Requesting or processing a resource's leave of absence

If your organization uses email automation, you may receive an email notification when a direct report's leave of absence is requested, rejected, updated, approved, canceled, begun, or completed.

Use this procedure to request a leave of absence for a direct report. For example, military service or maternity leave.

  1. Select My Staff > My Staff.
  2. Select the resource for whom to request a leave of absence.
  3. On the Profile panel, click the View Full Profile link.
  4. Click the Work Assignments tab.
  5. On the Leave Of Absence panel, click Request Leave.
    If no Leave Of Absence panel exists on the Work Assignment tab, select the Absences tab. See Requesting time off on behalf of an employee.
  6. On the Request Leave pane, specify the reason for the leave request, the leave type, the date that the leave starts, and the estimated date of return to work. Add additional information to further describe the leave request.
  7. Click Save.
    The request is displayed with a status of Requested. It is also available to the employee and HR administrator.

Processing notes

You can view only requested leaves that you or the HR administrator initiated. You cannot see employee-initiated leave requests until they are approved by the HR administrator.

Only an administrator or HR generalist can approve a leave request. When a leave request is approved, the leave status changes to Approved, and the leave is available to both the employee and manager.

You can update (Right-click > Update Leave) or cancel (Cancel Request) a Requested or Approved leave (whoever the initiator may be).

  • If you cancel a leave, the leave is removed from both your view and the employee's view. The administrator/ HR generalist can still update the leave and change its status back to Requested or Approved.

  • If you update an Approved leave, it returns to Requested status, and you become the leave's initiator whether you originally were the initiator or not. The leave must be approved again by the administrator/ HR generalist.

When the employee's leave begins, select Right-click > Begin Leave to change the leave status to On Leave. You can specify the actual dates at that time.

When the status is On Leave, you and the employee cannot change the leave information.

The administrator or HR generalist can also place an employee on leave and update the leave information, attach a leave authorization document, and change the leave status when the status is On Leave.

When the employee returns, select right-click and select Complete Leave to change the leave status to Completed. On the Complete Leave Form, specify the leave end date and return to work date. Optionally, attach a return to work document. Indicate whether the employee's normal activities will be restricted and, if so, the date that the employee can return to normal activities.

The administrator or HR generalist can also complete the leave, and update the leave after you have completed it. The administrator or HR generalist can specify more information. For example, disability information, if applicable.

When the leave is completed, you can no longer make any changes to it, but the administrator/ HR generalist can still update it and even change the status back to a previous status.