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Processing Leave Requests and Applying for Sick Leave for your Employees
Processing Leave Requests and Applying for Sick Leave for your Employees

Submit and Approve Leave on behalf of employees; Learn how to apply for Sick Leave for employees

Marie Claire Saliba avatar
Written by Marie Claire Saliba
Updated over a week ago

To submit and approve leave requested by an employee:

  1. Go to Payroll and Leave > Leave.

  2. Click Insert in the functions bar of the Leave Request Audit tab.

  3. Enter the applicant and the details of the requested leave.

  4. Click Submit.

  • Applicant: the name of the employee requesting leave.

  • Date from/to: the dates of the requested leave.

  • Leave group: choose the appropriate leave group of the requested leave.

  • Leave type: choose the type of leave the employee is requesting. 

  • Leave hour schedule: if applicable, choose the leave hour schedule to be applied to the requested leave group and type. 

  • Leave hour schedule detail: choose the leave hour schedule detail for the requested leave.

  • Time from: start time of leave.

  • Time to: end time of leave.

  • Reference number: enter a reference number for the leave submission, if applicable.

  • Remarks: enter remarks about the requested leave, if applicable. 

The status of the submitted leave will be set to approved, and the employee will be notified via e-mail about their approved leave request.

To cancel the leave at a later time (before the leave is taken), click the trashcan icon in the 'Cancel' column.

Leave Requests by Hours

It is also possible to submit leave using Total Hours or Hours Per Day. To do this you must first enable the setting 'Request new leave by hours (all entries entered with hours will not feature in the leave portal if enabled). Not recommended for time and attendance users.' from Payroll and Leave > Main > Settings > Payroll > Leave. Please note this is not suitable for T&A employees.

This will enable 2 fields, 'Total hours' and 'Hours per day', when the selected Leave Hour Schedule Detail is set to be with 'variable hours'.

Tip: For those using this new setting we would recommend to set the Leave Hour Schedule Detail set with 'variable hours' as the default Leave Hour Schedule to use on employees. You can do this by going to Payroll > Leave Hour Schedule > Dates tab > Details tab, editing the required schedule and ticking 'Set as default'. Only one schedule can be set as the default.


  1. Applying for several hours on one specific day, the user would enter the number of hours in 'Hours per day'.

  2. Applying for more hours on one day than the employee's maximum daily hours to represent leave taken unequally over a period of time, such as a month. In the example below, the user has entered the total leave hours taken during April, 10, in 'Total hours', and left a note in the 'Remarks' box.

Applying for several hours to be taken equally over a range of time. For example, the below shows an application for Out of Office for the days 02/05/2022 till 06/05/2022, for which the employee has requested 4 hours daily.

Applying for Sick Leave on behalf of other staff

Note: you must have the correct permission setting to do this.

  1. Click on the Sick button in the Out of Office widget.

  2. A box will pop up titled Sick Leave Request Audit, showing any sick leave requests pending your approval, with three actions at the bottom right of the modal: Create Leave, Submit and Cancel.

  3. There are two options you can take here:

    1. Approving Sick Leave: To see any remarks and the employee's home address, click on their sick leave request entry. The entry will display the employee's name, the date and affected shift hours. Click on Approve or Decline on the right of the entry, and then click the Submit button below the list.

    2. Applying for Sick Leave on an employee's behalf: click on the Create Leave button at the bottom right of the modal. The Apply for Sick Leave form will come up. Fill this in and press Submit.

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