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Vacation requests

Vacation is paid or unpaid time off work that are entitled to under their . There are usually several leave types with varying entitlements, usually limited to permanent full or part time .  Depending on your settings, vacation can either be requested by an , pending approval by a manager, or entered by a manager on behalf of the .

Approving requests

To review and approve vacation, go to Payroll & Vacation > Vacation.
All pending requests are shown by default. Use search filters to view requests for a particular , a particular date range, or to see vacation that has been approved, rejected or retracted.  Vacation can then be approved, edited and/or retracted from this list as required.  Approving and retracting leave is as simple as clicking the button. Editing allows for making changes when the vacation hasn’t yet been approved. Once a vacation request has been approved, it must be retracted and resubmitted, which will ensure the changes and approver details are recorded correctly.

Creating requests

To create a new vacation request on your behalf, click the Create new button at the top of the page. On the following page, select the , vacation type, and the number of hours for each day of leave.
Note: By default weekends and are skipped for multi-day requests.  If the has no vacation types available, or not the type you are looking for, this is set in the and can be altered in settings.

Public Holidays

When are required to be paid for a public holiday without working, you will need to create an instance of Public Holiday Vacation for the day instead of a shift.  If the  works, and should be paid differently, this should be reflected in their setup. Roster them on that day as usual, but don’t create the Vacation entry.  Public Holidays need to be created for each region. Go to Payroll & Vacation > Public Holidays to ensure the system is aware that it’s a public holiday, and which and it will apply too. To learn more, including how to use bulk upload to create them, read Public holidays.

Vacation Balances

Hours are taken from Vacation balances when the Vacation is actually taken, not when it’s booked in, as it hasn’t occurred at that point, and the company could still be liable for it.  Similarly, the Vacation balance updates when the pay cycle is processed, as that’s when the shifts they earn Vacation hours for are confirmed and locked down.  These balances are updated according to the vacation accrual rates set up in the settings.

Vacation balance history

Managers with System log access can see the Vacation Balance History page, under Payroll & Vacation > Reports.
This page tracks all accruals and deductions for each individual vacation type for each , shows what triggered the change, whether it was via an upload, a pay cycle being processed or the  using their vacation.  The search feature to filter for a specific , pay cycle or only accruals and deductions can be very helpful to illustrate balance updates to .

Where to next?

Vacation types

Other related articles

Public holidays

Clocking in, requesting leave and more

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