This article covers how to manage and enter leave requests in the Leave tab in PayHero. For information on processing leave in a pay, see our article Processing Leave, or for other information on leave, see our articles here: Leave
Leave requests in PayHero allow leave to be submitted for approval by employees, or entered on behalf by administrators and team managers. Approved leave requests automatically flow through to pays, making pay day a breeze.
Overview
Employee leave requests can be recorded and managed from the Leave tab in PayHero. The top section provides a calendar overview of all employees who are on leave for the currently selected month.
You can use the arrows or calendar drop-down at the top left to navigate between months, or the employee or leave type filters in the top right to filter which leave information is displayed.
Click on any of the coloured circles on the calendar to see the summary details of the leave request, and click the pencil icon to open a more detailed view of the request.
You can also keep an eye on upcoming leave in a list view, using the Leave Requests summary at the bottom of the calendar. If preferred, you can bring the summary to the top of the screen by collapsing the calendar view using the arrow on the right. This will bring up a summary for the month.
You can quickly approve or decline any pending requests using the green + button in the Response column.
You can also view declined leave using the button on the right.
Recording Leave
This section shows how to record leave as an administrator. The following articles have more information if you'd like to see details on how employees or managers record leave instead:
To record leave for your employees, click the button on the right and select the employee's name.
From the Record Leave pop up that appears, you can adjust the length of leave, Leave Type, and see the employee's available balances for the selected type of leave. You'll also see any other employees who have leave at the same time, so that you can ensure you have sufficient staff coverage.
The balances shown depend on the type of leave being requested. Click the type of leave below to see more detail on what each balance means.
Annual Leave requests will display some or all of the following details:
Requested - The total requested days of leave, based on the selected 'Start' and 'End' date of the request. This will be calculated based on the employee's normal working days. For example, if they request leave from Monday - Sunday, but only work Monday - Friday, leave will be recorded as 5 days, not 7. You can learn more about how PayHero determines the working days for different types of employees here: Otherwise Working Days.
Leave requests spanning only 1 day will always count as 1 day of leave, regardless of whether it's a normal working day for the employee. If this is not a normal work day for the employee, consider whether they should be taking the day as leave before approving the request.
Other Leave Requested - If the employee has other leave requests which fall between today's date and the date of the new request, the total other days Requested will be displayed here. Ensure the employee's balances (below) are sufficient to cover both the Requested and Other Leave Requested amounts, or that you're happy for the employee's balance to become negative if they are taking more leave than is available.
Total Estimated Leave - A combined balance of leave currently due to the employee, plus their 'estimated' balance for the current year. You can learn more about how estimated leave is calculated here: Employees - Leave. If your company allows employees to take leave in advance, this balance is the balance to check.
Leave Due - Leave which is currently due to the employee. This is leave that has become due from crossing anniversaries, less any leave the employee has taken. If your company doesn't allow employees to take leave in advance, this balance is the balance to check.
Sick Leave and Alternative Leave requests will display the following details:
Requested - The total requested days of leave, based on the selected 'Start' and 'End' date of the request. This will be calculated based on the employee's normal working days. For example, if they request leave from Monday - Sunday, but only work Monday - Friday, leave will be recorded as 5 days, not 7. You can learn more about how PayHero determines the working days for different types of employees here: Otherwise Working Days.
Leave requests spanning only 1 day will always count as 1 day of leave, regardless of whether it's a normal working day for the employee. If this is not a normal work day for the employee, consider whether they should be taking the day as leave before approving the request.
Leave Available - The employee's current total balance of Sick or Alternative Leave available. Sick Leave only becomes due from crossing anniversaries, and Alternative Leave usually only becomes due from working on Public Holidays, but can be added manually if desired. Ensure this balance is sufficient to cover the 'Requested' days, or that you're happy for the employee's balance to become negative if they are taking more leave than is available.
Other types of leave don't have balances associated with them, so will only show the 'Requested' balance:
Requested - The total requested days of leave, based on the selected 'Start' and 'End' date of the request. This will be calculated based on the employee's normal working days. For example, if they request leave from Monday - Sunday, but only work Monday - Friday, leave will be recorded as 5 days, not 7. You can learn more about how PayHero determines the working days for different types of employees here: Otherwise Working Days.
Leave requests spanning only 1 day will always count as 1 day of leave, regardless of whether it's a normal working day for the employee. If this is not a normal work day for the employee, consider whether they should be taking the day as leave before approving the request.
Editing Leave
After clicking a request, click on the button on the right of the pop-up window to edit the entry, if needed.
