Managing Leave

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Assigning Leave Profiles to an Employee

After Leave Profiles have been setup we will have to assign Leave Profiles to each employee.

1. After logging into the Subscribe-HR HCM Platform, select "HUMAN RESOURCES" on the left hand side from the navigation area..
2. Select the Employee Folder.
3. Select the desired employee.
4. Select the Leave Profiles sub-folder.
5. Select the Create New button.
6. Select the Profile Name from the drop down.
7. Select the Profile Start Date from the date picker.
8. Enter Already Accrued Amount. This is often used if you are transitioning from an old system, where the employee may have had already accrued amounts.
9. Select the Save button.

Note: These steps may have to be repeated to create additional leave profiles.

Employee Applying for Leave

There are multiple ways leave can be recorded against an employee

• Recorded Absence on the Employee File
• Employee Request for Absence

We will look at both:

Recording an Absence on the Employee File

1. After logging into the Subscribe-HR HCM Platform, select "HUMAN RESOURCES" on the left hand side from the navigation area.
2. Select the Employee folder.
3. Select the desired employee.
4. Select the Absence sub-folder.
5. Select the Create New button.
6. Select the Reason for the Absence. Selecting Annual Leave or Sick Leave will deduct the appropriate amount.
7. Select the From Date (Start date) of the Absence.
8. Select the Until Date (Finish Date) of the Absence.
9. Select the Unpaid Leave option if this leave is to not deduct any leave hours.
10. If required, enter any Notes, this is for internal viewing.
11. Select the Save button.

Note: Any attachments and Absence Status will be able to be added/selected after the Absence record has been saved.

Employee Request for Absence

1. After the Employee logs into the Self Service module of Subscribe-HR, the employee can select Request Leave from the Dashboard
2. The employee is directed to the Request Leave screen
3. Select the Reason for leave.
4. Select the From Date using the date picker.
5. Select the Until Date using the date picker.
6. Select the Part Day check box if it is a request to leave for part of the day.
7. Enter any notes regarding the leave request.
8. Select the Save button.

Note: After the employee has requested leave, the leave record is created in the Employees Absence folder, and the manager notified of the request.

Viewing the Leave Balances screen

The Leave balance screen is an always current balance sheet for the employee. You will be able to see the Total balance available for each type of Leave.
Note: Leave Balances are first calculated on the first day of the accrual cycle. It is not unusual to see an empty Leave Balances sheet if the accrual cycle has not occurred yet.

1. After logging into the Subscribe-HR portal, select the Human Resources TAB.
2. Select the Employee folder
3. Select the desired employee
4. Select the Leave Balances sub-folder