Submitting and approving leave requests

Employees submit leave requests to notify their manager when they will be absent. Managers then review and approve or reject the requests based on business needs and leave policies. Leave requests are tracked in the HR system to ensure fair management of leave entitlements.

Before you start

For employees:

• Know your available leave balance for the leave type you wish to request.
• Check your organization's policy on notice periods (e.g., how far in advance must you request leave).
• Confirm that the dates you need are not already booked by other team members (if your organization tracks this).

For managers:

• You need manager or HR admin permissions to approve leave requests.
• Ensure you understand your organization's leave approval criteria.

Steps to submit a leave request

1. Go to HR → Leave Requests or HR → My Leave. Open in Usystems

2. Click New Leave Request or the + Request Leave button.

3. Select the leave type (e.g., Annual Leave, Sick Leave).

4. Enter the start date of your leave.

5. Enter the end date of your leave (the system may calculate the number of days automatically).

6. (Optional) Add a reason or notes (e.g., "Family visit" or "Medical appointment").

7. Click Submit or Send for Approval.

Your manager will receive a notification and can approve or reject your request.

Steps to approve or reject a leave request (for managers)

1. Go to HR → Leave Requests or HR → Pending Approvals. Open in Usystems

2. Find the leave request pending your approval (it may be highlighted or marked as "Pending").

3. Click on the request to open its details.

4. Review the employee's name, leave type, dates, and reason.

5. Click Approve to accept the request, or Reject to decline it.

6. (Optional) Add a comment if approving or rejecting (e.g., "Approved — cover planned with team" or "Rejected — peak business period").

7. Click Confirm.

The employee is notified of the approval or rejection, and the leave balance is updated automatically if approved.

Tips & common mistakes

• Check balance before approving: Always verify the employee has sufficient leave balance for the requested dates. The system may warn you if they don't.
• Consecutive requests: If an employee submits multiple overlapping leave requests, check the earliest date and ensure no conflicts exist.
• Rejected requests: A rejected request does not consume leave days. The employee can resubmit at a later date if circumstances change.
• Holiday overlaps: If a leave request spans a public holiday, clarify whether the holiday counts toward the leave balance. This depends on your organization's policy (often configured in HR settings).