Recording Leave for an Employee – Sickness

Applies to: Team Leaders, Line Managers, HR/Customer Administrators

There could be times when an employee is unable to book their own leave, in which case, their Team Leader / Line Manager / Supervisor can book this, or anyone with the HR or Customer administrator system roles.

When booking leave on behalf of an employee, either as their Team Leader / Line Manager / Supervisor, or as a HR or Customer administrator, there is no approval process, meaning the leave will automatically be marked as Approved or Taken, depending on when the leave was. The employee will however, receive an email notification to advise that the leave request was approved.

Sick leave can be added with both a start and end date, or just a start date, meaning this will remain open and in progress, until the employee returns and enters the last day of their sickness. They will receive an on-screen prompt to complete this.

Recording Sick Leave for an Employee

• To record sick leave on behalf of an employee, you’ll need to complete this via their employee record and the Leave tab within their record.
• Using either the employee search, or the People side menu and Employees sub-menu, find and load the employee record belonging to the employee for whom you are recording leave.
  
  
  
• Click on the Leave tab of the employee record.
  
  
  
• This will load all the employees’ past, current or future leave.
• At the bottom of the Leave table, you’ll find the Book Leave dropdown menu.
  
  
  
• Click on the Book Leave dropdown menu to show the additional options.
  
  
• Click Book Sick Leave from the Book Leave dropdown menu.
• The Record Sick Leave page will open showing the employee’s name and photo, confirming that you are booking leave for the correct employee.
  
  
  
• Select a reason for the sickness from the dropdown menu.
  
  
  
• Enter the start and end dates of the 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.
  
  
  
• There are two drop-down fields labelled ‘Start of day’ and ‘End of day’, whereby you can select the start and end times of the leave. The default values are ‘Start of day’ and ‘End of day’, which is a full working day.
• 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 leave (AM)
  • Midday and End of day – half a day’s leave (PM)
• You could however, be recording leave from midday on one day, to midday on another day. In this scenario, both drop-down menus might both state Midday.
• You may also be recording sick leave whereby the end date is unknown at this stage.
• If the end date of sickness is unknown, check the box for ‘Unknown end date’, which will disable the end date fields.
  
  
  
• If you are recording leave with no known end date, when the employee returns from leave and logs in to MyPeople they will instantly see a notification to enter an end date of the sick leave. This is shown at the bottom of this article.
• There is a ‘Notes’ section, where you can type information about the leave and why you are recording it on behalf of the employee, but this field is not required.
• Ensuring you have entered valid dates and times, the number of days requested will calculate the number of days you are about to record for the employee, or if ‘Unknown end date’ is checked, this will not be shown.
• A completed holiday request, will look like the example below.
  
  
  
• Click save and the leave booking will be record for the selected employee, and shown in their table of past, current or future leave.
  
  
  
• If you checked the ‘Unknown end date’ option, the leave will be marked as in progress, until the employee returns to add an end date. At this stage, the leave will be marked as taken. This is shown in the example above.
• If, however, you entered an end date for the sick leave, this will be marked as Taken immediately.
  
  
  
• The selected employee will receive an email notification like the example below, to make them aware that the leave was recorded.
  
  
  
• If ‘Unknown end date’ was checked and used, the email will read that the end date is open, indicating that they will need to enter an end date when logging into MyPeople.
  
  
  
• As mentioned earlier, when the selected employee logs in to MyPeople, they will instantly be shown that they need to enter an end date of their sick leave.