Request leave

In Employee AZ you see how much leave you have left this year, ask for leave and follow what your manager decides. You can withdraw a request while it is waiting, and ask your manager to cancel leave they have already approved, as long as it has not started.

Read your balances

In the menu, under Work, select Leave. At the top, a tile for each type of leave you have an allowance for this year, annual leave first, shows the days you have left in large figures, out of the year's total. Under it:

• Taken: approved leave that is over.
• Booked: approved leave that has not ended yet. Shown when you have some.
• Requested: leave waiting for a decision. Shown when you have some.
• Remaining: your allowance less what is taken and booked. Leave still waiting is not deducted until it is approved.

When your waiting requests add up to more than you have left, the tile says Your waiting requests ask for more days than you have left.

The leave year is the calendar year, and a request counts in the year it starts. If your allowance includes days carried over or an adjustment, the tile breaks it down into Base, Carry-over and Adj. (the adjustment). Carried-over days are used first. When they have a use-by date, the tile shows it; days not used by then lapse.

Your manager sets how many days you have each year. Until they do, the page says No leave allowance recorded for this year. You can still ask for leave.

Ask for leave

1. At the top of the page, select Request leave.

2. Choose the Leave type. The list holds the types your organisation offers. Under it, the form shows any document that type of leave needs and what is left of it this year, for example Days left this year: … of ….

3. Enter the first and last day of your leave in From and To. For a single day, enter the same date twice.

4. For half a day, choose Morning half-day or Afternoon half-day under First day or Last day. Leave both at Full day otherwise. For a single day, choose a half-day in one of them only.

5. If you like, write a Reason (optional). Your manager reads it, and your row shows it as Your reason.

6. Select Submit request. The page says Leave request submitted. To leave without sending, select Cancel.

The number of days is worked out for you. Weekends and public holidays are not counted, unless your organisation counts them for that type of leave, and a half-day counts as half.

Days your organisation does not usually give leave on

If your organisation has set such days, the form lists them under the dates as Days your organisation does not usually give leave on. When your dates include one, a warning appears as you choose them. You can still send the request: your manager decides. The page then says Leave request submitted. It includes days your organisation does not usually give leave on: …. Your manager may refuse those days.

When you ask for more than you have left

A request for more days than you have left this year, once your other waiting requests are counted, is still sent. The page says Leave request submitted. It asks for …, and you have … of … left this year once your other waiting requests are counted. Whether to give it is your manager's decision.

When the form refuses a request

Nothing is sent, and the form stays open with what you entered, when:

• the last day is before the first: The end date cannot be before the start date.
• for a single day, a half-day is chosen under both First day and Last day: Choose only one half-day option for a single-day request.
• you are already waiting for a decision on one of those days or half-days: You already have a request waiting for …. Choose other dates, or cancel that request first.
• you already have approved leave on one of those days: You already have approved leave on …. Choose other dates, or ask for that leave to be cancelled first. See Ask to cancel approved leave.
• your organisation does not allow half-days for that type of leave: This leave type does not allow half-day requests.
• that type of leave must be asked for a number of days ahead: This leave type requires at least … days' notice.
• that type of leave can be taken for only so many days in a row: This leave type allows at most … consecutive days.
• none of the days is counted, for example a weekend alone: The selected range contains no days counted by this leave policy.
• a half-day falls on a day that is not counted: A half-day cannot be selected on a non-working day.
• the public holidays could not be checked just then: Public holidays could not be verified. Please try again before submitting.

Follow your requests

Your requests are under two tabs. Upcoming shows, soonest first, leave waiting for a decision, approved leave that has not ended, and refused leave whose dates are still ahead. Its number counts the requests waiting for a decision. History keeps leave that is over and requests that were cancelled.

Each row shows the type, the dates, the number of days and where the request stands: Pending, Approved, Rejected or Cancelled. When your manager writes something with the decision, it is shown as Manager's comment. Your manager must say why when they refuse a request. To ask again, send a new request.

Your leave, approved or waiting, also appears on the Calendar tab of Schedule. On Time, the days of leave up to today are shown beside your time; see Clock in and out and send your time.

Supporting documents

Some types of leave need a document, such as a medical certificate, sometimes within a number of days. The form says so under the type when you choose it. While the request is waiting or approved, its row says This leave needs a medical certificate. or This leave needs a supporting document.

You cannot attach the document in Employee AZ: give it to your employer the way they ask.

Cancel a request that is waiting

1. On the Upcoming tab, find the request marked Pending and select Cancel request.

2. Confirm Cancel this leave request? The request moves to History as Cancelled, and the page says Leave request cancelled.

You can do this only while the request is waiting. If your manager decided on it in the meantime, nothing is changed and the page says what happened, for example This leave request has already been approved, so it can no longer be withdrawn. Use Ask to cancel on it instead. Nothing was changed.

Ask to cancel approved leave

Approved leave cannot be withdrawn by you, but you can ask your manager to cancel it before its first day. You can ask once for each leave.

1. On the Upcoming tab, select Ask to cancel on the approved leave. The dialog Ask to cancel this leave opens.

2. If you like, say why in Why (optional), in up to 500 characters. Your manager reads this with your request.

3. Select Ask to cancel. To close the dialog without asking, select Keep my leave. The page says Your manager has been asked to cancel this leave. It stays booked until they answer.

While your manager has not answered, the row shows Cancellation asked and You asked to cancel this leave, and the days stay booked. Then:

• If your manager agrees, the leave is Cancelled and moves to History with Cancelled at your request. Its days count towards what you have left again.
• If your manager keeps it, the leave stays Approved and the row shows Your manager kept this leave with their reason.

Once leave has started, Ask to cancel is no longer offered. If it starts while the page is open, the page says This leave has already started, so it can no longer be cancelled here. Ask your manager. Nothing was changed.

If something cannot be loaded

• Your leave information could not be loaded right now. The part that did not load says so instead of showing a figure, and while the leave types or your requests are missing, Request leave is disabled and says Unavailable until your leave information loads. Reload the page in a moment.
• Leave requests are temporarily unavailable. Please try again. Nothing was sent. The form opens again with what you entered, so you can try again.
• Your organisation's days without leave could not be loaded, so these dates were not checked against them. You can still send the request.
• Leave cannot be requested here yet because your organisation has not set up its leave types. Ask your manager. There is no Request leave button until your organisation sets up its types of leave.