Apply leaves on behalf of employees (Admin level)

Oct 24, 2019

As an Admin in HRStop, you have the ability to apply leave requests on behalf of employees. This is useful in scenarios where:

Employees are unable to access the system,
Leaves are being entered in retrospect,
HR needs to record approved leaves for compliance or documentation.

This feature helps streamline HR processes by providing centralized control over employee leave management.

Steps to Apply Leave on Behalf of an Employee

Step 1: Navigate to Leave Management

Go to Control Panel → Leaves → Employees.

Step 2: Click on "Apply Leave"

On the Employee Leaves page, click the “Apply Leave” button.

Step 3: Select the Employee

From the dropdown list, choose the employee you wish to apply leave for.
Once selected, all their entitled leave categories and current leave balances will appear.

You can only apply for leave types with a positive leave balance.

Step 4: Choose Leave Type & Period

Select the Leave Category (e.g., Bereavement Leave).
Define the leave period (From Date → To Date).
The system will auto-calculate the number of leave days.

Step 5: Enter Leave Details

Fill in the Reason for Leave.
Upload supporting documents if required by policy.
- If the category mandates an attachment (e.g., Medical Certificate), the file upload will be mandatory.

Step 6: Set Leave Status

You can set the leave status as:
- Approved: If the admin is final authority.
- Pending: If it requires approval from the reporting manager or another approver.

In most admin-initiated applications, it is advisable to mark the leave as Approved to avoid unnecessary delays.

Step 7: Submit the Request

Click Submit to apply the leave successfully on behalf of the employee.

Key Benefits

Maintains accurate leave records even when employees cannot apply themselves.
Ensures compliance with HR policies.
Speeds up approvals in critical or time-sensitive situations.

FAQ

Can an admin apply leave on behalf of any employee?

Yes.
Admins with the appropriate access rights can apply leave for any active employee listed in the system. This functionality is especially useful when:

Employees are unavailable to apply themselves,
Leaves need to be updated retrospectively,
HR needs to apply or regularize leave entries on record.

Can admins apply for a leave that has already passed (backdated)?

Yes.
Admins can apply backdated leaves on behalf of employees, provided the specific leave category allows retrospective applications. If restrictions are enabled in the leave category, you may need to modify the settings or grant exceptions.

Do applied leaves require manager approval if submitted by admin?

Not necessarily.
While applying a leave request, the admin can choose the leave status based on organizational workflow:

Approved – If the admin is the final authority.
Pending – If the leave should still follow the standard approval workflow (e.g., manager approval).

In most cases, admins directly approve the leave to speed up the process.

What if the selected employee has zero leave balance?

If the employee has zero balance, the system will prevent you from applying leave in that category unless:

The leave category is a Loss of Pay (LOP) type that allows negative balances, or
You manually update the entitlement or balance before applying the leave.

Always check balance availability before submission to avoid rejection or system errors.

Can documents be uploaded when applying on behalf of an employee?

Yes.
If the leave category mandates documentation (e.g., for Sick Leave, Maternity Leave, etc.), the system will require the admin to upload the document during the application process.

You can upload:

Medical certificates
Death certificates (for Bereavement Leave)
Any HR-required attachments based on policy