Approving / Rejecting Leave Requests Using the Leave Request Calendar

Use the Leave Request Calendar to approve your employees' leave requests. The calendar provides a visual picture to assist the approver to make an informed decision when approving employee leave requests:

A Leave Request grid that lists all employees, pending leave requests with a date range that includes the date of the pending leave request selected in the Approval Queue. The pending leave request selected in the Approval Queue is highlighted.
- You can filter the Pending Requests grid and Leave Calendar by request group, if this option is available.
- The portal refreshes this grid if a date is selected in the Leave Request Calendar.
A Leave Calendar that shows the leave statistics for other employees that have requested leave on the same dates in the selected leave request. A legend appears above the Leave Request Calendar that displays the colors used to mark each leave cutoff value on the calendar.
An Approved Requests grid that lists employees with approved leave requests that fall within the leave date range requested by the employee. The portal refreshes this grid when you select a date in the Leave Request Calendar.
A Pending Requests grid that lists pending leave requests waiting for approval. The portal identifies pending leave requests available for your approval with a check box.

Click here to see an example of the Leave Request Calendar page.

When a request is approved, it moves to the next step in the approval hierarchy. You approval policy dictates how rejected leave requests are processed.

If requested by the employee, an e-mail notification is automatically sent notifying the employee of the status of their request.

Leave Request Grid

The following fields display in the Leave Request grid.

Field	Definition
Employee Name	This column displays the name of each employee that submitted the pending request.
Date Submitted	This column displays the date each employee submitted the pending request.
Date Requested	This column displays the date range included in the pending request (MM/DD-MM/DD).

Leave Calendar

The Leave Calendar provides a visual picture of pending and approved employee leave requests.

Use the Legend displayed above the Title Bar to identify the colors used to visually identify leave cutoff values highlighted in the calendar.
Use the Title Bar to change the month and year currently displayed.
Click a Forward Single Arrow (>) to move the calendar ahead one month. Click the Backward Single Arrow (<) to move the calendar back one month.
Click the Forward Double Arrow (>>) to move the calendar ahead four months. Click the Backward Double Arrow (<<) to move the calendar back four months.
Click the Today linkClick a link to display the corresponding page. Links display with blue text. to display the current month and the next three months.
In the Year Drop-down list, click the year of the calendar displayed.

Position the cursor on a highlighted day. A popup box displays the following leave details:

The number of employees that have submitted a leave request for that day
The number of employees with approved leave requests for that day
The number of employee with pending leave requests for that day
Click the date to load the Approved Leave Requests and Pending Leave Requests grids at the bottom of the page
Click the button at the bottom of the page to print a Leave Calendar Details Report for the date selected in the Leave Request Calendar. This report lists the following details:
In the Approved Requests section, Employee Name, Leave Type, From, To, Duration, Balance, Description, and Posted
In the Pending Requests section, Employee Name, Leave Type, From, To, Start, End, Duration, Balance, Description, and Dock. The Start and End times display only if the leave request is for a partial time period, e.g., 4 hours.

Click here for an example of the Leave Calendar Details Report.

Approved Requests Grid

The following fields display in the Approved Request grid.

Field	Definition
Employee Name	This column displays the name of the employee that submitted the approved request.
Leave Type	This column displays the type of leave request that was approved for this employee.
Start Date	This column displays the first date in the leave date range for this approved leave request.
End Date	This column displays the last date in the leave date range for this approved leave request.
Duration	This column displays the length, in days or hours, of the approved leave request.
Balance	This column displays the remaining leave available to this employee after the leave is posted in LINQ ERP.
Description	This column displays a description of the approved leave request.
Posted	POSTED displays in this column indicating the approved leave request is posted in LINQ ERP.

Pending Requests Grid

The following fields display in the Pending Request grid.

Field	Definition
Check box	A check box displays next to each pending leave request for which the approver is responsible for approving. As an approver, click to select the check box that corresponds to each leave request to be approved or rejected; or click the check box at the top of the column to select all leave requests submitted to you for approval. Click the button to approve the selected requests or click the button to reject the selected requests. When approving multiple leave requests, a prompt box displays if an employee's leave request exceeds that employee's leave balance. Click the button to continue processing the request or the button to stop the approval process. Approving multiple requests at the same time is not available to the final approver.
Employee Name	This column displays the name of the employee that submitted the pending leave request as a link. Click the Employee Name to display the Leave Balances grid and Leave Calendar associated with that employee. An asterisk precedes the Employee Name (i.e., * Doe, Jane) when the employee has submitted a leave request for a duration that exceeds the employee's available leave.
Leave Type	This column displays the type of pending leave request submitted by this employee.
Start Date	This column displays the first date in the leave date range for this pending leave request.
End Date	This column displays the last date in the leave date range for this pending leave request.
Start Time	This column displays the start time in hh:mm AM/PM format, if this is a partial day leave request.
End Time	This column displays the end time in hh:mm AM/PM format, if this is a partial day leave request.
Duration	This column displays the length, in days or hours, of the pending leave request.
Days/Hours	Day(s) displays if the Duration value is in days. Hour(s) displays if the Duration value is in hours.
Job\|Earn Code	This column displays the job and earn codes to which the pending leave will be posted in LINQ ERP.
Balance	This column displays the leave type balance after this leave is posted in LINQ ERP. A negative value indicates the posting of this leave may result in a dock leave transaction.
Description	This column displays a description of the approved leave request.
Edit	Click the Edit icon to view and, if necessary, modify the pending leave request details. The Edit Leave Request page displays.

