User Manual

Employee Perspective

The employee has the ability to request leave from the Leave Portal. The leave history, summary, calendar and leave balance are available for the employee to view.

Leave Portal

The Leave Portal can be accessed under the Main Menu | Leave.

As seen below, the various sections can be found on the Leave Portal.

Each item will be discussed next.

1. Request Leave

Employees needing to apply for leave can book leave themselves and managers can approve the leave submitted by their employees. The process in applying for leave is very intuitive and user-friendly.

Navigate to the Request Leave icon and click on it.

The Request Leave consists of sections. Some sections are informational and others needs to be completed. These sections are:

  • Your current available leave balances
  • Indicate the type of leave you would like to request
  • Leave Details
  • Supporting Documentation

1.1 Your current available leave balances

In this section, all leave balances that are applicable to the employee are displayed here:

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Each employee will be able to view their own leave balance statement to indicate what transactions have occurred on a specific leave type for a specified period.

The employee's leave balance statement can be viewed by selecting the View Balance Statement/s button:

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The employee have the option to export the leave balance summary statement information to either Excel/PDF.

The Leave Balance Summary Statement provides a summary of the Leave Balance for the selected leave type for the current leave cycle.

1.2 Indicate the type of leave you would like to request

Here the employee chooses the type of leave he wants to apply for.

Once the Leave Type is selected, the employee has the option to select the booking type for example, Full day, Half day or Short time

1.3 Leave Details

Here, the employee specify the leave details such as the reason applying for leave, which date the employee is applying for leave, when the employee will be back at work and who to contact while on leave.

On the right, the employee can see who will be approving the leave applied for.

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1.4 Supporting Documentation

If applying for Sick Leave, Family Responsibility etc., the supporting documentation can be uploaded.

2. My Leave History

Employees needs to have a history of all leave applied for. This can be seen under My Leave History.

The leave history section shows all the employee's leave history and requests which still needs to be actioned.

Leave requests can be viewed or cancelled.

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2.1 Leave Requests

This section displays all leave records not yet approved. You are able to view the record and/or cancel the leave applied for.

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When viewing the record, the following information are displayed:

  • Leave Balance
  • Leave Details
  • Request Details
  • Supporting Documentation
  • Approval Workflow
2.1.1 Leave Balance

The leave balance has the available balance and balance summary for the cycle.

When selecting the information icon next to the Leave Balance Summary, the following in

2.1.2 Leave Details

The leave details specified by the employee are displayed.

2.1.3 Request Details

The employee's details who submitted the leave request are displayed.

2.1.4 Supporting Documentation

Any documentation uploaded as supporting documentations are displayed.

2.1.5 Approval Workflow

The approval details will be displayed in this section as soon as the leave approver approved the leave record.

2.1.6 Cancel Leave Request

The leave record can be cancelled if required.

2.2 Leave History

A list of all leave records submitted will be displayed in a list format. Details can be seen by opening a record.

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3. My Leave Summary

A summary is available for the employee in order for them to have a view of changes made to their leave balances.

A leave balance summary for each leave type is displayed, with a description for each item when selecting the information icon:

  • Total Entitlement: The total amount of leave an employee is entitled to for the current leave cycle. This amount is determined by the assigned leave group and its configuration.
  • Approved Past and Current Records:  This is the sum of all an employee's leave which has already taken place (today and dates in the past), and which has been approved for the current cycle. A leave record is treated as a unit and once the leave record's start date has been reached, all days in the leave record will show as approved and taken.
  •  Other Adjustments: The correction applied to an employee's leave balance for the current leave cycle. This can be a result of the manual adjustment loaded by a leave administrator or automatic adjustments created by the system according to the rules of the assigned leave group. 
  • Approved Future Records: This is the sum of all of an employee's leave which will take place on a future date, and which has already been approved for the current cycle.
  • Leave Days Awaiting Approval:  This is the sum of all of an employee's open leave requests (those which have not yet been approved), both past and future dated falling within the current cycle.
  •  Total Forfeited: The total amount of leave forfeited for the current cycle. 
  • Leave Balance Summary For Cycle:  Employee's available balance for the leave type's current cycle: Available Balance = Total Entitlement + Adjustments - (Leave Approved and Already Taken + Leave Approved and Not Yet Taken + Leave Awaiting Approval) 

The employee's leave balance statement can be viewed by selecting the View Balance Statement/s button, as discussed under the "Your current available leave balances" section above.

