Timesheet - leave shifts

This guide contains the following topics:

  • How are leave shifts displayed on the timesheet
  • How to edit leave shifts on a timesheet
  • How to nullify leave shifts on a timesheet
  • How to view details of a leave shift on a timesheet
  • How to view the history of a leave shift on a timesheet
  • How to approve a leave shift on a timesheet
  • Finalising the timesheet

What are leave shifts

A leave request is required by most organisations for any form of planned leave or time away from work. A leave request contains important information regarding the time away and is sent to an individual within the organisation for approval.

Why is this important

The timesheet is the last place that a leave shift can be submitted. 

How are Leave Shifts Displayed on a Timesheet

When viewing a timesheet, a regular shift will appear as follows:

Leave shifts will differ from a regular shift, as an L will be displayed in the top-right corner of the shift, within a purple circle

If the leave being taken is paid, a P will also appear next to the L, within a green circle

 

 

How to View Details of a Leave Shift on a Timesheet

 1. Select the leave shift that you wish to view the details of and the radial menus will appear

 

2. Press on the View leave shift option

 

3. A screen will appear with the details of the leave shift

 

 

How to edit leave shifts on a timesheet

1. To edit a leave shift, select the shift that you wish to edit and the radial menus will appear

 

2. Press on the Edit leave shift option 

 

3. The editing options will appear. Make the changes required and press Update

 

How to Nullify Leave Shifts on a Timesheet

1. To nullify a leave shift, select the shift that you wish to nullify and the radial menus will appear

 

 

2. Press on the Nullify leave shift option 

 

3. Once the shift has been nullified, it will change the hours on the timesheet to display a total of 0 hours of leave taken

 

How to View the History of a Leave Shift on a Timesheet

1. To view the history of a leave shift, select the leave and the radial menus will appear

 

 

2. Press on the View leave shift history option 

3. The leave shift history will appear, detailing all of the changes made to the shift, at what time, and by whom

 

How to Approve a Leave Shift on a Timesheet

1. To approve a leave shift, select the shift that you wish to approveand the radial menus will appear

 radialmenu.png

 

2. Press on the Approve leave shift option 

 

 

3. Shifts can also be approved by selecting the Approve shifts button from the right navigation bar. This will approve all shifts for that employee.

 

4. When a shift on the timesheet is approved, It will display in green, rather than its original colour of black

 

5. If the shift has been approved but you wish to change this, the shift can be un-approved by selecting the shift and pressing on the Unapprove leave shift option

 

Alternatively, all shifts can be un-approved by pressing the Unapprove Shifts button in the right navigation bar

 

 

Finalising the Timesheet

1. When finalising the timesheet, a screen will appear with a summary for each employee

2. Warnings may arise during this stage if the user has insufficient entitlement hours to cover the leave taken. The warning will present you with 3 options, to restrict paid leavereassign leave hours, or view balances

 

3. If you choose to restrict paid leave, the system will split the leave shift in to a paid and unpaid shift, with their paid leave totaling the entitlement hours that they currently have available 

 

The change will also display on the roster.

 

4. If you choose to reassign leave hours, you're given the option to assign the excess leave hours (hours exceeding entitlement balance) or specific hours to unpaid leave, or another leave type

 

 

After submitting the form, the summary and timesheet will both be updated to reflect the changes made

 

 

5. If you choose to view balances, a screen will appear, displaying the employees entitlement balances for all leave types

 

From this menu, you can choose to adjust the employees balance by selecting the Adjust Balance button, denoted by the pencil  pcedit.png

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