Leave>>Leave Transactions>>Leave Taken
Leave Taken
Here, you can record any Leave Taken by employees as well as request different types of Leave for dates in the future. Click on New Leave Taken and enter the fields as prompted.
This screen is available for the HR Administrator to enter a leave request on behalf of an employee and is useful if your company is not using the HRplus Employee Self Service Portal.
If employee are using the HRplus Employee Self Service (ESS) Portal, any leave request entered in the ESS will be listed in this window:
1. Once the workflow is enabled and completed or
2. Once the Self Service Request is acknowledged (if no workflow is enabled)
Employee Details: enter the name of the employee for whom you are entering the Leave record. Note, once the employee’s name is chosen, all other fields in this box will auto-populate.
Request Details: Here, enter the employee’s Leave Request data
Leave Type Code: Select, from the drop-box, the Leave Type that you are recording.
Note, if the Leave Type does not appear in the list, perform a Recalculation How To Recalculate Leave Balances of the Leave Type in question for the employee.
Notice that, upon selecting the Leave Type, the fields in the Leave Entitlement Details box will be populated.
View Detailed Leave History: Click on the hyperlink to view the employee’s Leave History.
Start Date: Using the calendar, select the day that the employee’s Leave is to commence.
Amount Requested: Enter the number of days that the employee will be on Leave.
Time Off: If the request is for Time Off e.g. for a doctor’s appointment, and the employee will, therefore work part of the day, enter the To and From Times of the absence and check if Lunch will be included in the Time Off period.
Leave Reason: This is optional as it is solely for record-keeping.
Certified: If the employee is going on Certified Medical Leave, flag ‘Yes’ .
Status: Select ‘Approved’ if the Leave has been approved by the employee’s supervisor/manager.
Amount Approved: Enter the amount of Days (or Hours in the case of Time Off) approved.
Add Leave Documents: Upload any required documentation pertaining to the leave request. E.g. Medical Certificate.
Leave Taken Details: Within this box, enter the Leave that the Employee actually took i.e. what was requested and what was taken can vary.
Date Taken: Using the calendar, select the day that the employee’s Leave commenced
Time Off: If the employee took time off (hours from a work day), enter the To and From Times of the absence and check if Lunch was included in the Time Off period.
Days Taken: Enter the number of Days the employee was on Leave.
Unauthorised Days: If the employee has taken more days/hours than what was approved, the application will calculate the number of unapproved days/hours that were taken.
Employee On Days Override: Click the hyper link to view the Employee’s ON Days (if previously set up)
Date Returned: The application automatically calculates the employee's Return Date based on the rules that you have setup (you can set up and use the edit function if necessary)
Return Comments: You can enter any relevant comments for record keeping purposes here (optional).
Action Taken Details: Here, you can indicate if, in terms of Unauthorised Days taken, any action was taken.
- Choose the appropriate button from: None, Deduct Pay, Make up (time taken) or Other. Note, this is for record-keeping purposes only.
Leave Entitlement Details
Leave Entitlement Details: Here you can view the breakdown of used/unused days.
Year: The employee’s Leave Year.
Rollover Balance: The amount of unused Leave from one calendar/leave year that an employee may carry forward to the next.
Entitled to Earn: The amount of days/hours of the Leave Type in question that the employee has is entitled to earn.
Leave Earned (This Year): The amount of Leave the employee has earned YTD.
Leave Yet to be Earned (This Year): The amount of Leave the employee still has to earn for the remainder of the year.
Leave Taken and Pay in Lieu (This Year): The amount of days/hours of the Leave Type the employee has already taken within the Leave Year. This will be updated once the Leave Taken record being entered is posted. This also includes unused leave which an employer buys out.
Leave Booked (Approved): The amount of days/hours of the Leave Type the employee has requested/ have been entered into HRplus but not as yet posted.
Available from Leave Earned: (Rollover Balance + Leave Earned) - (Leave Taken and Pay in Lieu + Leave Booked).
Total Balance: (Rollover Balance + Entitled to Earn) - (Leave Taken and Pay in Lieu + Leave Booked).
At any point after saving the Leave Taken record, you will be able to edit or delete it once it is not posted. As such, Leave Taken should only posted after the employee has returned to work.
View the Saved Leave Taken Record to Post
Once posted, the Posted button on the top right of the Leave Taken record will be flagged as ‘Yes’. Note, changes cannot be made to a posted record. If a change needs to be made to a record after it is posted, delete the record and re-enter.
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