Leave List Report

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Last Post 16 October 2019

tismail posted this 16 October 2019 - Last edited 30 January 2020

This report lets the user view a list of all employee leave applications. By default, it shows the leave applications pending approval. To change, fill in the relevant parameters and click the “Search” button.

Please note that leave applications are listed individually for each employee and leave type.

Approving a leave application

A user can approve leave application for employees to which he has access by selecting “Approve” from the action drop down list. Selecting this action will progress the leave application to the next stage in the approval process. The status will change to “Pending Approval – Level x” depending on the number of approvals required by the organisation. A leave at the final approval stage will have an option for “Final Approval” and if selected, the leave status will be changed to “Approved” and it will no longer be possible to edit the leave application.

Note: It is possible to approve a leave directly from the email notification sent, just click the relevant link and the leave will be approved.

Rejecting a leave application

A user can reject leave application for employees to which he has access by selecting “Reject” from the action drop down list. Selecting this action will allow the user to add rejection comments before confirming the leave rejection. Once a leave is rejected, alerts will be sent out to relevant employees and the leave application will be removed from the leave list.

Cancelling a leave application

A user can cancel a leave application from this screen by selecting “Cancel” from the action drop down list. Once a leave is cancelled, it is removed from the list and any unit used is added back to the employee’s entitlement.

Note: The balance shown on this screen is the current leave entitlement balance and this is based on the total entitlement or the total accrued entitlement in a case where leave accrual is enabled. A leave cannot be cancelled once final approval has been given, to cancel such leave, the user will need to speak to their manager or HR.

Viewing the approval chain for a leave application

A user can view the previous approvers for a leave application and when they gave the said approval. To view the approval chain, locate the relevant leave application and select the “View approval chain” option. To send a message to a previous approver, click the “Send Email to Approver” button, select the relevant approver, compose your message and click the “Send” button. Click the “Close” button to return to the leave application list screen

Viewing leave covers for a leave application

A user can view the status of employee(s) currently marked as cover for the current leave applicant to help reach a decision on whether to approve the leave application or not. To view the leave cover(s), locate the relevant leave application and select the “View leave covers” option. The ensuing screen will show all the leave covers and specify whether they are available for the duration of the relevant leave application, if not, it will show the dates they are unavailable and specify whether they are “on leave” or “on training”. Click the “Close” button to return to the leave application list screen.

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tismail posted this 16 October 2019 - Last edited 07 April 2020

Viewing the leave calendar

A user can view the current leave application directly on the leave calendar to help easily see if there are any other leave applications which need to be taken into consideration when deciding to approve the leave or not. To do this, locate the relevant leave application and select “View Leave Calendar” from the action dropdown list. When done with the leave calendar, click the “Close” button to return to the “Leave List” screen. Note: this option is only available for leave in the current or future period.

Viewing current leave approvers for a leave application

A user can view the employee(s) any of whom can give approval for the leave application at the current level. To view the approvers, locate the relevant leave and select the “view current approvers” option. The ensuing screen will show the approvers list from where the user can click the “Send Reminders” button to automatically send reminder emails to all potential approvers.

Note: Try not send hasty reminders as approvers should be given sometime to approve before being reminded.

Viewing handover notes for a leave application

An approver can view the handover notes attached by the applicant. To do this, identify the relevant leave application, from the “Action” dropdown button, select “View handover notes”, the handover notes will be made available for download if one is available.

Leave Entitlement and Usage Report

This report lets the user view a list of all employee leave applications grouped by leave type. The screen shows the following information for each leave type

Entitlement: This is the total entitlement for the leave type for the period
Pending Approval: This is the number of days contained in a leave application which has not been approved and have a future date
Scheduled: This is the number of days contained in a leave application which has been approved and have a future date
Taken: This is the number of days contained in a leave application which has been approved and have a date in the past
Expired: This is the number of days contained in a leave application which has not been approved and have a date in the past
Balance: This is the absolute balance of entitlement for the leave type (Entitlement – Pending Approval – Scheduled – Taken – Expired = Balance)

Note: Expired leaves units are deducted from employee entitlement, to add the leave units back, the expired leave should be deleted if indeed it was not approved and not taken by the employee.

Leave Balance Report

This report lets the user view a list of employees leave entitlements and corresponding balances. The screen shows the following information for each leave type

Leave Type: This is the leave type for which entitlement and balance information is being shown
Entitlement: This is the total entitlement for the leave type for the current period
Balance: This is the absolute balance of entitlement for the leave type for the current period