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Overview:

Click the New Leave Request button from My Leave Requests. This will open the Leave Request details screen, creating a new request.

One or more new lines can be entered before they are saved using the Save button.

Tab to move through the displayed columns.

Screen Guide:

Create your leave request and Save it to come back and continue editing it later if you are not ready to submit yet. Once all details have been entered, Submit so the Reviewer/Approver is notified of your request with an email notification and your request shows up on the Reviewer’s/ Approver’s My Approvals List. Mandatory fields to submit a Leave Request are marked with a red star.

If you need to Withdraw the request before it has been approved, the Withdraw button will become available after submitting. The status of the request will change to 'Created' and the Delete button will now be available. You can choose to delete the request or, make further changes to it and submit it again.

Your leave request once approved, will create timesheet entries for you against the Job/Activity/TimeCode/Work Centre specified on the request.

Note: Request for dates in the past will not create a timesheet entry, nor will requests that are approved after the leave Start Date. These timesheet entries must be created manually.

  • Leave Requested By is the user that created this leave request. Users with Leave Administrator authorities can request on behalf of others.

  • Leave Requested for is the employee’s name.

  • Status displays the state of this request.

  • Working Week must be selected to reflect the employee’s working days. This is used by the system to calculate the leave total days. For example if the leave starts on a Monday and ends the following Monday, but the employees working week is only three days a week, this will indicate what days to count as leave.

  • Leave type, defines what type of leave the employee is taking. These are defined by an Administrator and will have default values for Job, Activity, Time Code (optional), and Workcentre for each specific Profit Centre, so users do not need to code it everytime. These details will be used for Timesheet entries.

  • Requested Review by, must be selected from a list of reviewers, only when available, as this is not a mandatory step.

  • Requested Approval by, must be selected from a list of approvers.

  • Comments are optional in case you want to communicate something to the Reviewer or Approver. Generally the Leave Type is indicative enough of what is being requested. Comments are added by the system on each step of the process with a date stamp and a user name.

  • Reversal check box must be ticked when a user wants to revert an already approved leave request for which the actual leave time has not be taken. This flag allows users to enter the same request to revert the original that might have already been exported to Payroll and cannot be deleted. This will create a negative leave request and its corresponding negative hours in a Timesheet.

  • Timesheet Job, Timesheet Activity, Timesheet Time Code, Timesheet Work Centre should default from the Leave type selection, but can be edited if needed or if no defaults are set. This will be used for the Timesheet transactions.

  • Leave Requested Date is a non-editable field with the date the request was created.

  • Leave Start Date is the first day of the leave.

  • Leave End Date is the last day of the leave.

  • Returning Date is calculated by the system and is the day the employee is back at work. Displays the first day after the Leave End Date which is not a weekend or Statutory Holiday.

  • Total Days is the total days or hours for the leave reequest and is calculated by the system. If the leave is for less than a day, a number of hours can be entered (example for a 4 hours leave request: 00d 04h)

  • Leave Balance, if actively managed in Workbench, will reflect the remaining leave days for this leave type. Typically leave balances are managed on the Payroll system, and leave requests are exported from Workbench timesheets to the Payroll systems.
    if 'Leave Balance' is to be displayed, it should be loaded into the 'LeaveBalance' Table. Fields are PersonID, LeaveTypeID, LeaveBalanceDate, LeaveBalanceDays.

  • Messages and File Attachments tab, are optional. 

    • Messages: Once you have requested your leave, you can send comments to your reviewer/approver through this tab. Emails will be sent to the user, however communication is done through this interface.

    • File Attachments: Any attachments can be added. Useful for doctor's certificates or any other documents related to the leave request. 

Next Steps:

Leave Scheduler can be checked to see with a calendar view who is on leave within the company.



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