• Click on New Leave Taken and enter the fields as prompted.

Employee Details: using the drop-boxes, select 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.

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

Certified: If the employee is going on Certified Medical Leave, flag ‘Yes’ .

Leave Reason: This is optional as it is solely for record-keeping.

Approved: Select ‘Yes’ 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.

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:

Year: The employee’s Leave Year

Entitlement: The amount of days/hours of the Leave Type in question that the employee has earned/ is entitled to (Available Balance)

Taken: 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.

Booked: The amount of days/hours of the Leave Type the employee has requested/ have been entered into HRplus but not as yet posted.

Leave Earned: The amount of Leave the employee has earned YTD

Balance: The amount of days/hours the employee has remaining of his/her entitlement to the Leave Type in question. Entitlement  (Taken + Booked)

Balance YTD: Total Balance: Entitlement + Leave Earned - Taken

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.

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.