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4. My Leave Calendar

A full year calendar is available showing all public holidays and leave that are booked.

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5. What will my balance be on...

Running future leave in order to see what the leave balance will be on a certain date.

The employee is able to run future leave in order to see what his balance will be on a specified date.

  • Leave balances to be calculated for date
  • Leave type

 

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The search results are displayed as follow:

  • Employee information
  • Active cycle: Starting Balance, Cycle Start, Cycle End, Total Entitlement, Pending Changes
  • Future cycle: Starting Balance, Cycle Start, Cycle End, Total Entitlement, Pending Changes
  • Balance on: Date that was chosen

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A description is provided for the following items:

  • Total Entitlement: The total amount of leave an employee is entitled to for a specific leave cycle. This amount is determined by the assigned leave group and its configuration.
  • Pending Changes: The changes that will occur at a future date and is calculated as: Accruals + Adjustments - Leave Records + Forfeits

6. Who's on leave

A view to enable an employee to see other employees who is on leave.

An employee is able to see who is on leave per month and day.

Manager Perspective

The manager has the ability to request leave from the Leave Portal. The leave history, summary, calendar and leave balance are available for the manager to view.

See Leave: Employee Perspective as reference

Leave Portal

The Leave Portal for the Employee and Manager has only 3 differences.

1. A manager can apply on behalf of an employee for leave.

2. The manager actions the employee requests.

3. The manager can see his employee's leave calendar. 

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1. Request on behalf of...

Enables the manager to apply / request leave on behalf of an employee.

Should an employee not be able to apply leave themselves, the manager has the capability to do this on the employee's behalf.

On the Leave Portal, select Request Leave on Behalf Of...

The manager needs to select the employee he wants to apply leave on behalf of.

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Once the employee has been selected in the list, the manager can complete the sections. These sections are the same as if you apply leave for yourself as an employee.

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The employee's leave will automatically be approved if the leave type configuration allows the automatic approval of a leave record if loaded by the manager. The leave record status will show as HR Approved.

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2. Employee Requests

The manager has the ability to action his employees' leave request.

All employees reporting to the Manager and applied for leave will be displayed in the list.

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From here the manager can approve, decline or request more information. The manager can leave a comment as well.

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3. Leave Impersonator

An impersonator role can be given to a person that is not an employee's manager and whom needs to apply for leave on behalf of an employee.

When giving access to an impersonator, the following steps is required:

Go to System Administration | Users | Manage Users | Search for the user that needs to be the impersonator

Go to Subgroup Access. The subgroup access for the impersonator are the employees they have access to. Add a subgroup if there is none or click on the subgroup if one is present.

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Click on the "Access to Employee Records to specify the permissions on Employee Records.

Under the Employee Profile section, tick the Leave Impersonator:

This user will now be able to apply on behalf of somebody else in that subgroup:

The same process is followed as explained above for 1. Request on behalf of...

4. Employee Calendar

Full year calendar showing all public holidays and leave booked by the manager’s employees.

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Enables the manager to have a view of his employees' leave taken days.

Administrator Perspective: Managing an Employee's Leave

The administrator has the ability to manage an employee's leave from Manage Employees. From the Settings and Configuration settings,  the employees are linked to the correct Leave Group and Work Schedule. The administrator manages the employee's Leave Balance, Leave Records, Leave Cycle, Leave Adjustments and Leave Accruals. 

1. Settings and Leave Configuration

1.1 Settings Tab

The settings tab allows the administrator to set an employee's Leave Group Start Date and link him to a Leave Group and Work Schedule. 

The work schedule can be customised to a variable work schedule. A future leave group can also be set-up for an employee.