You’ll be able to edit the Start date, End date, and Leave Type if required. This can be useful if the request has been entered incorrectly, or if the employee has returned earlier than planned.
If the employee has been invited to use PayHero, they will receive an email notifying them that the leave has been updated. You can also use the Notes field on the request to provide details on why the request has been edited - this will be included in the email message sent to the employee.
Important: If the leave request has already been included in a draft or sent pay, it will show as 'Paid' and you will only be able to edit the end date. The earliest valid End date would be the last day of any pay periods the leave has been included in. For example, if you have a leave request which currently ends on a Tuesday, and your last pay covered up to the prior Sunday, you can change the End date to any day from the Sunday or later.
Approving or Declining Employee Leave Requests
If your employees use the PayHero Employee Portal or the Mobile App, they can submit leave requests that require approval from an administrator or team manager.
If the employee is included in a team, the team manager will receive an email notification alert. For more details around setting up teams see: Teams, or for troubleshooting who receives requests, see: Who receives leave and expense requests?
In addition to the email alerts, leave requests will also appear on the To Do section of your Dashboard:
And as a translucent entry on the Leave Calendar:
Click on the entry, then the button to open the request details.
The pop up that appears will show the details of the request, and allow you to edit the leave type and dates if needed. You'll also see any other employees with leave requests overlapping these dates, so that you can ensure you have sufficient staff coverage.
The balances shown depend on the type of leave being requested. Click the type of leave below to see more detail on what each balance means.
Annual Leave requests will display some or all of the following details:
Requested - The total requested days of leave, based on the selected 'Start' and 'End' date of the request. This will be calculated based on the employee's normal working days. For example, if they request leave from Monday - Sunday, but only work Monday - Friday, leave will be recorded as 5 days, not 7. You can learn more about how PayHero determines the working days for different types of employees here: Otherwise Working Days.
Leave requests spanning only 1 day will always count as 1 day of leave, regardless of whether it's a normal working day for the employee. If this is not a normal work day for the employee, consider whether they should be taking the day as leave before approving the request.
Other Leave Requested - If the employee has other leave requests which fall between today's date and the date of the new request, the total other days Requested will be displayed here. Ensure the employee's balances (below) are sufficient to cover both the Requested and Other Leave Requested amounts, or that you're happy for the employee's balance to become negative if they are taking more leave than is available.
Total Estimated Leave - A combined balance of leave currently due to the employee, plus their 'estimated' balance for the current year. You can learn more about how estimated leave is calculated here: Employees - Leave. If your company allows employees to take leave in advance, this balance is the balance to check.
Leave Due - Leave which is currently due to the employee. This is leave that has become due from crossing anniversaries, less any leave the employee has taken. If your company doesn't allow employees to take leave in advance, this balance is the balance to check.
Sick Leave and Alternative Leave requests will display the following details:
Requested - The total requested days of leave, based on the selected 'Start' and 'End' date of the request. This will be calculated based on the employee's normal working days. For example, if they request leave from Monday - Sunday, but only work Monday - Friday, leave will be recorded as 5 days, not 7. You can learn more about how PayHero determines the working days for different types of employees here: Otherwise Working Days.
Leave requests spanning only 1 day will always count as 1 day of leave, regardless of whether it's a normal working day for the employee. If this is not a normal work day for the employee, consider whether they should be taking the day as leave before approving the request.
Leave Available - The employee's current total balance of Sick or Alternative Leave available. Sick Leave only becomes due from crossing anniversaries, and Alternative Leave usually only becomes due from working on Public Holidays, but can be added manually if desired. Ensure this balance is sufficient to cover the 'Requested' days, or that you're happy for the employee's balance to become negative if they are taking more leave than is available.
Other types of leave don't have balances associated with them, so will only show the 'Requested' balance:
Requested - The total requested days of leave, based on the selected 'Start' and 'End' date of the request. This will be calculated based on the employee's normal working days. For example, if they request leave from Monday - Sunday, but only work Monday - Friday, leave will be recorded as 5 days, not 7. You can learn more about how PayHero determines the working days for different types of employees here: Otherwise Working Days.
Leave requests spanning only 1 day will always count as 1 day of leave, regardless of whether it's a normal working day for the employee. If this is not a normal work day for the employee, consider whether they should be taking the day as leave before approving the request.
Review the request details and select the green Approve button to approve the request, or the Decline button to decline the request.
If the employee has been invited to use PayHero, they will receive an email notifying them that the leave has been updated. If desired, you can use the 'Notes' on the request to include a message in the email they receive, especially useful when declining a request.
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