Reviewing Leave Applications

A Manager receives employee leave applications via email. The email requesting the leave contains a link for the manager to log in to Preceda.

  • The exact format of this link is controlled by the setting in the Review Application via Manager SS field on the Self Service Options window or the Leave Applications are accessed through the My To Do List option in Preceda. Managers can approve, decline, cancel, or request for more information on all submitted requests, but only for employees they are authorised to view.
  • Once a status has been applied to the leave application, the information is relayed back to the employee via email.
  • The transactions are imported to Payroll to become part of the Payrun using the Import SelfService Transactions to Payroll screen.
  • For employees who hold the top position of an Organisation Structure, and do not report to another Position (e.g. the CEO, leave applications), they are auto-approved.

 

When an employee lodges a leave request through Preceda Self Service, they must nominate a Manager, and must or may not indicate an Alternate Manager, to review their application (depending on the settings established on Self Service Options window). If this is done, the application is forwarded to the first nominated Manager for review.

If the review is not performed within a period of time set down by the System Administrator, and an Alternate Manager has been indicated, the application is escalated to the Alternate Manger for review.

If the review is still not carried out within a specified time, the employee is notified by e-mail that their application is still awaiting review.

When the employee's Leave Application request is processed, the request is sent via email to their Manager or the person who is to approve their leave.

The Manager or authorised person receives an email with the employee's leave request details, and can review the application via the Review Leave Applications window.

Note that a setting on the Self Service Options window may be conditioned to enforce the nomination of two managers.

  • If the Enforce Secondary Manager field is set to 'Y,' two managers must be indicated for Leave Applications (the employee's Manager, and the Alternate Manager who is the Superior of the employee's Manager). Otherwise, the application will not proceed.
  • If the field is set to 'N' or left Blank, the application process will continue even if only one Manager is nominated. It will not force the employee to nominate an Alternate Manager in order to submit the application.

 

When an employee applies for leave, the application is displayed on the Manager's To Do List for approval.

If the leave application is subsequently escalated to another manager, the leave application is reallocated to the To Do List of the escalating manager, and is not displayed when the original manager opens their Leave Applications folder.

However, when the original manager selects the Leave Planner button, the employee's leave details will be included on the display.

When an employee sends a leave application request, a Manager will receive an email. When the link is selected, you will be taken to either the Review Leave Application window or directly to the Preceda Log on window.

The Review Leave Application window allows you to Approve the Leave, Decline the Application, Request More Information, Cancel the request, or add a Manager's Comment, if necessary. This will generate an email which is automatically sent to the employee.

Once signed in within Preceda, select the Leave Application tab in the To Do List option.

Details of all leave applications made by employees requesting approval are displayed. The list of employees included in the Leave Application request is determined by the settings in the Display Levels Below Current Position field on the Self Service Options window.

  • A filter is available to select records.
  • Drilling down on Leave application records will provide detailed information.
  • The amount of leave (including pro-rata) owing to the employee for a particular leave type is displayed as well as any other applications for leave of this type that have yet to be approved.
  • If the leave request is for sick leave, you will be prompted with "Doctors Certificate Available."
  • If the leave request is for other leave, the Reason For Leave is displayed.

The Approve, Decline, Request More Information, and Cancel buttons are used to respond to the leave application. This will generate emails which are automatically sent to the employee.

Two Leave Planner buttons are displayed. Each button provides access to leave planning information from different perspectives:

  1. The Leave Planner button at the top of the main window accesses a calendar which displays all the employees who report to you and any leave applications that have been approved or are awaiting approval.
  2. The Leave Planner button on the rightmost side of the employee application on the main window accesses a calendar which displays all the employees who report to you and any leave applications that have been approved or are awaiting approval. This calendar starts two weeks prior to the employee's leave application and displays the upcoming four weeks.

 

Note: Leave Planner buttons may be removed/hidden within an Access Profile (via Preceda Access screen) if not required to be displayed on the Review Leave Application screen.

A bar chart displays Requested Leave, Approved Leave and Overlapping Leave (where an employee may have applied for leave more than once for the same dates.)

The calendar starts at today's date and displays the upcoming four weeks.

The list of employees can be sorted by ID Number or Name using the Sort By options.

The Previous and Next buttons scroll the calendar forward or backwards in blocks of four weeks.

The Calendar button allows the selection of a different start date for the calendar.