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Request Leave in Days or Hours

Staff can access their leave details through the My Leave screen in their Self Service Portal. They can request time off, report sickness, accrue TOIL, check leave balance, check the staff leave calendar - all from one screen. 


Submit Leave Requests in Days


CiviHR Request Leave in Days


Click on the Record New Absence button and select the Leave option. A popup leave request form will open. 

  • Select the Leave Type under which you would like to apply for leave. The number in parentheses shows your current balance for that Leave Type. 
  • Choose whether you would like to request time off on a single day or on multiple days. 
  • Select the leave start and end date. On these dates, you can choose whether you would like the full day off, or half a day (AM / PM).
  • The amount of leave to be deducted is calculated automatically depending on the dates selected, your work pattern, and whether or not you work on Public Holidays. All your non-working days should be excluded from the leave deduction calculation. 
  • Click on the calculated Change to see how much leave is being deducted on each date in your leave request. These are picked up automatically from your work pattern.
  • Add comments or upload any documents for your Leave Approver to go through while considering your leave request. 
  • When you submit a leave request, the system checks to make sure that you have no overlapping leave requests, and that your request follows the rules configured by the HR Admin for maximum number of consecutive days that you can book as time off. 
  • Once submitted, you can track your leave request under Open Requests in your Leave Report. Your Leave Approver will receive an email notification alerting them about your request. They can then log into their CiviHR Self Service Portal and make a decision. 


Here's an interactive tutorial on requesting leave:



Step 1: Clicking on My Leave takes you to the leave summary page. From here you can view your leave balance and request new leave. 

Click Record New Absence to create a new leave request.

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Step 2: Select the type of leave you want to request. As a default, CiviHR comes with three types: Leave, Sickness and Overtime. 

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Step 3: By default Annual Leave is displayed but you can choose from the list of multiple leave types. 

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Step 4: There are multiple leave types to choose from. Select the appropriate option for your request. In this example, we are requesting time off for a holiday, so choose Annual Leave

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Step 5: Now set the duration of your leave. Users can choose from Multiple Days or Single Day

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Step 6: Set the duration of your leave request by clicking the calendar icon.

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Step 7: Use the arrow to change the calendar month as needed.

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Step 8: Choose the leave absence start date. In this example, we are requesting leave from the 29th March.

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Step 9: Choose from a full day or half day of leave.In this example, we are requesting leave from the 29th March (Half-Day PM). 

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Step 10: Click on the calendar icon to choose when the leave date ends.

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Step 11: Use the arrow to change the calendar month as needed.

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Step 12: Choose when the leave date ends. From this example its the 5th April. Note that this period includes two public holidays.

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Step 13: Once dates are entered into the fields, leave is automatically calculated. Click Change to view the calculation breakdown.

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Step 14: Note that Public Holiday dates and weekends are automatically excluded from the leave total.

In this example, the user has only taken 3.5 days of annual leave due to public holidays and weekends appearing within the duration of their leave.

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Step 15: Click Comments to add additional details to the request.

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Step 16: For example, users can use the comments section to ask their manager if they can approve the request, removing the need for a separate email explaining the request. 

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Step 17: Click Add Comment to upload the request.

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Step 18: Click Files to upload any documents to the request.

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Step 19: Once all the information is added. click Save,

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Step 20: This brings you back to 'My Leave' summary page. Click Calendar

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Step 21: The calendar tab displays leave requests in a calendar view. You can view your new leave request as soon as it has been saved.



Submit Leave Requests in Hours


CiviHR Request Leave in Hours


Click on the Record New Absence button and select the Leave option. A popup leave request form will open. 

  • Select the Leave Type under which you would like to apply for leave. The number in parentheses shows your current balance for that Leave Type. 
  • Choose whether you would like to request time off on a single day or on multiple days. 
  • Select the leave start date and time. 
  • Select the leave end date and time. 
  • The amount of leave to be deducted is calculated automatically depending on the dates and time selected and your work pattern. All your non-working days should be excluded from the leave deduction calculation.  
  • Click on 'Set Custom Deduction' to change the number of hours of leave being debited on the start and end date, if you will not need the full day off on those dates. 
  • Click on the calculated Change to see how much leave is being deducted on each date in your leave request. These are picked up automatically from your work pattern. 
  • Add comments or upload any documents for your Leave Approver to go through while considering your leave request. 
  • When you submit a leave request, the system checks to make sure that you have no overlapping leave requests, and that your request follows the rules set by the HR Admin for maximum number of consecutive days that you can book as time off. 
  • Once submitted, you can track your leave request under Open Requests in your Leave Report. Your Leave Approver will receive an email notification alerting them about your request. They can then log into their CiviHR Self Service Portal and make a decision.




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