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When an employee enters dates for their leave, ESS checks that the employee has the available balance to cover the units requested. The employee’s available balance is derived using the following calculation:
Balance at last pay |
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Leave requests approved not paid |
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Unapproved leave requests |
Each company has specific compliance-checking levels.
Compliance checking levels
Note: Your Self-Service Administrator sets the compliance checking level.
The main compliance-checking levels are explained below, but your company may use variations of these.
An employee cannot submit a leave request unless they have the available balance to cover the request. If an employee requests a number of leave units greater than their current balance, then they receive a message, such as:
Insufficient leave entitlement for [leave type].
The employee must reduce the number of units for the leave request, or cancel the leave request. This option is generally used for leave credits, such as Alternative Holidays, which have a balance that employees must accrue before they can take leave.
No compliance checking occurs. An employee is not required to have the available balance to cover the request. This option is generally used for Special Leave or for leave credits that do not have a balance.
An employee can submit a leave request even if they do not have the available balance to cover the request. If an employee requests a number of leave days greater than their current balance, then the following message appears:
The units required are greater than the leave balance available. Leave approval is at the discretion of the approver.
The request is highlighted pink on the approver's Requests tab.
Depending on your setup, ESS may check the employee's projected leave. If the employee does not have the available balance to cover the request, but they will accrue enough by the leave end-date that they selected, then the following message appears:
The units required are greater than the leave balance available, but leave accrual will meet required balance by the leave end date. Leave approval is at the discretion of the approver.
The request is highlighted orange on the approver's Requests tab.
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Topic: 40991
