Leave Approval
Overview:
This screen is used only by those Employees with a status of Primary or Secondary Leave Reviewers, and Primary or Secondary Leave Approvers.
It lists all Leave Requests for all employees who are in the Timesheet Group(s) for which the logged in user is the Leave Reviewer or Approver (Primary or Secondary).
By default, it will list all Leave Requests that are awaiting review or approval, but can be filtered by using the selection boxes.
Where a person is both a Reviewer and Approver the Filter provides the option of selecting 'For Review' and/or 'For Approval'
Screen Guide:
The list of leave requests to be approved will show on this screen as well as in My Approvals. Once leave is approved/reviewed the request disappears from My Approvals, but they can still be seen and searched here. Pending approvals are included in the daily reminder email as:
Document | Reference | Action | Doc Date | Assigned | Company | Value |
|---|---|---|---|---|---|---|
Leave | LeaveType | For Review | For Approval | RequestedDate | ToReviewBy | ToApproveBy | Employee | LeaveDays |
Full Name is the requester’s name and a link that opens the leave request.
Leave Type
Status
Working Week
Request Date, is the date the leave was created (not submitted). The submit day is added in the Comments section as a date stamp.
From and To Date of the requested Leave.
Leave Days is the total number of days / hours / minutes of leave requested.
Approved Date, if approved.
Approved By is the name of the Approver, if approved.
Reviewer
the Reviewer may only add Comments.
expected Timesheet Lines may be viewed from View Lines button.
to review the request, Review button
- an email will be sent to the Requested Approver
- the status will be updated to 'For Approval"there is no option to 'Unreview' a request.
Approver
the Approver has the option to edit most of the fields on this screen.
editing of a Leave Type that requires a Review is final. That is, it is not sent to the Reviewer unless it is Withdrawn, in which case it is back with the Requester and will be Reviewed if they Submit again.any significant changes made to the Request, will be recorded in the Comments box.
by selecting the "Advise Employee of Changes" button, an email will be sent informing the Employee of any new dates / days and any comments entered in the Comments box and whether the leave has been approved.
on approval of the Leave Request, the dates of Leave will optionally be updated to the Timesheet Lines of the Employee. This is set through the Job/Activity Code/Work Centre being present. When these exist, 'approval' will create Timesheet lines based on the Job, Activity and Work Centre attached to the Leave Type request. (Initially the Job, Activity and Work Centre are entered on the Leave Request Screen. These may be edited by the Approver. The Activity and Work Centre must be valid for any new Job Code entered).
Timesheet Lines will not be created where the Leave is requested for past dates and the Accounting Period is closed.
Leave requested for future dates, where all or some of the dates are for Accounting Periods that are not yet opened, will have Timesheet Lines created.
The Timesheet Lines expected to be added may be viewed by selecting 'View Lines'To approve the request, press Approve button.
When Leave is approved, an email will be sent to the Employee with approved days & hours / dates and comments, and update the Approved By Person and the Approval By Date.
The request will now appear under the filter selection of "Approved".
Decline: If the Approver does not wish to Approve the Leave Request, then the option of Decline will change the status to "Declined" and the Requester will need to enter a new Request.
Unapprove:
The Approver also has the option of Unapproving a previously approved Leave Request by drilling down into the desired "Approved Request", indicated by the Approved Date column.
The Edit Leave Request screen will open, Selecting the Unapprove button will reopen the request for review and editing.
The Employee will be advised of the change of status be email.
Any Timesheet Lines that were created when the request was Approved will need to be deleted manually.
Deactivate:
An approved leave that is presumably reversed outside of Workbench because for some reason it was raised with the incorrect leave type, it can be deactivated. This will exclude it from the leave overlap check if it overlaps with a valid new leave submission. A better option is to use the Reverse functionality, so it is easier to see at first sight that the original approved request has been reversed with a negative entry.