Leave Administration

Form ID: (MPPP5040)

The Leave Administration form displays leave requests placed by users from the Employee Self Service (ESS) module. Using this form, an administrator can add leave to employees' pays.
Note: If leave requests require approval, these are processed on the Approvals (EP503010) form.

Form Toolbar

The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific buttons are listed below.
Note: After performing bulk actions with the toolbar buttons, you will need to click the Refresh button to update the main table.
Button Description
Ready to Pay Sets all selected leave requests to "Ready to Pay".
Set Pay Period Date Allows you to specify a new date for the selected leave request(s). Normally, leave requests are included in pay runs based on the dates that leave was taken on. If a pay run that covers the date of the request has already been run, you can include the leave request in a future pay run by setting a new Pay Period Date.
Map to Pay Run If an employee submits a leave request in the ESS module after you've already manually entered their request into a pay run, this action lets you map the ESS request to the pay run. This ensures that leave request statuses are correct in both ESS and on the Leave Administration form.
Note: You can only map Paid or Partially Paid leave requests.
Recalculate Projected Balance

If you set an entitlement to show a projected leave balance in the ESS module, MYOB Advanced Payroll will automatically recalculate projected balances for new leave requests.

However, to be able to approve leave requests made before your MYOB Advanced Payroll was upgraded to version 2022.2.2 or later, you need to manually recalculate projected leave balances. Select at least one Open, Submitted or Declined leave request, then click Recalculate Projected Balance.

Summary Area

This section contains filters that affect the main table below.

Element Description
Employee Display leave requests for the selected employee only. If an employee is not selected, all employee are displayed.
Pay Group Display leave requests for the selected pay group only. If a pay group is not selected, all groups are displayed.
View requests up to Display leave requests whose end date is on or before the selected date. If no date is specified, requests are not filtered by date.

Leave Requests Table

The main table displays all leave requests that meet the filter criteria set in the summary area. Tabs are available above the table to further filter the table by status.

Element Description
Employee name The name of the employee who placed the leave request.
Start Date The start date of the requested leave period.
End Date The end date of the requested leave period.
Units Requested The number of leave units (hours, days) requested.
Leave Type The type of leave that the employee has requested, e.g. Annual Leave, Sick Leave.
Status The request's current status. Will be one of:
  • Open: A new request generated by an employee that has not yet been submitted for review. Leave requests in this state can still be edited by the employee before being submitted or deleted.
  • Submitted: A request that has been submitted for approval by the employee. Employees can still edit requests in this state if necessary. A payroll administrator can Approve or Decline requests in this state.
  • Approved but not Paid: A request that has been approved by a payroll administrator, but has not yet been included in a pay. It can be edited, which will return it to the Open status.
  • Declined: A request that has been approved by a payroll administrator.
  • Ready to Pay: An approved request that is waiting to be imported to a pay run for payment. Leave is imported into a pay run with the Import Leave button on the Pay Run Details (MPPP3120) form. The request can be edited, which will return it to the Open status.
  • Processing: A request that has been added into a pay run that is currently being processed. It can no longer be edited or cancelled.
  • Partially Paid: This status indicates that the request is for leave across multiple pay periods, and has been partly paid in one pay run, with the rest of the leave to be paid in a subsequent pay run.
  • Paid: The leave request has been successfully paid in full.
Total Balance The employee's current balance of the Leave Type for this request.
Pay Group The pay group that the leave request will be added to after it is approved. Where employees belong to more than one pay group, this will be the default pay group specified for the employee on the Employee Pay Groups (MPPP2250) form.

Days Taken Table

This table displays a breakdown of the leave request that is selected in the main table. Each day requested is listed separately

Element Description
Date The date of the day.
Day The day of the week that the date falls on.
Units Requested The number of units (hours, days) requested for the day.
Status The status for this day. Possible statuses are the same as those in the Status column of the main table.
Pay Run ID For leave requests that have been paid, this column displays the pay run that this day was paid in.
Pay Period Date For leave requests that have been paid, this column displays the date of the pay run that the request was paid in.