This article covers how to manage leave for your team members in the Team Leave tab. For details on adding your own leave requests in the My Leave tab, see our article: Leave for Employees
If you've been designated as a Manager of a Team in PayHero, then in addition to the standard Employee Portal features, you'll also have access to the Team Time, Team Expenses, and Team Leave tabs.
Check out the sections below to learn how to manage your team members' leave via email, or in the Team Time tab in PayHero's Employee Portal or Mobile App, or find the answers to commonly asked questions:
As a team manager, you'll receive email notifications when your team members request leave. These requests can be actioned directly from the email, without needing to log in.
The information displayed in the email includes the type of leave being requested, the employee's name, and the date range.
Click View Request to open the request in a new browser tab with further details. Requests cannot be altered when actioned from the email notification, so if there are details requiring adjustment, you'll need to log in to either the PayHero Portal or the Mobile App.
The following sections detail the information shown, based on the Leave Type being requested.
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 your team member's normal working days. For example, if the request spans Monday - Sunday, but your team member only works 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.
Due - Leave which is currently due to your team member. This is leave that has become due from crossing anniversaries, less any leave that they have taken.
Estimated - A combined balance of leave currently due to your team member, plus their 'estimated' balance for the current year. You can learn more about how estimated leave is calculated here: Employees - Leave.
Other Leave Requested - If your team member 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.
Overlapping - Other team members' pending or approved requests that cover any of the same days.
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 your team member's normal working days. For example, if the request spans Monday - Sunday, but your team member only works 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.
Available - Your team member'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.
Other types of leave (Bereavement Leave and Family Violence Leave) don't have balances associated with them and will always show the requested number of days, as well as any overlapping leave:
Requested - The total requested days of leave, based on the selected 'Start' and 'End' date of the request. This will be calculated based on your team member's normal working days. For example, if the request spans Monday - Sunday, but your team member only works 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.
Overlapping - Other team members' pending or approved requests that cover any of the same days.
Click Approve or Decline to take either action. The following screen will display the request details along with confirmation of the action taken.
You can access PayHero's manager portal on a tablet, laptop or computer at portal.payhero.co.nz. Learn more about accessing and using the portal (including managing your own leave) here: Manager Portal
Note that as a manager, leave requests you submit for yourself require approval from either your manager or an administrator.
Managing Leave
The calendar in Team Leave shows all leave requests for your team members for the month selected in the top left. Use the arrows or the calendar button to navigate between months.
Requests will show on the calendar as circles displaying the initials of the team member they're for. The transparency of the circle indicates the status of the request:
- The request is pending approval. You can click into the request to view or edit its details, and approve or decline it.
- The request has been approved. You can only edit the Start and/or End dates of an approved request, and only if they have not yet been covered by either a draft or sent pay.
To add leave for one of your team members, click the green plus in the top right and select their name in the list. If you're the manager of more than one team, the list will show employees from every team you manage.
In the popup window that appears, you can then select the Leave Type, ensure the start and end date are correct, and add notes about the leave if desired.
The following sections have information on the different types of leave that you can either create or view existing requests for.
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.
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 - simply ensure this balance is sufficient to cover the Requested amount, or that you're happy for the employee's balance to become negative if they are taking more leave than is available.
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 - simply ensure this balance is sufficient to cover the Requested amount, or that you're happy for the employee's balance to become negative if they are taking more leave than is available.
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 your team member's normal working days. For example, if you're entering leave from Monday - Sunday, but your team member only works 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 Available - Your team member'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.
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 your team member's normal working days. For example, if you're entering leave from Monday - Sunday, but your team member only works 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.
Once you've clicked Approve, the monthly calendar will update accordingly, and the day(s) will show a circle with your team member's initials, colour-coded to reflect the type of leave that's been used.
Team Selection
You can access the mobile app at mobile.payhero.co.nz via your preferred browser on your mobile phone. Learn more about accessing and using the mobile app (including managing your own leave) here: Manager Mobile App, or get in touch with your payroll administrator if you have any questions about your access.
Open the navigation sidebar at the top left of the screen to display both the personal and team sections.
Tapping the double arrows in the Manage Teams section will take you to the Select Team screen, which is used as an app-wide filter to restrict which employees (or Team) will display as you navigate the Mobile App.
Managing Leave Requests
You can manage your team members' leave requests in the Team Leave section. Requests will display for the selected month according to their status: Pending, Approved, or Declined. Tapping the arrows at the top of the screen changes the selected month.
Tap the green plus in the bottom right to create a new leave request, or tap on a pending request to view its details.
Leave Type - Tap on the Leave Type drop-down list to select a different type of leave to be used for the request.
Employee - The name of the employee that the request is for. Pending requests that have been submitted by a team member will have field will locked.
Start & End Dates - Tap on either field to select different dates as required.
Request Information - This section will display details around how many days are covered by the leave request as well as the employee's leave balances. The detail displayed will change depending on the Leave Type chosen.
Notes - Add additional notes, or edit any existing notes.
Tapping the button will approve the request, and it will appear in the Approved list for the appropriate month in Team Leave.
Tapping the button will ask for confirmation to decline the request, and it will then appear in the Declined list for the appropriate month.
What Request Information is shown?
The following sections detail the Request Information shown, based on the Leave Type being used.
Days requested - The total requested days of leave, based on the selected 'Start' and 'End' date of the request. This will be calculated based on your team member's normal working days. For example, if you're entering leave from Monday - Sunday, but your team member only works 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.
Other leave requested - If your team member 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.
Days estimated - A combined balance of leave currently due to your team member, plus their 'estimated' balance for the current year. You can learn more about how estimated leave is calculated here: Employees - Leave.
Days due - Leave which is currently due to your team member. This is leave that has become due from crossing anniversaries, less any leave that they have taken.
Requested - The total requested days of leave, based on the selected 'Start' and 'End' date of the request. This will be calculated based on your team member's normal working days. For example, if you're entering leave from Monday - Sunday, but your team member only works 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.
Available - Your team member'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.
Requested - The total requested days of leave, based on the selected 'Start' and 'End' date of the request. This will be calculated based on your team member's normal working days. For example, if you're entering leave from Monday - Sunday, but your team member only works 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.
The FAQ below helps with some common troubleshooting, or you can reach out to your payroll administrator if you're stuck.
Can I change the email address for receiving leave requests?
Requests will always be sent to your Login Email. If desired, you can change your Login Email from the 'My Profile' page, as seen here: How can I update my login details?
Can I approve my own leave requests?
No, managers can't approve their own requests or timesheets. These will need to be approved by an administrator in-app, or by another user set as your manager in PayHero.
Why haven't I received an email notification for a leave request?
If you haven't received an emailed leave request for one of your team members, there are a few possible causes, which you can troubleshoot using the steps below.
- Ensure you're is looking at the same email account that is associated with your PayHero login details. This is the email address you log in with, and may differ from the email you receive their payslips to. You can double-check (or change) your login email via My Profile, as seen here: How can I update my login details?
- Check your Spam and Promotions folders
- Ensure you've been invited to use PayHero, and had completed the process for Accepting a PayHero Invite at the time the employee submitted their request.
- Have your administrator check that:
- You're correctly set as the Team Manager in PayHero, and this was set up prior to the employee originally submitting their request.
- The employee who has made the leave request is a member of your Team and was added to the Team before they originally submitted their request.
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