Approving Pending Leave Requests as an Approver

Follow these steps to approve pending leave requests as an approver:

Click the Approval Queue link in the Navigation Menu. The Approval Queue displays the Pending My Approval grid.
Optionally, use the Filter icon to search for the requests to be approved.
Click the Request Date link that corresponds to the request to be reviewed. The Leave Request Calendar page appears.
Click a highlighted date in the Leave Calendar to display the pending and approved requests with a date range that includes the date selected. Requests available for your approval display in the Pending Requests grid at the bottom of the page with the check box activated.
Optionally, click the Edit icon to view and, if necessary, change a pending leave request's details. The Edit Leave Request page appears. You can also view the attachments associated with the leave request.
If applicable, in the Request Attachments grid:
- Attach one or more supporting documents to this request. Refer to the Adding an Attachment procedure for further information.
- Change the name of the attached document. Refer to the Editing an Attachment procedure for more information.
- Remove an attached document from the request. Refer to the Removing an Attachment procedure for more information.
Optionally, modify the leave request. Click the button to save the changes.
Repeat steps 5 through 7 for all applicable pending leave requests.
Click the check box that corresponds to each leave request to be approved; or click the check box in the Pending Request grid title bar to approval all pending leave requests for which you are responsible.
Optionally, in the Comment box, type a comment about this request. You can enter a maximum of 2,000 alphanumeric characters.
Click the button to approve the leave requests. If requested, the employee will receive an e-mail notification that the request was approved.
The Leave Request Calendar remains open to allow the approver to continue approving leave requests.
- When finished, close the Leave Request Calendar page. The Approval Queue displays with the Pending My Approval grid refreshed. Optionally, you can click the Past Requests link to review the approved requests.

Approving Pending Leave Requests as the Final Approver

Follow these steps to approve pending leave requests as a final approver:

Click the Approval Queue link in the Navigation Menu. The Approval Queue displays the Pending My Approval grid.
Optionally, use the Filter icon to search for the requests to be approved.
Click the Request Date link that corresponds to the request to be reviewed. The Leave Request Calendar page appears.
Click a highlighted date in the Leave Calendar to display the pending and approved requests with a date range that includes the date selected. Requests available for your approval display in the Pending Requests grid at the bottom of the page with the check box activated.
Optionally, click the Edit icon to view and, if necessary, change a pending leave request's details. The Edit Leave Request page appears. You can also view the attachments associated with the leave request.
If applicable, in the Request Attachments grid:
- Attach one or more supporting documents to this request. Refer to the Adding an Attachment procedure for further information.
- Change the name of the attached document. Refer to the Editing an Attachment procedure for more information.
- Remove an attached document from the request. Refer to the Removing an Attachment procedure for more information.
Optionally, modify the leave request. Click the button to save the changes.
Repeat steps 5 through 7 for all applicable pending leave requests.
When finished editing the leave requests, click the check box that corresponds to each leave request to receive final approval; or click the check box in the Pending Request grid title bar to grant final approval all pending leave requests for which you are responsible.
Optionally, in the Comment box, type a comment about this request. You can enter a maximum of 2,000 alphanumeric characters.
Click the button to grant final approval for the leave requests. If requested, the employee will receive an e-mail notification that the request was approved.
The Leave Request Calendar remains open to allow the final approver to continue approving leave requests.
- When finished, Close the Leave Request Calendar page. The Approval Queue displays with the Pending My Approval grid refreshed. Optionally, you can click the Past Requests link to review the approved requests.

Rejecting a Pending Leave Request

Follow these steps to reject pending leave requests as an approver or final approver:

Click the Approval Queue link in the Navigation Menu. The Approval Queue displays the Pending My Approval grid.
Optionally, use the Filter icon to search for the requests to be approved.
Click the Request Date link that corresponds to the request to be reviewed. The Leave Request Calendar page appears.
Click a highlighted date in the Leave Calendar to display the pending and approved requests with a date range that includes the date selected. Requests available for your approval display in the Pending Requests grid at the bottom of the page with the check box activated.
Click the check box that corresponds to each leave request to be rejected; or click the check box in the Pending Request grid title bar to reject all pending leave requests for which you are responsible.
Optionally, in the Comment box, type a comment about why the request was rejected. You can enter a maximum of 2,000 alphanumeric characters.
Click the button to reject the requests. If requested, the employee will receive an e-mail notification that the request was rejected.
Close the Leave Request Calendar page. The Approval Queue displays with the Pending My Approval grid refreshed. Optionally, you can click the Past Requests link to review the rejected requests.