How to use the leave module

Contents

Overview

Integrations with payroll

Step by step instructions

Employee leave application

Manager review & actions

Overview

The Leave feature in MyHR provides a simple, central way for employees to submit leave requests and for managers to review and approve them.

It replaces paper forms and manual processes with an easy-to-use digital workflow that improves visibility, communication, and record-keeping.

How the Leave Module works will depend on your setup.

• Some clients have a payroll integration, which allows employee leave balances to be displayed directly in MyHR.
• Other clients use MyHR as a replacement for paper leave forms, with leave balances continuing to be managed in their payroll system.

Even when leave balances aren’t visible in MyHR, the Leave Module still offers a number of helpful benefits:

• Managers are automatically notified when a leave request is submitted
• Employees receive a notification when their leave is approved or declined
• Leave requests follow a clear approval process, reducing delays and missed requests
• Payroll teams can download leave reports as spreadsheets, reducing manual data entry
• Leave forms are no longer lost or forgotten on desks or in emails
• A history of leave requests is stored in one place and is easy to access

Using the Leave Module helps create a more consistent leave process across the business, reduces admin time, and makes it easier to manage leave — whether your team is in the office or working remotely.

Integrations with payroll

If you integrate your payroll with MyHR, the leave dates will flow through to payroll & the leave balance will flow back through to MyHR.

Find out more about about MyHR's payroll integrations.

Step by step instructions

Employee leave application process

1. Employee logs into MyHR and selects Leave from the left side navigation menu.
2. Under Leave requests they can see the history of approved and declined leave requests
3. The employee will click + Request Leave to apply for a holiday.
   1. Select a leave type
   2. Enter start of leave and end of leave dates
   3. A table of dates will appear, pre-populated with hours of work for each day.
   4. Individual dates can be edited so that partial days of leave can be taken.
   5. Check the total of hours to be taken is correct.
   6. Add a comment for management to explain why the leave is being requested.
   7. Select Submit.
4. The employee will be redirected to their leave overview screen, where the new request is waiting for approval. 

Manager review & actions

1. The employee's manager will get an email that the employee has requested time off. 
2. The Manager logs into MyHR to review the leave request. The calendar can be used to see who else is on leave or has submitted a leave request for the same period.  
3. The Manager then approves or declines the leave request. 
4. If declining, we recommend discussing with the employee first rather than just through the system. 
5. The employee will get an email outlining the action (approved/declined) on the leave request.