Employees are able to apply for, cancel, and view current and past leave requests via the employee self service portal. Additionally, leave balances are able to be viewed within the portal.
Business settings
There are a few business settings to be aware of in relation to leave functions that employees are able to perform within the portal:
- Ability to apply for leave: You will need to grant the employees with the ability to apply for leave from the 'Employee portal settings' page:
- Leave balances: You are able to hide leave balances from the employee portal. To do so, go to the Payroll settings > Leave categories page:
- Leave category name: You are able to hide the leave category name from the employee portal. To do so, go to the Payroll settings > Leave categories page. Ticking this means that employees will still see the leave being taken on the leave calendar, however it won't show the name of the leave category:
Applying for leave
Employees can apply for leave within the portal by clicking on the 'leave' icon on the left hand side:
From there, they can click the 'apply for leave' option, and this will open a new box with editable fields. The employee needs to enter the following:
- Leave category: Available leave categories can be selected from the drop down. Leave categories included here are ones that the employee has access to;
- First/last day of leave;
- Leave required: Units required for the leave, expressed as either days, hours or weeks, depending on how the unit type of the leave category has been set up. This is an editable field and can be overidden by the employee, although the system will enter a figure based on either the business standard work hours, or another figure specific to the employee if they have advanced work hours set up;
- Available balance: Indicates the amount of leave the employee has available, NOT including approved leave;
- Leave balance: Indicates the amount of leave the employee has available INCLUDING approved leave;
- Approved leave: Indicates the amount of leave that has been approved (but not yet taken) for the employee;
- Notes: The employee can enter any notes that they think is relevant to the leave request;
- Attachment: The employee can attach a document (such as medical certificate) which can then be viewed by a manager when the leave request is submitted.
Once the employee has submitted the request, the leave will be visible on the 'Manage requests' page for managers to review and approve.
Cancelling a leave request
In order to cancel a leave request, employees can click the trash can icon to the right of the request that the want to cancel:
Once a leave request is cancelled, it will no longer show on the leave 'Manage requests' page.
Viewing leave
The employee portal dash will show a 'leave accrued' figure for leave categories that have been enabled for the employee:
By clicking the 'view all leave' option, employees will then be able to view (in addition to current leave balances):
- Leave requests: Columns include:
- Leave category
- Date requested
- Leave date/s
- Amount of leave
- Any applicable notes
- Status (approved, submitted, rejected)
- 'Pencil' edit icon
- 'Trash can' delete icon
- Leave history: Each year's leave history can be accessed by clicking on the drop down arrow and includes:
- Leave type
- Amount of leave taken
- Leave date/s
If you have any questions or feedback please let us know via support@yourpayroll.com.au