Leave Application and Management Process

  • MypcorpMypcorp

The leave application and management process in HR is highly flexible and customisable to suit organisational needs. This guide outlines how staff can apply for leave, how managers can handle approvals, and how to address advanced scenarios like overlapping leave requests. It also provides best practices to ensure smooth and efficient leave management.

Leave Application Process

Staff Leave Application

  • Navigate to the Leave Application panel on the HR dashboard.

  • Select Create to start a new leave application.

  • Choose the Leave Type (e.g., Annual Leave, Personal Leave).

  • Enter the Start and End Dates for the leave period.

  • Attach any Supporting Documentation, if required.

  • Add a Reason for Leave (e.g., Family vacation or Medical appointment) – this is a mandatory field for payroll-integrated organisations.

  • Review all details for accuracy.

  • Submit the application. Once submitted, the page becomes read-only for the applicant.

Notifications for Staff

  • Staff will receive a confirmation notification when the application is submitted.

  • Updates on the leave status (e.g., Pending, Approved, Rejected) will also trigger notifications.

Leave Approval Process

The leave approval process depends on the Leave Profile Settings configured in HR. Approvals can follow different workflows:

Leave Approved by Payroll

  • The payroll administrator receives an automated email with a link to the leave administration section.

  • Payroll verifies leave balances, documentation, and other details.

  • Once approved, the application progresses to the next step (e.g., Manager approval) or is marked as Verified.

  • If integrated with PocketWatch, payroll administrators must decide how to manage shift replacements when approving leave.

Leave Approved by Team Leader

  • The team leader receives an email notification with a link to the approval panel.

  • The team leader reviews the leave application, checks leave balances, and decides to approve, reject, or mark it as pending.

  • Comments added by the team leader are shared with the executive manager (if applicable) or directly with the staff member.

Leave Approved by Executive Manager

  • The executive manager reviews the application after approval by the team leader (if multi-level approval is required).

  • Final decisions are made, and the leave page is locked once approved or rejected.

  • Comments are visible to staff after approval.