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Leave & Time Off Requests

When to use: Request time off for vacation, unpaid leave, late arrivals, early departures, remote work, family events, or other absences.

Creating a Leave Request​

Step-by-step​

  1. Go to Time & Attendance → Leave Requests
  2. Click Create Request
  3. Choose the type of leave (e.g., Annual Leave, Sick Leave, Unpaid Leave)
  4. Set your dates and times
  5. Add a reason (optional but helpful)
  6. Pick your approver (usually your manager)
  7. Submit and wait for approval

Types of Leave​

  • Annual Leave - Paid vacation days
  • Sick Leave - Time off due to illness
  • Unpaid Leave - Days not paid by the company
  • Late Arrival - Coming in late to work
  • Early Departure - Leaving work early
  • Remote Work - Working from outside the office
  • Other - As defined by your company policy

Understanding Your Leave Balance​

Leave Remaining Display​

Your available leave time shows at the top of the leave request form. It displays in one of two ways:

By Days: Example shows 5.5 days remaining

  • One full work day = 1 day

By Minutes: Example shows 440 minutes remaining

  • Full work day = 480 minutes (8 hours)
  • Half day = 240 minutes (4 hours)
  • You can switch between these views using the dropdown button

Example Calculations​

  • If you have 8 hours (480 minutes) of leave left and take 4 hours (240 minutes) off, you'll have 4 hours (240 minutes) remaining
  • If you have 10 days and take 1 day off, you'll have 9 days remaining

Late Arrival & Early Departure​

What is a "Late Arrival" request?​

If you arrive later than your scheduled start time, you can request a Late Arrival to explain those minutes.

Example:

  • Your work starts at 8:00 AM
  • You arrive at 8:30 AM
  • You submit a Late Arrival request for 30 minutes

What is an "Early Departure" request?​

If you leave before your scheduled end time, you can request an Early Departure for those minutes.

Example:

  • Your work ends at 5:00 PM
  • You leave at 4:30 PM
  • You submit an Early Departure request for 30 minutes

Unpaid Leave Option for Late/Early​

When Late/Early Becomes "Unpaid"​

If you don't have enough leave balance to cover your late arrival or early departure, the system shows you an option:

You can choose:

  1. Cancel the request - Don't submit it
  2. Charge as Unpaid - Those minutes will be deducted without using your paid leave balance

Unpaid Badge​

When a late arrival or early departure is marked as unpaid, a red badge appears showing:

Badge label: Unpaid

This means those minutes will not be paid and won't count against your leave balance. This is useful when:

  • You've already used all your leave time
  • You had a brief personal emergency
  • Your company policy allows unpaid time off

Important Note​

Only late arrivals and early departures can be marked as unpaid. Full-day leave requests cannot.

Advance Leave Requests (Future Requests)​

What is an Advance Leave Request?​

An advance leave request lets you request time off for a future date without specifying exact dates yet. This is useful when:

  • You know you'll need a few days off but haven't scheduled the exact dates
  • You want to book leave in advance for a project or event
  • You need to commit time off without planning the exact dates yet

How to Create an Advance Request​

  1. Go to Time & Attendance → Leave Requests
  2. Click Create Request
  3. Choose your leave type
  4. Instead of selecting dates, choose Advance Leave option (if available)
  5. Enter how much time you need:
    • In Days: 5 days
    • In Hours: 40 hours
    • In Minutes: 2400 minutes
  6. Select your approver
  7. Add a reason (optional)
  8. Submit for approval

Example​

You want to request 3 days off for a personal project next month but haven't picked the exact dates yet.

  1. Create an Advance Leave Request for 3 days
  2. Get it approved
  3. Later, when you know the exact dates, you submit another request using those approved advance days

Tracking Your Requests​

View Request Status​

In the Leave Requests list, you can see:

  • Status: Waiting for approval / Approved / Rejected
  • Type: The leave type
  • Dates: When the leave is scheduled
  • Reason: Why you requested it (if provided)

Actions While Pending​

If your request is still waiting for approval, you can usually:

  • Edit the details
  • Delete (cancel) the entire request

Once approved, you cannot edit or delete it.

Troubleshooting​

"I can't submit my request"​

Check these things:

  • Did you select a leave type? (Required)
  • Did you pick your approver? (Required)
  • For regular leave: Did you choose start and end dates? (Required)
  • Do you have enough leave balance? (If not, you can mark as unpaid for late/early only)

"It says I don't have enough leave balance"​

You have options:

  1. Request less time - Adjust your dates or minutes
  2. Use unpaid leave - If it's a late arrival or early departure, you can mark it as unpaid
  3. Wait for more leave - Annual leave may reset on a specific date each year
  4. Contact your HR team - They can discuss other options with you

"My late arrival/early departure was rejected"​

Why this happens:

  • Your approver may not have noticed it
  • Your request might not follow company policy
  • You may have exceeded limits on unpaid time off

What to do:

  • Contact your manager or HR team to discuss
  • Ask what specific reason it was rejected
  • Resubmit with additional explanation if needed

Tips for Success​

✓ Submit early - Don't wait until the last minute
✓ Be clear in the reason - Help your approver understand your need
✓ Check the calendar - See company holidays before choosing dates
✓ Keep track of balance - Know how much leave you have left
✓ Inform your team - Let colleagues know about your planned time off