LEAVE REQUESTS
When leave requests come in we need to deal with them within 72 hours ideally. Follow the steps below to approve leave requests.
- Log into deputy
- Click on the Reports tab
- Scroll down until you see the Time off and Schedules box (bottom left of page); Click on ‘View full report’
- Select the business you wish to view the leave requests for from the left hand side of the screen
- The earliest leave requests get considered first. These will display on the right hand side of the screen from bottom (earliest request) to top (most recent request)
- See the dates that the earliest request is for.
- Select the dates you wish to view so you can see the entire team for these dates and then scroll through the team to see if anyone is away on those requested dates.
- If there is no one already away you are right to approve this leave request by clicking on the request and approving it through the screen that pops up. For full time and part time workers please see instructions below on how to allocate the correct leave to have this populate for their pay at payroll time
- If there is a few people away on the requested dates then you can approve the leave request and then go into the roster to block those date off from any more leave requests. This allows us to make sure we have staff for those times when there is a lot going on/ holidays/ public holidays etc – See steps on blocking off dates below
- Refresh your screen and make your way through any leave requests you have listed.
*Note: When you have a Bert’s/Alowishus worker put a leave request in leave the list to show all business so they are included in your view of who is away on your selected dates
BLOCKING OFF DATES TO BLOCK MORE LEAVE REQUESTS FOR THOSE DATES
When you have reached the limit of people to be able to have off a certain date/s (usually this is 3-4 depending on what our staffing looks like at the time) you need to block any further leave requests for this date to not shoot yourself in the foot come rostering time. To do this see steps below:
- Log in to deputy
- After following the leave request process above you may need to block further time off requests
- Do this by clicking on the scheduling tab in deputy
- Change the week to the date/s you wish to block off for leave requests
- On each individual day you wish to block you need to click on the little drop down arrow beside the date at the top of the roster
- This will then show you the weather for that day and down the bottom of the drop down screen is a tick box for ‘Blocktimeoff Requests’
- Tick this box to block that particular day to any further leave requests
- That day will then show at the top with shadow lines across the date and a little circle with a line slashed across it in the top left. This indicated that the date has been blocked for time off requests
ALLOCATING ANNUAL LEAVE FOR FULL TIME AND PART TIME EMPLOYEES
When allocating annual leave to your leave requests you need to do this for FULL time and PART time employees ONLY. No casual workers are entitled to annual leave and can have their leave requests approved without allocating annual leave.
Follow the steps below to allocate annual leave for full time and part time employees:
- When you click on a full or part time employees leave request you will have the option to approve or decline the request. If approving click approve; if declining you need to provide a note to the employee before declining the request will process.
- After you have clicked approve it will display the days that the employee will be on leave
- For each normal working day the employee usually works (Mon-Friday or Tuesday-Saturday etc) click the tick box on the side of those days (if it’s all weekdays you can click the weekdays button at the top to tick all the weekdays for you – FYI)
- Then on the right hand side of the pop up screen you will see the where you can allocate those days to annual leave. There will be a little drop down tab and you need to select ‘annual leave’ to allocate annual leave to the days ticked/selected
- This should auto populate to a standard day of leave which is 7.6 hours
- If this doesn’t auto populate for you (happens occasionally) you need to change the hours of work to equate to 7.6 hours (7am-2.36pm is 7.6 hours FYI)
- If for instance the employee is only requesting half a day off or a few hours of that day but will be working the rest of the day, you can change the hours to match what is going to be taken as leave (eg. 2 hours for a doctors appointment)
- Once you have allocated the correct hours to the correct days in the employees leave request you can leave them a note if you wish (not required) and approve the leave request.
This makes sure that the employees pay will be correct when exported for payroll each fortnight that they have taken leave.
Bundaberg full and part timers:
Part timers – School based trainees – Levi, Gemma, Lilly-May,
Full timers – Aaron Cornford, Shae Felix, Daniel Nam, Katelyn Peddie, Peter Verrell, Declan, Marcus (no leave loading), Robert Hickmott (no leave loading)
SICK LEAVE FOR FULL AND PART TIME EMPLOYEES
On occasion when our full and part time employees are sick for a normal working day we need to allocate sick/personal carer’s leave to their timesheets. Follow the steps below to complete this process:
- In ‘approve timesheets’ under the timesheet tab you will see at the top of the screen a click box to ‘add timesheet’; click on this button
- On the pop up screen select the employee and the date you wish to create a timesheet for (this will be the actual date they are away/sick)
- Create the timesheet for the day of sick leave by allocating the area of work to ‘sick leave’
- Then allocate the required hours for the day. Again for a standard full day of work this is 7.6 hours (7-2.36pm – no break)
- For an employee who has gone home sick and only had 5 hours for example left of their shift you create the timesheet for 5 hours.
- Approve this timesheet so it can be included in their pay at payroll time
This makes sure that the employees pay will be correct when exported for payroll each fortnight that they have taken leave.