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Leave Group Start Date

The Leave Group Start Date is the employee's effective start date on the leave group. 

The following Leave Group Start Date options are available for selection during an employees' initial leave group configuration: 

  • Start Date In Group 
    • The date the employee started working in the group according to the appointment information.
  • Start Date In Company 
    • The date the employee started working in a company within the group according to the appointment information.
      • Start Date in Group is always on or before the Start Date in Company.
  • 1 January
  • Today

Where the Start Date in Group will be the date the employee started working in the group according to the appointment information.

The Start Date in Company will be the date the employee started working in a company within the group according to the appointment information.

  • Start Date in Group is always on or before the Start Date in Company.

Leave Group Transfer

Employees can be transferred between leave groups either immediately or a future date.

The below section will discuss leave group transfers in more detail.

When transferring an employee from one leave group to another, the following steps are followed:

  1. On the Leave Settings tab, select the Leave Group drop-down list and select the new leave group the employee should be transferred to.

 

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2. Once selected, click on the Continue button, to ensure that the employee receives the correct entitlement for the new leave group.

3. The Leave Group Change Confirmation screen will be displayed, which outlines the following:

  • Transfer Leave Type Comparison on (date of transfer)
    • This section displays the changes which will take place between the Current Leave Group and Future Leave Group.
  • Future records that will be cancelled
    • This section displays all future Leave Records, Adjustments and Accruals for the Current Leave Group which will be cancelled.
  • Current Balances that will be forfeited section displays the current balances which will be either forfeited or retained when transferring an employee to a new leave group.

4. When continuing, processing will occur applying the confirm transfer using the following process:

  • All unprocessed transactions are processed until the end date of the cycle.
  • All future transactions are cancelled.
  • The amounts to forfeit for accruals received are processed by loading an adjustment.
  • A close-out will be conducted on the cycle end-date for the specific leave type.
  • The new cycle is then created with the default accruals for the person starting on the new leave group.
  • Once the cycle has been created, an adjustment is loaded for the leave types that still exists on the new leave group for the leave close-out table if the balance is not “0”.

1.2 Configuration tab

The leave configuration tab allows the administrator to customise the employee's leave configuration and process the leave. An employee can have a custom leave group and settings are changed.

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A leave administrator is able to preview the leave types configuration according to the simulated appointment rules and work schedule. This is to enable the administrator to confirm that the correct entitlement will be received.

Navigation: Manage Employees | Select Employee | Employee Profile | Leave | Leave Configuration | Leave Group | Type Settings | Actions | Preview Leave Calculation

General Rules related to the Leave Preview Calculator:

  • The Leave Calculation Preview is independent from the employee.
  • Variable work schedules cannot be configured on the preview calculator.
  • The administrator cannot select a Public Holiday group on the preview calculator.
  • A fixed work schedule must be defined.
  • By default, a 5-day, 8-hour work schedule is loaded.
  • Validations include: Work schedule hours must be a valid (i.e. positive numeric) number.
  • A day on the work schedule cannot be more than 24 hours.

2. Records tab

The leave records tab shows all the leave requests that the employee submitted for the current leave cycle. 

A search function has been made available to filter through numerous records. These records can be exported to Excel.

Leave records can be added by the Administrator for leave types the employee cannot apply for himself.

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The administrator manages a record by clicking on "Open". The following information is available:

  • Leave Balance
  • Leave Details
  • Request Details
  • Supporting Documentation
  • Approval Workflow.

The administrator also has the option to approve or decline on behalf of a manager. The administrator selects the manager he is approving on behalf of.

2.1 Record History

When clicking on the History button, the administrator will be redirected to a new page.

  • The new page will only include historical leave records.
  • The history displayed will be for all time, for all leave types previously linked to the employee.
  • Includes transaction dates outside the current leave cycle.
  • The page will only show history for the tab from which it is was accessed.
  • The exact same layout currently displayed for each tab, including the search criteria, are used on the history page.
  • The filtered history page can be exported to Excel.
  • The View History page has a Back to List button that navigates the user back to the tab.
  • All of the above will only be available for the Leave Administrator on the Leave Administration portal. The history will not be

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    available for the user on the Leave Portal.

