How to Approve, Reject or Cancel Leave Requests [Video]
A manager in the organization will have the necessary privileges to cancel/approve/reject an employee's request due to various reasons. A manager may cancel/reject an employee’s leave request due to the following reasons:
- The employee has exceeded the leave balance of a particular leave type.
- The manager requires the employee for an urgent business requirement that the employee should attend to.
Many supervisors and HR professionals face the problem of getting a clear overview of all the leave requests and the processing of a large number of leave requests. With OrangeHRM’s feature which facilitates approving/rejecting/cancelling leave requests, ESS- supervisors or admins are able to filter out and perform the above actions for a selected list of employees. Also, they are capable of getting a clear overview of an employee’s leave request and can also process a large number of leave requests at the same time.
When an employee applies for leave the supervisor receives a mail with a link to the leave list and upon clicking that particular link the Supervisor or the admin can approve/reject/cancel the leave request.
Step 1 - Click the link in the email to go to the ‘Leave List’ or alternatively, go to Leave ->Leave List. The ‘Leave List screen is displayed as follows.
Step 2 - Search the list based on the employee name or the user can fill the following filter criteria to narrow down their search.
|
Filter |
Description |
|
From/To |
The user can specify the time period within which the employee applied for leave. |
|
Employee |
The user can search based on the name of the employee. |
|
Subunit |
The user can search the employee based on the pre-defined departments mentioned in the dropdown. |
|
Location |
The user can search the employee based on the pre-defined locations mentioned in the dropdown. |
|
Leave Type |
The user can search the employee based on the pre-defined leave types mentioned in the dropdown. |
|
Cost Center |
The user can search the employee based on the cost center to which they belong. As the user starts to type the word will be auto-suggested. |
|
Activity |
Based on the timesheets of the selected activity. |
|
From/To |
The user can specify the time period which they want to generate the report for. |
|
Include Past Employees |
By marking the checkbox for this field the user can include past employees for their search as well. |
|
Show Leave with Status |
The user can mark the relevant checkbox relating to the status of the leave as All, Cancelled, Pending Approval, Scheduled, Taken, Rejected |
Step 3: After defining the filter criteria, click ‘SEARCH’
Optional: Also, the user can extract information regarding the leave requests using the defined filter criteria. Click 
to download the file either as a detailed version or summary.
Step 4 - For each record, select the action from the drop-down list and click ‘SAVE’.
Important points :
- If a supervisor / Admin receives a leave request for multiple days then it will be bundled and will be shown as one record for that particular employee under the ‘Leave List ‘ screen. Because of that, the user can take action for all days or the user can decide to take different actions for different days. Click the
button then it will expand the leave request and allow the user to take different actions for different days. - Click
button to add a comment to the action that was initiated. - Click to
icon to view the Nominees which the employee has nominated on their behalf and add a note to each employee if needed.