Leave Request options
The following tasks can be accomplished via this menu:
Check a submitted Leave Request
Cancel a submitted Leave Request
How do I add a document to a Leave Request
How to create a Leave Request:
- Open the Leave Details menu
- Select Leave Request
- On the Submitted Leave page, click Add Request
- Specify the Leave Type, Leave Reason (this is a mandatory field, but you can retain ‘Not Specified’ if preferred) and enter the Leave Date - From and Leave Date - To
- Tick the relevant ‘Include’ boxes if the time span includes Saturdays or Sundays or Public Holidays and you would normally work on these days.
- Click Calculate – this will show the total number of hours requested, and the days you requested will be highlighted. Ensure the dates and number of hours being requested are correct.
- If you are applying for a partial day, click Calculate, then click the relevant date on the calendar.
- On the window displayed for that date, you can type the hours to be requested as leave in the New Hoursfield.
Alternatively, use the drop-down arrows to specify the start and finish time for Employee Self-Service Kiosk to calculate the New Hours.
Click Save to keep the new hours. - Once submitted, the request will be emailed to the specified To approver.
Clickif you want to search for an additional approver to receive a CC of the email notification that the request was submitted.
- Check the Leave Balance and projected entitlement details displayed.
- If all is correct click Submit.
The request email(s) will be sent to the designated Manager/Approver(s).
You will receive a copy of this email. - When there is any change in status of the leave request (e.g. approved or escalated) , emails will be sent to you and to the Manager/Approver.
Check a submitted Leave Request:
- Open the Leave Details menu
- Select Leave Request
- View the Submitted Leave tab
This will show all leave requests that have not yet had a response - If required, click the Editicon
and make the changes
- Click Calculate to check the dates and hours
- Click Save and Submit. A new email will then be sent to the Manager/Approver(s)
Cancel a submitted Leave Request:
- Open the Leave Details menu
- Select Leave Request
- View Submitted Leave tab – this will show all leave requests that have not yet had a response.
- Click the Editicon
- Enter an explanation in the Notes(requester) field
- Click Cancel at the bottom of the screen.
- Click OK when the "Are you sure..." prompt appears.
- A new email will be sent to the Manager/Approver(s)
A leave request cannot be cancelled by the employee once the request has been approved.
However, the approver (e.g. Manager) can cancel the request if necessary.
The Payroll Administrator may also modify or cancel a request with the status ‘Approved’ in Ready Pay.
It is recommended to delete the unmodified Approved request from the employee file in Ready Pay.
This runs a routine which sets that request as cancelled in Employee Self-Service Kiosk.
Check Leave History
Approved Leave Requests are not part of an employee’s Leave History until the leave has been processed and paid in a payrun.
Leave History is not visible in Leave Requests.
To check paid leave, (leave History) employee’s should use Reports & Payslips menu item, and Managers/Approvers can use My Team or Management Views to report on multiple employees.
Reports
There are two leave reports in the Reports & Payslips menu option.
My Leave History
This option will show a history of leave taken (paid in a payrun) within a specified date range:
- Open the Reports & Payslips menu item
- Select My Leave History
- Specify the Show leave history Fromand To dates
- Click Search to display data for that date range
- Click the Report button to generate a PDF report of the data displayed
My Leave
This Reports & Payslips option is a quick view of Leave Requests, Leave Processed, or Leave Approved, on separate tabs.
Alternatively, the Report button (on each of the three tabs) provides a PDF report detailing all Leave Requests, Leave Processed, and Leave Approved as at the current date.
Leave Processed is the leave taken and lists the payrun and Financial Year/Week number it was paid in.
Optional: How do I add an attachment to a leave request
Sometimes a leave request needs a document attached, such as a Doctor’s certificate, an Army Reserve or CFA letter as examples.
The document must first be saved to your device as a file, in order for it to be attached to a leave request.
Documents can be added to a leave request once the request has been created and saved, after the request has been submitted or approved.
it cannot be removed once the request is approved.
When a document is added to a submitted request, an email notification is sent to the approver.
- After clicking Calculate, the Attachments button becomes available above the dates of the leave:
- Click the Attachments button. At the prompt Save the leave request.
- Click Add in the Documents pop-up window.
Drag and drop the file (or files) or click into the box to open a Browse window to locate the required document, then click Open
This will add the document name to the File Browse window.
Repeat the process to add more documents if necessary. - Optionally apply a Security level to the document.
The default 0 is the lowest level, it is accessible to anyone with access to the leave request.
A Review Date may also be attributed to the document(s).
Contact your Employee Self-Service Kiosk administration staff member, or supervisor, for advice on this. - Click Save to return tot he Documents pop up.
At this stage you can Open any attached documents, Add more documents, Edit or Delete existing Documents.
Close the Documents window when complete to return to the Leave Request. - A count of the number of Attachments will appear on the Attachments button.
If the leave request is now complete click the Submit button, otherwise Save if further editing may be required.
If the request was previously Approved, click Close. - The request email(s) will be sent to the designated Approver(s). You will receive a copy email.
Note that once this leave request is approved (or cancelled or denied), the employee will receive a further email notification.
Return to Common Tasks (e.g. Annual Leave, Payslips)