Leave requests

An employee acquires different types of leave days when working for a company: paid leaves, additional rest days, maternity/paternity leaves, and so on. The number of days depends on the employee's work contract as well as on the policies implemented by the company. These leave counters are available in the portal so employees can quickly and easily send leave requests to their managers, or any person in charge of validating these requests.

There are as many leave counters as there are leave types. Each counter displays a summary of the rights acquired so that the employee knows exactly how many days to ask for when making a leave request. The employee can also transfer days acquired for a specific leave type to another leave type.

When an employee makes a leave request, it is transferred to the person in charge of validating or rejecting the request. At any time, employees can look at the overview of their requests, to know if they are still pending or if they have been validated or rejected.

Leaves are managed from the Leave requests menu in the Employee module.

Leave counters clearly display the number of days acquired by the employee. There are as many counters as there are leave types: one counter for paid leaves, another one for additional rest days, and so on. There are also as many counters as there are time periods.

Example

Today is December 26. From my leave requests, I can see my paid leaves counter for the current year, from 01/01 to 12/31. Depending on how my company is set up, I can also see a second paid leaves counter for the following year.

Each counter displays the following information:

Counter header The leave type, for example Paid leaves or Maternity leaves.
Acquired from ... to ...

Only displayed if the leave type is an Increment one.

The acquisition period for the counter's rights, that is used to automatically calculate the acquired rights.
Valid until ... The validity end date of the counter. Once this date has been reached, the employee can no longer make leave requests from this counter.
X day(s) acquired The number of days acquired by the employee for the given period. If the leave type is an Increment one, the total number of rights acquired at the end of the acquisition period is displayed (acquired out of X).
X day(s) transferred The number of days transferred from another leave type to the counter's leave type.
X day(s) taken The number of days already taken by the employee, meaning the number of validated leave days for the given period and transferred into the timesheets of the employee.
X day(s) scheduled The number of days added to the schedule with, in brackets, the number of scheduled days that have not been validated yet.
X day(s) remaining The number of days left to request for the given period. The scheduled days are deducted when calculating the remaining days.

An employee can request a leave when they want to take days off.

Reference

A parameter can be enabled so the employees cannot request a leave if their request overlaps another leave request. To enable or disable this parameter, see Setting up leave requests.

1 From the Leave requests menu, find the desired counter then click Request.

The leave request window opens.

2 In the window, fill in the following fields:
Field Description
The date of the leave request. It is the date on which the employee makes the request. This date cannot be modified.
Leave type

The leave type selected by default is the counter's, used to make the request. If the leave type is Increment, the days acquired at the current date are displayed in the input screen.

If needed, select another leave type from the help list.
Starts Check either morning or afternoon to indicate whether the leave period will start at the beginning or at the middle of the day.
Period

Click on the field to select the leave period.

If you only want to take one day off, fill in the same day for the period. If you want to take multiple days in a row, fill in the first and last days of the desired leave period.

Examples

I want to take a day off on December 9. Therefore, I will define a period from 12-09 to 12-09.

I want to take the whole week off from March 11 to 15. Therefore, I will define a period from 03-11 to 03-15.

When the period is defined, click Ok to validate.
Number of days

The number of leave days is automatically calculated taking into account the specified period and other parameters such as national holidays, part-time work, days not worked in the model week (included or not), etc. If needed, fill in the number of days manually or click on to recalculate the number depending on the period defined.

If the leave type is an Increment, the number of rights estimated on the start date of the requested leave is displayed, as well as the number of remaining days to take before the counter's validity end date. This number of remaining days shows the state of the counter if the leave request was actually sent.
Comment Enter a comment to give more details about the leave request.
3 Click on Validate.

The leave request is created. The days taken can be seen in the leave counter. The request can be viewed from the requests overview table, in the Pending tab. An email is sent to the employee's line manager.

The employee can no longer modify a leave request once it has been validated (or rejected) by the manager. For validated requests with a period that has not been reached yet, it is possible to ask the manager for the validation to be canceled if the employee wants to modify this request.

1 From the Leave Requests menu, click on the Validated tab in the requests overview table, then click on in the Actions column for the relevant line.

A window opens to ask for the validation to be canceled. The manager's email address is specified by default.

2 Fill in a Comment if needed.
3 Click on Validate.

The cancellation request is sent by email to the manager.

A leave request can be modified by the employee as long as this request has not yet been validated or rejected by the manager. If you need to modify a validated request, you can do so by Asking for a validation to be canceled.

To modify a leave request from the Leave requests menu, click on the Pending tab in the requests overview table, then click on in the Actions column for the relevant line.

A leave request can be canceled by the employee as long as this request has not yet been validated or rejected by the manager. If you need to cancel a validated request, you can do so by Asking for a validation to be canceled.

To cancel a leave request from the Leave requests menu, click on the Pending tab in the requests overview table, then click on in the Actions column for the relevant line. The canceled request can be viewed in the Canceled tab.

A leave request can be deleted by the employee as long as this request has not yet been validated or rejected by the manager. If you need to delete a validated request, you can do so by Asking for a validation to be canceled. Deleted requests cannot be retrieved.

To delete a leave request from the Leave requests menu, click on the Pending tab in the requests overview table, then click on in the Actions column for the relevant line.

An employee can transfer days from one leave counter to another, for example transferring the paid leaves that were not taken during the previous year to the current year's counter.

1 From the Leave requests menu, find the desired counter then click Transfer.

A window opens.

2 In the window, fill in the following fields:
Field Description
The date of the transfer request. It is the date on which the employee makes the request. This date cannot be modified.
Source leave type The leave type selected by default is the counter's, used to make the request. This source leave type cannot be modified.
Target leave type Select the target leave type from the drop-down list. The days will be transferred to the counter associated with the leave type.
Number of days Fill in the number of days to be transferred. You cannot enter a number that exceeds the remaining number of days in the source counter.
Comment Enter a comment to give more details about the transfer request.
3 Click on Validate.

The transfer request is created. The days transferred are deducted from the source counter. The request can be viewed from the requests overview table, in the Transfer tab.

A transfer request can be canceled by the employee as long as this request has not yet been validated or rejected by the manager. If you need to cancel a validated request, you can do so by Asking for a validation to be canceled.

To cancel a transfer request from the Leave requests menu, click on the Transfer tab in the requests overview table, then click on in the Actions column for the relevant line.

From the Leave requests menu, an overview table displays the complete history of leave requests. This table enables employees to quickly view their leave requests as well as modify or cancel some requests depending on their status.

  • The Pending tab displays the list of requests that have not yet been validated or rejected by the manager. The pending requests cannot be modified, canceled or deleted.
  • The Validated tab displays the list of requests that have been validated by the manager. For requests with a period that has not been reached yet, it is possible to ask for the validation to be canceled.
  • The Rejected tab displays the list of requests that have been rejected by the manager.
  • The Canceled tab displays the list of requests that were canceled by the employee. The canceled requests can be reactivated or deleted.
  • The Transfer tab displays the list of transfer requests. The transfer requests can be canceled.

By default, only the requests related to the current period are displayed. To display all the requests, check the Show past leave requests box above the list of requests.