Leave By Proxy

Preceda MSS users have the ability to apply for Sick Leave, Annual Leave, or any other nominated leave types on behalf of the manager-allocated employees who may not have access to a computer.

Prerequisites

  • Prevar *LEAVE_BY_PROXY
  • Use the Payroll Leave Type Filter screen to nominate the Leave Type Hours Codes to be accessible during the Application process.

    • Note: This process can only be used to import Leave to Payroll, and is not supported for employees configured for importing Leave to Time.

  • Payment Types are controlled by the Display Leave Payment Options field from the Self Service Options window.
  • Leave Reasons are selected when nominating a Leave Code with a classification of O.
  • Users will have access to apply for leave for employees based on either of the following security options: 
    1. By having a Security Profile attached to the user on the Define Users window; and
    2. Based on the number of levels defined on the Self Service Options window.
      Preceda looks at the Position attached to the user (who is applying for leave) and allows leave to be applied to all employees based on the number of Levels based on the Organisation Structure.

Rules and Guidelines

  • If a user exits the wizard prior to selecting Finish, all entries/changes will be lost.
  • Select Start Wizard.

Field Information

Select the employee/s you wish to generate a Leave Application for, by either ticking the Sel box for the appropriate employee/s or by selecting the Select ALL button.

Note: Employees configured to Importing Leave to Time will be excluded from this list, as this feature is not supported for importing leave into Time.

 

Select Next>> to move to the ESS - Leave Application window.

 

The Leave Application section of this wizard allows managers to define the base details of leave (e.g. first and last days of leave, the return to work date, etc).

In cases where the leave application includes a public holiday, unless the Work Day/Hours or Public Holiday Days are overridden, auto-split will happen when you get to the next screen. Same rule applies if a day is defined as a partial public holiday.

Example of auto-calculation:

Employee is scheduled to work 8 hours on 24th Dec 2021, and applies leave for this day. This day is a partial public holiday by definition, i.e. Days = 0.25. The table below shows the computation:

Work Pattern hours Auto Split - Public Holiday Auto Split - Leave
8.0 8.00 x 0.25 = 2.00 8.00 - 2.00 = 6.00

This should work in Calendar On - Leave in Hours, Calendar Off - Leave in Hours and Calendar Off - Leave in Days.

The drop down list provides a list of all Leave Type Codes enabled in the Payroll Leave Type Filters window.

The Flexibility Payment Type (i.e. Half Pay, Double Pay) will be displayed if the selected Leave/Hours Type Code is linked to a Flexibility Payment Type. Likewise, an information icon will be displayed to display warning message on hover over.

This refers to the first day of leave and the last day of leave.

This refers to the day the employee will be returning to work.

This is used to override the calculation of leave days/hours.

Override is still possible for partial public holidays.

This is used to manually override any public holidays that may or may not be included in the specified leave period.

If applying for leave in a period that included a public holiday while Preceda has not been setup to record public holidays, this field is used to record these days.

 

The availability of this field is based on your settings on Self Service Options.

c Desription
Each Pay The leave application will be paid relevant to the period being processed. A leave application is paid in portions relevant to the pay period.
In Advance

Leave applications are paid in full and in advance of future pay periods.

 

This is only valid if the Leave Code has a classification of S.

Code Description
Y The employee has a Doctor's Certificate.
N The employee does not have a Doctor's Certificate.

 

Drag and drop the file you want to attach or click Browse to attach a file.

Once a file has been attached, an x icon is displayed at the left side of the filename allowing you to delete the file if needed. Once deleted, you can opt to revert the attachment back.

Attachment is enabled if there is only one employee selected on the previous step of the wizard. Going back to the prior step and selecting more than one employee discards the attachments made. Likewise, this field is enabled based on the General Leave Settings for the selected Hours Code classification.

This field is only mandatory when the Leave Code selected has a Classification of O.

The available options for this field are based on the configuration set on the Leave Reason Filter screen's Include in Leave by Proxy List column.

  • ALL Leave Reasons are available for selection in this field if the Include in Leave by Proxy List column is set to N for ALL the Leave Reasons.
  • Only the nominated Leave Reasons are available for selection in this field if the Include in Leave by Proxy List column is set to N for particular Leave Reasons while configuring the column to Y for selected Leave Reasons. Those set to N are excluded in this field's choice list.

     

Comments entered will appear on the email sent to the employee on the ESS Confirm Leave Application window, ESS Leave Application window for the allocated employee, and Leave Application window for the report to manager.

Checking Leave Entitlements will Increase Processing time to the 'Confirm Leave Applications' window.

Code Description
Y Calculate and display leave entitlements for the selected employees.
N Do not calculate and display leave entitlement for the selected employees.

 

This checkbox allows the manager placing the employee leave application to notify all managers the employee reports to.

 

 

All leave applications are displayed for the selected employee/s and can be changed by drilling down on the selected leave application.

  • The drilling down on the selected leave application will calculate/recalculate the Projected Leave Entitlements.
  • Any changes made to the dates, First Day of Leave and/or Last Day of Leave, must be followed by selecting the Recalculate button.
  • If a value was entered into the Override Work Hours and/or the Override Public Holiday Hours, and the Recalculate button is selected, these values are replaced with calculated values based on the First Day of Leave and the Last Day of Leave.

  • The Flexibility Payment Type (i.e. Half Pay, Double Pay) details will be displayed when the selected leave type corresponding to the Hours Type Code is linked to a Flexibility Payment Type. Likewise, an information icon will be displayed to display warning message on hover over.

  • Click the Save button to save the changes made to the drill down window.
  • If the <<Back button is selected. all details entered on this window will be removed.