How Leave Works
Staff request leave in Microkeeper, their manager approves it, and the pay run pays it. How many hours are paid comes from the employee's Contracted Hours: the hours they'd normally work on the days the leave covers.
Leave workflow in Microkeeper
Request leave
Staff ask for time off.
- Employees request it from the Employee Console. See How employees request leave.
- A manager can request it for them. See Reviewing Leave.
- Their managers are emailed about each new request. See Notifications.
Review it
Check it fits the business.
- Check the employee's balance and the hours the leave will use.
- See who else is off at the same time.
- Pending and approved leave shows on the Roster Calendar, so you can roster around it.
Approve or decline it
The employee is emailed the outcome.
- Approve, decline or change the request on Leave Review.
- Approving it hides their rostered shifts on those days on the Roster Calendar.
Pay it
Approved leave is paid in the pay run that covers it.
- The pay run pays the Contracted Hours the leave covers, less any hours worked. See How leave hours are worked out.
- The employee's balance goes down, and the leave shows on their payslip.
How employees request leave
- On the Employee Console, under Leave Requests, click + Request Leave and choose the leave type.
- Enter the Start Date and End Date. The times start at 00:00 and 23:59 for whole days; change them for part of a day.
- Check Estimated Hours and Final Balance, the hours this leave will use and what they'll have left.
- Add a comment if needed. For personal leave, answer whether they have a doctor's certificate.
- Tick I agree and click Submit.
A certificate can be uploaded straight after submitting, or later from the request on the Employee Console. Staff can't change a request once it's sent. They can remove a pending request and make a new one; to remove approved leave, they ask and a manager reviews it.
Staff only see the leave types that are active for them and that staff can request. See Leave Configuration.
How leave hours are worked out
Leave pays the employee's Contracted Hours on the days it covers. For each day, Microkeeper starts from their contracted hours, takes off any hours they worked, pays a public holiday next, and pays the rest as leave.
So in this week they're paid 11.6 hours worked, 7.6 hours public holiday and 18.8 hours annual leave, and only the 18.8 hours come off their annual leave balance.
Set each employee's Contracted Hours on their profile, to one of:
- Default Work Week: Monday to Friday from your business's default start time, for your standard work week.
- Group Template or Individual: a set pattern of hours, for a Group or for that employee.
- Roster Calendar: their rostered shifts that week.
Warning
Leave on a day with no contracted hours isn't paid. On the Timesheets page it shows yellow, with "Payable Leave not triggered". Check the employee's Contracted Hours, or roster them if they use the Roster Calendar. See Timesheets.
Unworked public holidays are paid to full and part time staff only. For more examples, such as part days, see Leave and Public Holidays.
Where to see leave balances
- Employees see their Final Balance when they request leave, and on their payslip for the leave types ticked under Leave Balance Visible in their profile's Payslip Config.
- Managers see the current and estimated balance on each request in Leave Review.
- Payroll sees each employee's entitlements on their profile under Entitlements, and every balance in the Entitlement Breakdown and Entitlement Summary reports.
Balances build up in each pay run from the ordinary hours paid. See Leave Configuration.
Leave guides
Reviewing Leave
Approve, decline and change requests, and request leave for staff.
Leave Configuration
Set up leave types, how they build up, and who can request them.
Leave and Public Holidays
How leave and public holidays are paid in the pay run.
What leave relies on
- Contracted Hours on each employee's profile: how many hours a day of leave pays. See Employees.
- Managers and Access: who reviews each employee's leave.
- Notifications: who is emailed about new requests.