Leave Requests for Initiated Timesheets

Description

Previously, it was not possible for a candidate or a leave proxy to submit a leave request or for a leave administrator to approve a leave request if the leave request fell within the date range of a timesheet that had already been initiated (i.e. the timesheet had already been keyed). That is, the corresponding timesheet could not be in any state other than Available.

In this release, an enhancement has been made so that a leave request can be submitted and approved if the leave request falls within the date range of an original or adjustment timesheet and that timesheet is in any of the following states:

Available - the timesheet is yet to be keyed or submitted/approved
Incomplete - the timesheet has been keyed and saved but is yet to be submitted/approved
Rejected - the timesheet has been submitted for approval but was rejected by the approver.

When a leave request is submitted and approved after the corresponding timesheet has been initiated, leave items are automatically injected onto the timesheet so that the leave items can be processed and paid along with any other items on that timesheet when that timesheet is processed in a pay batch in the Payroll module. That includes where the matching timesheet is an adjustment timesheet.

If a leave request spans multiple days, it is possible that the leave request crosses over multiple timesheets, in which case the leave request can only be submitted and approved if all of the timesheets within which the duration of the leave request falls are in the Available, Incomplete or Rejected state.

If the candidate is placed in multiple jobs at the same time, the candidate may have multiple timesheets that have been initiated for the same week ending date. Where that is the case, an approved leave request will be injected onto the timesheet that was the first to be initiated.

Adjustment Only Timesheets & Leave Requests - If you are using the Adjustment Only Timesheet strategy, on Submit to Timesheet the system automatically generates zero result timesheets for each period of the job, which remain in Historical in Time & Attendance but are not interpreted for pay and bill. This provides the ability to import multiple timesheets including the original and/or treat all timesheets as adjustment. Because these zero result original timesheets bypass the Available and Incomplete states and go directly into the Released state, it is not possible to submit a Leave Request that intersects with these timesheets unless you do the following:

Search for the zero result timesheet in the Historical timesheets list in the Time and Attendance module trigger an adjustment of the relevant timesheet.
Save the adjustment timesheet.

At that point, it is possible to submit a Leave Request that intersects with the adjustment timesheet because the status of the saved adjustment timesheet will be Incomplete. When the adjustment timesheet is subsequently opened, submitted or approved, the corresponding absence items will be automatically injected onto the timesheet.

This will cater for situations where you may be using zero result timesheets but still need the ability for Leave Requests to be submitted via the Leave Request module, such as to support the management of UK Statutory Sick Pay (SSP).

If the initiated timesheet is an adjustment and it is still in the Incomplete or Rejected Tabs, and you realise that the Leave Request that has landed on the timesheet is not correct ie; wrong date, wrong Absence Type, the following steps can be taken to remedy this situation:

Clear the timesheet
Cancel the Leave Request
Re-create the adjustment timesheet in the in the Historical Tab and select Save.
Recreate and Approve the Leave Request.

The correct Leave Request will then display on the saved adjustment timesheet.

Benefits

This enhancement provides more flexibility around managing leave requests by extending the timeframe within which a leave request has to be submitted and approved if the leave request falls within the date range of a timesheet.

Changes have also been made in the Time and Attendance and Mobile Timesheets modules that compliment the ability to submit and approve Leave Request for initiated timesheets. For more information, see the following:

Configuration

No configuration required.