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3. Adjustments tab

All adjustments made to an employee's leave for the current leave cycle are shown under the Adjustments tab. Adjustments can be added and leave balances set. 

A search function is available and all adjustment records can be exported to Excel.

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1. Adjustments:

Either a positive or negative adjustment can be loaded.

  • A positive adjustment will add days to the employee's current leave balance.
  • A negative adjustment will deduct days from the employee's current leave balance.

Some examples of adjustments include the following: 

  • A positive adjustment will be loaded for an employee who has to return from leave earlier than expected. 
  • A positive adjustment will be loaded for overtime worked over a weekend.

When selecting the +Add Adjustment button, the below screen is displayed, where the administrator can add an adjustment.

Note that all fields marked with an * are mandatory to complete.

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2. Set Balance: 

A set balance resets the current leave balance to the new balance you select.

When selecting the Set Balance button, the below screen is displayed.

The following screen  message is included on this screen:

You are now setting the employee's leave type's total balance to a specified amount on a specific day. The required adjustment (positive/negative) will be loaded on the selected subtype for this leave type. 
For example: Setting a leave type's total balance of 3 to a balance amount of 5 on the subtype Accrual will load a positive adjustment of 2 on the selected subtype.

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3.1 Adjustment History

When clicking on the History button, the administrator will be redirected to a new page.

  • The new page will only include historical leave adjustments.
  • The history displayed will be for all time, for all leave types previously linked to the employee.
  • Includes transaction dates outside the current leave cycle.
  • The page will only show history for the tab from which it is was accessed.
  • The exact same layout currently displayed for each tab, including the search criteria, are used on the history page.
  • The filtered history page can be exported to Excel.
  • The View History page has a Back to List button that navigates the user back to the tab.
  • All of the above will only be available for the Leave Administrator on the Leave Administration portal. The history will not be available for the user on the Leave Portal.

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4. Cycles

The employee's current leave cycle is shown under this tab. 

From here one can see the start and end date of each leave type as well as the entitlement. 

A search function is available and can be exported to Excel.

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4.1 Cycle History

When clicking on the History button, the administrator will be redirected to a new page.

  • The new page will only include historical leave cycles.
  • The history displayed will be for all time, for all leave types previously linked to the employee.
  • Includes transaction dates outside the current leave cycle.
  • The page will only show history for the tab from which it is was accessed.
  • The exact same layout currently displayed for each tab, including the search criteria, are used on the history page.
  • The filtered history page can be exported to Excel.
  • The View History page has a Back to List button that navigates the user back to the tab.
  • All of the above will only be available for the Leave Administrator on the Leave Administration portal. The history will not be available for the user on the Leave Portal.

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5. Accruals

Each leave accrual transaction is displayed for each leave type for the current leave cycle. 

A search function is available and the records can be exported to Excel.

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5.1 Accrual History

When clicking on the History button, the administrator will be redirected to a new page.

  • The new page will only include historical leave accruals.
  • The history displayed will be for all time, for all leave types previously linked to the employee.
  • Includes transaction dates outside the current leave cycle.
  • The page will only show history for the tab from which it is was accessed.
  • The exact same layout currently displayed for each tab, including the search criteria, are used on the history page.
  • The filtered history page can be exported to Excel.
  • The View History page has a Back to List button that navigates the user back to the tab.
  • All of the above will only be available for the Leave Administrator on the Leave Administration portal. The history will not be available for the user on the Leave Portal.

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6. Balance Summary

An employee's leave balances per active leave type for the current leave cycle are shown under this tab. 

There is a search option available and the leave balances can be exported to Excel.

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When selecting the '+' icon next to each leave type,  the balances per active sub-type are displayed.

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Selecting the Actions button next to each leave sub-type will display the following list of items related to the leave sub-type:

  • View Adjustments
  • View Transactions
  • Add Adjustments
  • Set Balance

When selecting each of the above items, the administrator will be re-directed to the relevant leave tab and will be able to either view adjustments/transactions or add an adjustment/set balance for the specific leave sub-type.

