Leave Requests are one of two ways employee leave can be recorded in the Timesheets.
The key benefits of Leave Requests are:
- Leave Requests have a built in request and approve function.
- Leave Requests are simpler to enter, as only the start and end dates are required - the exact hours being taken don't need to be specified.
- Leave Requests can be entered by employees who don’t otherwise have permission to change their timesheets.
- Leave Requests allow part days to be requested. While traditional time entries recorded against the Employee Leave work are always considered as a complete day, with Leave Requests you can record part days - for example, a half day of sick leave being taken.
- Leave Requests show current leave balances and estimated future balances, so the employee and managers can ensure the employee has enough leave at the time of the request.
- Managers and administrators will see a list of other employees with leave requested for the same time frame.
- Unlike Timesheet entries, Leave Requests from previous periods that haven’t already been paid will be included in the subsequent pay. This is useful if your employees are paid in advance, for example if you pay on the 20th for the calendar month. Leave requests recorded after the pay for dates between the 20th and the end of the month will be picked up when the pay for the following month is run.
While that all may sound pretty good, there are some scenarios where Leave Requests may not be able to accurately calculate an employee’s leave entitlements. In those situations, it may be best to use Timesheet entries against the Employee Leave work for some or all leave types, instead of using Leave Requests.
These are the most common situations where Employee Leave time entries may be a better approach:
- If you have rosters set up in FlexiTime, for any leave types that are paid out using the Relevant Daily Rate (Bereavement, Alternative, Public Holiday, and Sick Leave) you may be better to simply edit the rostered entry for the employee, and change the work to Employee Leave. This guarantees that the employee will be paid for the hours they were scheduled to work. The best example is sick leave where you’re wanting to pay the employee for the exact hours they were planned to work.
- If you have a contractually agreed number of hours that represent a day of annual leave, but actual hours of work are variable. Explicitly specifying this in a Timesheet entry may be better than using the average value determined by Leave Requests.
- Some rosters or more complex work patterns are best handled in Timesheets. If you have a rotating roster that doesn’t fit neatly into weeks (such as 7 days on, 3 days off) the Leave Requests feature will not be able to determine the correct days that are leave, so Timesheet entries will suit better.
- Simple payroll setups with standard hours per day, and without employee access, won’t get the full benefits of Leave Requests so leave in Timesheets may suffice.
- If your salaried employees are using Time Bank and take their banked hours one or two hours at a time, it will generally be easiest to enter these as Timesheet entries.
- If you are using FlexiTime’s billing function, and you on-charge leave to your clients, you’ll need to use Employee Leave time entries as Leave Requests cannot be on-charged.
- For some recruitment companies where leave is paid using a job rate, Leave Requests can’t be used as they can only use the employee’s Normal, Average, or Ordinary pay rates.
- If you have 'Record Hours Only' turned on you won’t be able to use Leave Requests, as you need to have access to the graphical Timesheet view.