LEAVE

APPLYING

Below we detail, step by step, how a payroll or HR person would enter an application for an employee. A leave application is entered by the payroll/HR clerk, or directly by the employee. It must then be approved or rejected by the appropriate manager. Once approved, the number of days leave to be taken is calculated by nuQ, taking into account the employee’s working days and any public holidays that might fall within the period of leave. The number of days leave so calculated is automatically processed and deducted from the amount of leave which the employee has accumulated.

The amount of leave which the employee has available may (and should) be calculated and reflected on the payslip every pay period. If the employee has taken leave during a pay period, this amount may also be reflected on the payslip. This is a standard feature of nuQ and the employee is always aware of his or her leave balance.

If the employee accumulates too much leave (specified when the payroll is set up), a message will be printed to this effect on the payslip when the payroll is processed. Any action that should be taken in terms of the employer’s leave rules can then be taken. If the rules have been set up accordingly, the action to be taken can include automatic forfeiture of the excess leave accumulated. The system will always give a warning on the payslip before such action is taken, to allow the employee to take the leave before it is forfeited.

Step 1: Click on Human resources in the main menu

Step 2: Click on Leave in the sub-menu

Step 3: Then click on Leave application

  • Select the employee who is applying for leave, from the drop down list
  • Click on “Add new” to enter details of the leave
  • An input screen will appear – enter the first day of leave and the last day of leave
  • You can enter the dates manually or by using the calendar
  • Half day leave? Tick here if the employee is taking leave of half a day
  • Leave reversal? Tick here if the leave is a reversal of a previous entry
  • Click on “Create”. A Created message will appear

The leave will then have to be approved or rejected. If approved, the leave will be deducted from the employee’s accumulated leave automatically when the payroll is processed for that period.

Annual Leave Application

APPROVING

Below we detail, step by step, how a payroll administrator or the employee’s manager would either approve or reject an employee’s annual leave application.

Step 1: Click on Human resources in the main menu

Step 2: Click on Leave in the sub-menu

Step 3: Then click on leave review

  • Select the employee who has applied for leave, from the drop down list
  • A screen will appear
  • Click on the “Details” of the appropriate leave. A screen will appear
  • Status will reflect “Awaiting review”. You can either “Approve” or “Reject” the leave
  • Click on “Apply”. An Updated message will appear