Managing Leave applications and the additional settings required for the correct calculation of leave balance deductions in Tempus may seem like a daunting task. However when configured and managed correctly - the burden is significantly minimised.
Before we get into the instructions for managing the leave applications in Tempus, we need to remind you of the following:
The leave workflow is Leave Application >> Leave Entries in Timesheet >> Timesheet data flows to Pay run.
Whilst it is tempting to skip the leave application process, we never recommend this. This is due to the audit trail the leave application process generates (e.g. who submitted the request, who approved the request, what are the notes/attachments etc). There is a very rich data-set inside a Leave Application, which simply cannot be captured at the timesheet level.
Setting a users work pattern is extremely important.
You need to set a users work pattern and keep these records reflective of the work pattern expectation; because it is this data that is referenced to determine fractions of Weeks (e.g. for Annual Holidays) and/or fractions of Days (e.g. for Sick Leave). If the data is not present or not up-to-date - then the deduction of leave BALANCE related to a timesheet shift entry, may be calculated incorrectly. We broadly recommend setting a work pattern in hours total for the day, not 9am to 5pm (unless that specificity is absolutely needed).
If you have an questions relating to leave applications; please raise this with your payroll contact; who will aim to assist you.
Access Leave Applications via Tempus Platform
1. Login to your Tempus profile at secure.payrollbytempus.com
2. After you login; you will be presented with the Employee Management Dashboard. On the left hand side select Leave >> Manage Requests.
Manage Leave Applications - List View
1. At the top of this page is a series of filters. You can adjust the filters to show you the data as you prefer/require.
There is also a helpful "Create Leave Request" button near the top right, in the event you need to create a leave request on behalf of a user/employee.
2. Once you have your filter set, you will see the different leave applications presented below the filters.
3. You can take quick actions (edit, approve, decline, delete) per leave application showing as below.
4. Additionally if you would like to export the currently presented data, you can do so via the excel button near the top right of the leave applications list. This excel report provides additional insight to the individual application (e.g. the date a leave application was actioned on).
Manage Leave Applications - Calendar View
1. If you are reviewing a 'high leave traffic period' (e.g. around holiday seasons) you might find toggling to the calendar view easier to review the leave applications being shown. You can toggle to the Calendar view by selecting it near the top.
2. The calendar view has these added benefits:
- Public Holidays are referenced in the calendar. This might be useful when needing to manage leave applications surrounding public holidays.
- Different types of leave a colourised in the calendar (e.g. Annual Holidays is Orange)
3. You can also click on a leave application and see the same quick actions (edit, approve, decline, delete). You may prefer to review and approve leave via the calender view, as opposed to the filter / list view.