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6.1 Balance Summary History

When clicking on the History button, the administrator will be redirected to a new page.

  • Only leave types not linked to the leave group will display on the history tab. 
    • If all leave types are still linked to the leave group it will display on the active tab. 
    • The history button is active due to the fact that there are historic cycles.  
  • The exact same layout currently displayed for each tab, including the search criteria, are used on the history page.
  • The filtered history page can be exported to Excel.
  • The View History page has a Back to List button that navigates the user back to the tab.
  • All of the above will only be available for the Leave Administrator on the Leave Administration portal. The history will not be available for the user on the Leave Portal.

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7. Balance Statements

The Balance Statement will assist the administrator to understand how an available balance amount has been calculated. 

The Administrator will view employees’ leave transactions like a statement, with a running balance, from the Balance Statements tab on an employee’s Leave Profile.

The administrator is able to filter on the Leave Type, From and To dates. 

The search results can be exported to Excel.

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7.1 Balance Statements section

The ordering of the statement entries is in line with the order in which transactions were processed.

Only 4 transaction types are provided for:

  • Opening Balance
    • The opening balance includes all the processed transactions up until and including  the From Date specified in the search criteria.
  • Leave Taken
  • Leave Accruals
  • Leave Adjustment

 

The following rules apply for the filter criteria on the Leave Balance Statement:

  • The Leave Type drop-down list will default to the leave type with the earliest cycle start date.
  • The “To” date will always occur after the “From” date.
  • The “From” date will not fall before the employee’s leave group start date.
  • All numerical data fields in statement will be rounded to 2 decimals.

See below the field and record definition for the Leave Balance Statement:

Field Definition
Reference This field will return the identity number of the transaction. The reference numbers will not be consecutive.
  • Reference number only displayed for:
    • Leave Accruals
    • Leave Adjustments
Transaction Type Transaction origin, transaction type, e.g. Leave Taken,  Accruals, Adjustments   
Transaction Date Date on which transaction took place
Leave Type Leave type in which transaction took place
Leave Sub Type Examples include Accrual, Carry-over.
Days Gained Amount of days credited to employees leave balance
Days Deducted Amount of days deducted from employee
Balance The sum total of all transactions up until and including the record with which it is associated.

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7.2 Leave Balance Summary section

This section provides a summary of the leave type selected on the Leave Balance Statement Leave Type drop-down list.

 

  • The section name will include the leave type selected on the Leave Balance Statement Leave Type drop-down list.
  • The section name will include the date period for which the data is displayed.
  • The period for which the Leave Balance Summarywill display data for:
    • Active employees: The current leave cycle
      • Available on User and Admin Portal.
    • Terminated employees: Most recent cycle.
      • Only available on Admin Portal.

The information displayed on the Leave Balance Summary is independent of the filter criteria selected on the leave balance statement.

See below the field definitions for the fields included in the Leave Balance Summary section:

Field Name
Definition
Total Entitlement The total amount of leave an employee is entitled to for the leave cycle as defined below. This amount is determined by the assigned leave group and its configuration.
Approved past and Current Records This is the sum of all an employee's leave which has already taken place (today and dates in the past), and which has been approved for the leave cycle as defined below. A leave record is treated as a unit and once the leave record's start date has been reached, all days in the leave record will show as approved and taken.
Approved Future Records This is the sum of all an employee's leave which will take place on a future date, and which has already been approved for the leave cycle as defined below.
Leave Days Awaiting Approval This is the sum of all an employee's leave which is still awaiting approval for the leave cycle as defined below.
Total Forfeited The total amount of leave forfeited for the leave cycle as defined below.
Other Adjustments All adjustments (processed and unprocessed), excluding leave forfeited for the leave cycle as defined below.

 
Leave Balance summary for [leave type] as at (insert cycle end date) Available Balance = Total Entitlement + Adjustments - (Leave Approved and Already Taken + Leave Approved and Not Yet Taken + Leave Awaiting Approval) for the leave cycle as defined below.