessing the Employee Leave Requests Selection

1. In Navigator go to Payroll | Employee | Leave Requests.
   The Leave Request Selector will open up showing the details of all Approved leave requests.
2. You are able to customise and filter the report to suit your needs using the Customise button in the toolbar or by filtering by any of the headings used.
3. This is done by clicking on the drop down arrow in the relevant column heading, much the same as the filtering in Excel. It does not matter if the column is located in the main query panel or in the group panel. When a filter is applied, an extra filter panel is displayed at the base of the query results panel that shows the current filter being applied.

Editing an Employee Leave Request

Once a leave request has been approved, instances may arise where the request still needs to be edited. For example if the employee's manager decides that they need them to return a day earlier than planned. This can be done prior to the leave request being processed through the Leave Requests Selection covered previously.

1. Open the Leave Requests Selection.
2. Select the entry that you want to edit.
3. Make the necessary changes (for example, in the instance outlined above you would edit the hours and finish date.) and then click on the OK button.
   The edits that you have made will now show throughout the system and the Amended column on the report will be selected for that entry.

Splitting an Employee Leave Request

Once a leave request has been approved, it needs to be applied to a particular payrun/s. If the leave being taken covers a period encompassing more than one payrun, it will be necessary to split the leave so that the hours are allocated to the correct payrun.

For example:

An employee who usually works a 36 hour week is taking three weeks leave, or a total of 108 hours. Your payruns are completed weekly and the company has a policy that it does not pay leave in advance. This means that the payments for the three weeks of leave will need to be split over the three weekly payruns, with the employee then being paid for 36 hours of leave in each payrun.

It is possible to split leave requests manually, or, if you are using Pay Period Cycle Sets, the Auto-Split Leave Requests will be activated.

To split a leave request manually:

1. Open the Leave Requests Selection and select the appropriate entry.
   
2. Click on the Split/Edit button .
   A pop up message will appear asking if you want to Split/ Edit the current leave request of xhours.
3. Click Yes.
   The Leave Request Splitter will open with the details of the selected leave request.
4. Click on the first leave entry and edit the number of hours and the dates for the first pay period.
5. Press the down arrow on your keyboard to create a new entry.
   
6. Complete the details for the second period of the leave. Continue to add new entered for each pay period that is included in the period of leave. A running total will show in the blue bar below the leave entries. Ensure that the total number of hours is equal to the initial total requested by the employee.
7. Once you have entered all of the splits, click on the OK button to save your changes.
   You will now return to the Leave Selector screen where the split entry will now show as having been amended.

Auto Split Leave Requests

Assuming you are using Pay Period Cycle Sets and have associated the relevant employee/s with their appropriate cycle, this automatic process will be activated in the Payrun Wizard.

1. In the Payrun Wizard, select the relevant Pay Period Cycle Set and Pay Cycle Period Dates (Step 2 displaying Payrun Details.)
2. Select the Employees Leave Request option as usual.

HR3pay will automatically select any leave requests that either totally pre-date the pay period start/finish dates (e.g. Sick Leave processed as Ordinary in a previous pay) or “overlap” the pay period Start/Finish dates (e.g. any leave request that has at least one day within the pay period dates range). You may override these selections if required, by using the Add/Remove options.

3. Click the Auto Split button in the toolbar. HR3pay will automatically split the leave request by the payrun start/finish dates.

By clicking Auto Split, the leave which runs across multiple payruns will be split to include the portion covered within the current payrun, plus a new entry showing the remainder of the leave. This remainder will not be selected for the current payrun. For example:

 

Note: If you are using the Work Patterns function, then the Auto-Split function will factor in the hours/day based on the employees work pattern.