Authorize Leave Request - A summary of the activity

Through this activity, the HR user can authorize or reject the leave requests already posted on behalf of the employee. The HR user can

• Authorize or reject in bulk

• Authorize or reject an individual leave request. See Leave authorization cycle

Authorizing or rejecting in bulk: At the outset, the system will show you all the leave requests

• That are pending for authorization

• For which cancellation has been requested.

• That were previously authorized, subsequently altered and now pending again for authorization

You can now authorize these leave requests of employees, without changing the details of any leave request.

You can also choose to reject, in bulk, the entire set of leave requests.

Note: The terms "request for leave" and "apply for leave" are used interchangeably, and mean the same.

Authorizing or rejecting individual leave requests: You can decide to first view the details of an individual leave request, and then authorize it. You can also reject the leave request altogether.

The system allows you to  edit the following details of the leave request before authorizing it

• The start and end of the date range of the leave request

• The covering employee who will serve as a substitute for the employee proceeding on leave

• Whether supporting documents must be provided

• Whether a medical certificate must be provided; this is typically for sick leave.

If the number of units you have authorized in the employee’s leave request do not conform to the posting rule applicable to the employee for the leave type, you can indicate that the authorization is an exception. You will also need to specify the reason for the exception to the posting rule. For example, the posting rule for Casual Leave can specify that this leave type cannot be availed for more than 3 days at a stretch. You can authorize 4 days of Casual Leave for the employee, and indicate that it is an exception.

Note: There can be multiple stages of authorization, such as authorization by the supervisor, before the final authorization by the HR manager. The number of levels of authorization is defined in the Workflow Management component.

After authorization at each level is completed, the supervisor at the next level is intimated through the “My Page” component of Ramco Enterprise Series, where his authorization is displayed as pending. Alternatively, the next level supervisor receives a mail that his authorization is pending. Tell me more.

Implication of authorization: After you authorize of the leave request, the system ensures of the following:

• The details of the leave request cannot be edited by the employee or on behalf of the employee

• The leave request cannot be deleted by the employee or on behalf of the employee

• The leave request can be cancelled by the authorizer.

• The details of the leave request can be edited by the employee, through the “Edit Leave Application” activity.

Leave request status:  You can find the status of leave requests in the "View Leave Application Status" page. The system assigns one of the following statuses to a leave request:

• Draft

• Pending for Authorization - Create

• Pending for Authorization – Cancel

• Pending for Authorization - Altered

• Authorized.

• Rejected

• Canceled

Leave summary:  You can obtain a comprehensive leave summary of the employee, through the “View Leave Summary" page. For each leave type to which the employee is entitled, this page traces the complete history of entitlement, accrual, and adjustment.

The leave summary also provides the total balance of leave units that the employee can currently avail, after all factors are considered. Tell me more.

The information generated by this activity is picked up by the Payroll component for computing compensation for employees.

Getting familiar with the pages inside

6      Hyperlinked topics below

Prerequisites

Applying for leave

What you can do in this activity  

Selecting the leave request

Authorizing the details of the leave request

View the status of the leave request of the employee.

View the leave summary of the employee who is going on leave.