Leave is requested, approved and deducted against a balance the platform maintains for you.
Requesting
Choose the leave type, the dates and a reason. The number of days is calculated from the dates, and the request goes to your approver as pending.
Your Balance, And The Rule That Catches People
A request is checked the moment you submit it, before anyone reviews it. If you do not have the days, it is refused immediately with a plain message:
Insufficient Annual Leave balance: requested 30 day(s), available 10 (0 pending already reserved)
The part worth understanding is pending already reserved. A request that is waiting for approval still holds those days. You cannot submit three pending requests for ten days each against a twenty-day balance and hope they are approved in a convenient order - the second and third are refused at submission.
Keep in mind
This is checked in the database, not just in the screen you are using. There is no route around it, which is deliberate: leave that exceeds an allowance is a payroll problem later, and it is much cheaper to refuse it now.
Cancelling a pending request releases the days back immediately.
How The Balance Is Built
Your balance is a ledger rather than a single number, and every movement is one of three kinds:
| Entry | What it is |
|---|---|
| Accrual | Days earned, added automatically |
| Usage | Days taken, deducted when leave is approved |
| Adjustment | A correction made by HR, with a reason |
Because it is a ledger, a balance can always be explained. If the number looks wrong, the entries show how it got there.
Accrual runs on a schedule. Daily and monthly accrual jobs add days according to the leave type's rate, so a balance grows over the year rather than arriving all at once in January. If your organisation grants the full allowance up front, that is a setting on the leave type. See Leave Types and Allowances.
Approval
Approval goes to your manager through the normal approval routing, and the request appears in their queue. On approval, the days are deducted as a usage entry and the affected days show as on leave in attendance.
Rejections and cancellations are always allowed through - only new requests are balance-checked.
Types Of Leave
The types available to you are configured by your organisation and can differ by hub. Common categories are annual, sick, casual, maternity, unpaid, and any custom type your organisation has defined.
Types carry their own rules - some are unpaid or partly paid, some require documentation, some are not available during probation, some cap how many days you can take consecutively. Those rules are why a type you can see may still refuse a particular request.
Common Questions
My request was refused and I think I have the days. Read the message. It states what you requested, what is available, and how much is held by pending requests. The usual cause is a pending request you had forgotten.
I need more days than I have. That is a conversation with your manager, not a form. HR can make an adjustment, which is recorded in the ledger with a reason.
Can I cancel approved leave? Ask your HR admin. Cancelling before approval is straightforward and returns the days at once.
Do weekends and holidays count? The day count comes from the dates you choose. Your hub's working week and its holidays are what make a day a working day - see Holidays and the Working Week.
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