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Book, amend or cancel holiday in HR

Ciphr Academy
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HR step by step guide header
This guide explains how to book, amend or cancel a holiday request in HR. It also covers recording time off in hours where your organisation uses hourly holiday entitlement.

 

Contents

 
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Step-by-step guidance available to walk you through the task in hand

Just head to the in-app Resource Centre

 

Book Holiday

  • Go to Holidays & Absence > Book & View Time Off.
Note: The information you can see and change, including access to other people's records, is dependent upon your security permissions.  Some pages or fields within the page may be read-only or hidden completely.
  • Existing absence records are shown here.
  • Your holiday entitlement balances are shown in the sidebar summary chart, in days or hours, depending on your holiday entitlement scheme
Summary with pending absence verification highlighted

Note:  Any absences that are pending verification will have an icon displayed in the left-hand column:

  • A green + indicates a new request
  • A yellow circle indicates a change to an existing (approved) request
  • A red - indicates a deletion to an existing (approved) absence
  • To add a new absence, select Insert New Record.
  • If you're requesting future time off, it's worth selecting Who's Off first (shortcut to the See who's off - company page), to see who else might be away on your chosen dates.
  • Select your Absence Reason. If it's related to sickness, a Sickness Reason dropdown will also appear. Enter your Absence Start and Absence End dates, or select them from the calendar.
  • To record a half day, select Start/End of Shift for a single day absence, or Partial Shift for the start or end of a multi day absence.
  • Click Insert to submit your request. 
Absence edit screen
  • Depending on your system's verification settings, your request will usually go to a manager or HR for approval. If so, the approver gets an email notification.
  • Once your request has been verified, you'll get an email confirming whether it was approved or declined.
  • If approved, the email includes a calendar attachment you can save to your calendar app.
Tip:   A quick way to request absence is via the Absence Calendar page.

 

Record holiday in hours

  • Time off in hours is booked the same way as days, via Holidays & Absence > Book & View Time Off.
  • If your holiday entitlement is in hours, this is calculated based on the work pattern recorded against your job and pay.

Variable hours (flexi pattern)

  • If your working hours are variable, you may be on a flexible work pattern with no fixed hours. In this case, when booking an absence, enter the hours you were due to work for each day, and if the absence is multiple days, skip over any days you weren't due to work.
Flexible absence example

 

Amend a holiday request

  • Go to Holidays & Absence > Book & View Time Off.
  • Select the absence you want to amend from the list.
    • If it's unapproved: select Undo Changes, then re-enter the absence with your changes. Unapproved absences can't be edited directly.
Cancel an unverified absence request example
  • If it's approved: make your changes directly on the record and click Update to resubmit. This will be sent for approval again, subject to your page permissions.

Cancel a holiday request

  • Go to Holidays & Absence > Book & View Time Off.
  • Select the absence you want to cancel from the list.
  • If it's unapproved: select Undo Changes to cancel it without needing further approval.
  • If it's approved: click Delete. This will be sent for verification, subject to your page permissions.
Delete an approved absence example

 

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