Leave Request - Settings
The Leave Request tab allows administrators to configure settings related to leave cancellation, leave extension, and requesting leave for future dates.
Leave Cancellation
Here you can define who is allowed to cancel leave requests, including past and upcoming leaves. Set cancellation permissions separately for employees, reporting managers, and approvers. You can also enable partial cancellations and make cancellation reasons mandatory.
To set leave cancellation restriction based on pay period, use any of the following options:
- Custom Pay Period
This option allows users to cancel leave requests from current and previous pay periods. Specify the last (n) pay periods for which leave cancellation is permitted.
For example: If 2 pay period is set, users can cancel leave requests from the current pay period and immediately preceding pay period. - Current Pay Period
This option restricts leave cancellation to the current pay period only. You can further refine this using the following options:
All days: Allows cancellation of any leave request within the current pay period.
Fixed days: Allows cancellation to a defined number of days within the current pay period.
Note: If no pay period is configured, employees can only cancel past leaves within the current month.
Learn more about pay period
Some important points to note regarding leave cancellation:
- Grant leave cancellation permission to the record owner, reporting managers, and approvers by enabling the corresponding checkboxes.
- When approvers are permitted to cancel leave requests, the permission is valid for all level approvers who have already approved the leave request.
- If you want to allow employees to cancel leave requests partially, then enable Allow partial leave cancellation.
- If a leave request has yet to be approved, it can be canceled by the employee. Partial leave cancellations are only possible for approved leave requests.
- Both full and partial leave cancellations will comply with the past, current, and future leave cancellation settings defined.
- If a reason is to be made mandatory for leave cancellation, enable the Make reason for leave cancellation mandatory checkbox.
- By default, administrators can cancel any leave requests.
- If the organization is not following a pay period, then permitted employees can cancel past leave requests within the current month.
Leave Extension
The Leave Extension feature in Zoho People allows employees, reporting managers, and approvers to extend existing leave requests that are submitted, approved, or pending approval. This avoids the need to create a new leave request and helps maintain accurate leave records.
Enable Leave Extension
To enable leave extension for specific leave policies:
- Navigate to Settings > Leave > Leave Request > Leave Extension.
- Select leave policies for which extension requests are allowed.
- In the Permissions section, you can define who can extend leave requests based on different scenarios:
- Past leaves within current pay period: Extend leaves days that fall within the current pay period.
- Current day & upcoming leave requests: Extend leave requests for today and future dates.
- Past leave requests within current calendar year: Extend leave requests from earlier months within the current calendar year.If an approval process is already configured for leave requests, the same applies to leave extension requests. To configure approvals for leave requests, refer to Approvals - Overview & Use Cases.
- Select the Make reason mandatory for leave extension request checkbox to require employees to provide a reason when requesting a leave extension.
How Employees can Extend Leave
Employees can extend approved or unapproved leave based on the permissions configured in the settings.
- Navigate to Leave (left side tab) > My Data > Leave Requests.Manager can extend their reportees leave from Leave > Team > Leave Requests.
- Click on the leave request.
- Click Extend Leave.
All submitted, approved, or pending approval leave request can be extended.
Employees can also extend their leave from My Data > Leave Summary tab.
- Select the extended date.
View Leave Extension Summary
The leave extension summary is available for leave requests that are extended. On the leave record view click on Leave Extension History to view extension details.
Leave Requests for Future Dates
This setting states how much in advance leave requests can be raised (a year / 2 years / 3 years are the options available).
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