Use Time Off to create and review leave requests against active policies. The active screen has Requests Table, Gantt Timeline, and Bulk Import. A submitted request can be Pending Approval or Awaiting Certification until required evidence is resolved.

Before you begin

Select the organisation, employee, and active policy. If no policy exists, Time Off shows “Create a policy before adding requests” and the action “Add time off policy”.

Steps

  1. Start a request

    Open Time Off → Requests Table and select New request. Choose the employee, active policy, and start/end dates.

  2. Review the server quote

    Wait for the server quote. Review calculated units, balance, paid/unpaid portions, and any Policy tier allocation. Submission stays disabled while the quote is stale or unavailable.

  3. Enter supported overrides

    Enter an Override calculated units amount only with a documented reason. For a per-event policy, complete Event reference and Qualifying event date or Expected delivery date as prompted.

  4. Check evidence and substitution

    Review Supporting evidence. Add the evidence tied to the source or target policy requirement when needed before submission or approval. Use Use another leave balance only if the quote offers an eligible target; check whether the substitution is automatic or requires an authorised action.

  5. Save or submit

    Add notes and select Save draft or Submit for approval. A draft can later be submitted from the request details.

  6. Review certification and decide

    Open the request details to inspect the policy snapshot, quote, evidence, and audit history. Verify evidence if your role permits it, request certification when applicable, then approve only after blockers clear. Rejection, cancellation, or revoking verification requires a reason in the active review flow.

What to check

Use Requests Table filters for status, policy, source, entrant, and dates. Use Gantt Timeline to inspect scheduled leave by employee and month. Confirm the employee, dates, units, policy, tier/payment split, evidence state, and request status before approval.

Important boundaries

The server calculates the policy quote and displays the paid/unpaid split; the requester remains responsible for the source and approval decision. An approved request is not by itself a finalised payroll result. Review its payroll impact in the relevant payroll preparation preview.

Common problems

Policy list is empty

Open Time Off Policies, create and activate a policy, then assign it to the employee.

Balance or qualifying-event validation fails

Correct the dates, policy fields, or evidence; do not force an amount without support.

Approve is blocked

The request may be awaiting required certification, another policy warning, or an authorised reviewer action. Read the detail panel before retrying.

Related guideTime off policiesRelated guideReview requests and certificationRelated guideBulk import time-off requestsRelated guideUnderstand leave balance substitution and payroll impactRelated guideTime trackingRelated guidePayroll preparation checklist