Booking Leave - Holiday (Hours)

Applies to: All employees, HR Administrators and Customer

This article applies to employees that are booking leave based on hourly entitlement. For employees booking leave in daily entitlement, please refer to the related articles at the bottom of this page.

When booking leave, there are two stages. You first submit your leave request, which is emailed to your team leader/manager, who then goes through the approval process.

• There are two places where you can request your leave, which are from the Book Leave dashboard panel, or the Leave tab of your "My Details" page.
  Book Leave dashboard panel.
  
  Leave tab under My Details.
  
  
• Clicking either the Book Leave dashboard panel or the blue Book button the Leave tab of My Details, will take you to the leave type screen, shown below.
  
  
  
• Click the Holiday Leave panel, which also shows you the number of hours remaining from your holiday entitlement.
• The Book Holiday page will open, allowing you to enter your annual leave details.
  
  
  
• Enter the start and end dates of your leave, either manually in the DD/MM/YYYY format or by selecting it from the calendar, by first clicking on the calendar icon shown below.
  
  
  
• After clicking the calendar icon, you can select the dates from the calendar style.
  
  
  
• There are two drop-down fields labelled ‘Start of day’ and ‘End of day’, whereby you can select the start and end times of your leave. The default values are ‘Start of day’ and ‘End of day’, which is a full working day will calculate the number of hours you work for the chosen day(s), based on your work pattern.
• For example, if you work 4 hours on Monday and 2 hours on Tuesday, and try to request Monday and Tuesday as holiday leave, leaving the Start of day and End of day fields as they are, this will request 6 hours leave across the two days.
• As you can see in the example below, requesting Monday 24/04/2017 as leave and leaving the Start of day and End of day fields as they are, results in 4 hours being requested.
  
  
  
• If, however, you needed to book half a day’s leave, then you could use the drop-down menus to select one of the following combinations:
  • Start of day and Midday – half a day’s (working hours halved) leave (AM)
  • Midday and End of day – half a day’s (working hours halved) leave (PM)
• You can see in the example below, setting Start of day and Midday, results in Bradley’s four hour working day, being halved.
  
  
  
• You could however, be taking leave from midday on one day, to midday on another day. In this scenario, both drop-down menus might both state Midday. Again, this will halve the hours you work across the two days, as shown below.
  
  
  Lastly, as someone on hourly leave, you can request 30 minute periods of a day you work.
• By utilising the dropdown menu that reads Start of day, you can select the start time of your leave.
  
  
  
• Once you have set the start time of your leave, you can also set the end time. In the example below, 10:30 to 11:00 is being requested. Therefore only 0.5 hours of your entitlement will be used, as shown in the Requested field.
  
  
  
• There is a Notes section, where you can type information about your leave for your manager, but this field is not required.
• Ensuring you have entered valid dates and times, the number of hours you are about to request will be calculated and shown.
• A completed holiday request, will look like the example below.
  
  
  
• Click save and your request will be sent to your team leader/manager, who will receive an email and task notification to approve the leave request.