My leaves

The My Leaves page is where you apply for leave and follow your own applications. It shows your applications, your leave balance for the year, and a calendar of your leave and your company’s public holidays.

To open it, select HR > My Leaves.

The page has three tabs: My Applications, Balance and Calendar. It opens on My Applications. You only ever see your own applications and balance here. For how leave types, policies and balances work, see Leave.

Apply for leave

1. On the My Applications tab, select Apply for Leave.
2. In Apply for Leave, fill in the fields below.
3. Check the preview under the fields.
4. Select Submit Application.

To keep the application without sending it, select Save as Draft instead (see Drafts).

Field	What to enter
Leave Type	The kind of leave. The list holds the active leave types of your company. Unpaid types show (Unpaid) after their name.
Start Date	The first day of your leave.
First half only	Shown under Start Date when the leave type allows half days. Tick it if you work the first half of the start day: the start day then counts as half a day.
End Date	The last day of your leave. It can’t be before the start date.
Second half only	Shown under End Date when the leave type allows half days. Tick it if you work the second half of the end day: the end day then counts as half a day.
Contact During Leave	Optional. A phone number or email address where you can be reached, up to 60 characters.
Reason	Optional. A short note for your manager, up to 500 characters.

How the days are counted

TrakIT counts each day between the start and end dates, except:

• Saturdays and Sundays;
• the public holidays of your company’s country, as set on Country Holidays.

A half day on the start or end date counts as 0.5. The total is shown in the Days column and taken from your balance once the leave is approved.

The preview

As soon as you have chosen a leave type and both dates, the dialog shows a preview: the number of days and your balance after this leave, for the year the leave starts in. A green preview means the application meets the rules; an orange one lists what is wrong, in red:

Warning	Means
This leave type is not available for your profile	The leave type is limited to employees of one gender.
Minimum n day(s) of service required before this leave type can be used	You have not yet worked long enough since your start date to use this leave type.
The selected range has no working days	Every day you chose is a weekend day or a holiday.
Cannot exceed n consecutive day(s) for this leave type	One application of this type can’t count more days. Choose fewer days.
This overlaps an existing pending or approved application	You already have leave on some of these days.
An attachment is required for type beyond n day(s) - add one before submitting	This leave type needs a supporting document, such as a medical certificate, for this many days. See Attachments.
Insufficient balance - n day(s) available	You don’t have enough days left of this paid leave type, and its policy doesn’t allow a negative balance. n is your balance for the year the leave starts in.

When the policy of the leave type doesn’t need approval, the preview adds auto-approved, no manager sign-off required.

You can still select Submit Application with warnings: TrakIT checks the rules again when you submit, and stops with the same message if one is not met. The attachment warning is the exception: it does not stop the submission.

Your balance only goes down when the leave is approved. Days of your applications that are still pending are not taken off the balance, so they don’t show in the preview either.

After you submit

• If the leave type needs approval, the application is Pending (Leave application submitted for approval) and your manager receives an email. Your manager is the Manager on your employee record. Depending on your company’s set-up, more approvers may follow; see Leave approval.
• If it doesn’t need approval, the application is Approved at once (Leave application approved), and the days are taken off your balance. If TrakIT can’t update your balance, the application goes to your manager for approval instead.

When the last approver approves your application, or an approver rejects it, you receive an email. Approved leave also shows on the attendance of those days as On Leave or Half Day Leave.

Drafts

A draft keeps your application without sending it to anyone. Save as Draft needs only a leave type and both dates; none of the rules in the preview are checked. Drafts show as Draft on the My Applications tab, with their number of days.

To finish a draft:

1. On the My Applications tab, select the pencil (Edit) on the draft’s row.
2. In Edit Draft, change what you need. The preview is shown again.
3. Select Submit Application to send it, or Save as Draft to keep it as a draft.

To add a supporting document before you submit, save the application as a draft first, then add the document from its details.

My Applications tab

The tab lists your applications that start in the current year, latest start date first.

Column	Shows
Type	The leave type.
Dates	The start and end dates.
Days	The days the leave counts (see How the days are counted).
Status	Where the application is. See below.
(icons)	The pencil (Edit) for a draft, the eye (Details) to open the application’s details, and the red cross (Cancel) to cancel it.

Status	Means
Draft	Saved, not submitted. You can still change it.
Pending	Waiting for a decision. It stays Pending until the last approver has decided.
Approved	Approved. The days have been taken off your balance.
Rejected	Rejected by an approver. The reason is in the application’s notes.
Cancelled	Withdrawn with Cancel.

You can’t change a pending or approved application. To change one, cancel it and apply again.

TrakIT can also add an application itself: when you were marked Absent on a day with no approved leave, it records an approved day of unpaid leave for that day (see Attendance).

Application details

Select the eye (Details) on an application’s row to open Leave Application. It shows the leave type, the dates, the number of days, the status and the reason. Select Close to close it.

Attachments

Attachments lists the documents added to the application. Select a file name to open it in a new tab. A document opens only for someone signed in to TrakIT: you, the people who approve or approved the application, your manager, and HR.

To add a document, such as a medical certificate, select the file in Add Attachment. It is uploaded at once (Attachment added). Some file types, such as programs, can’t be uploaded (Cannot upload this file type).

To remove a document, select the bin next to it and confirm.

Only you can add and remove the documents of your application.

Notes

Notes lists the notes on the application, oldest first, with who posted them and when. TrakIT adds a note itself when an approver approves or rejects the application (with their comments), when the application is escalated to another approver, and when it is cancelled. These notes show System as the author.

To add a note, write it in Add Note and select Post Note. A note shows as you typed it, line breaks included: any HTML in it appears as text.

Cancel an application

1. On the My Applications tab, select the red cross (Cancel) on the application’s row.
2. Confirm.

You can cancel:

• a draft or a pending application at any time;
• an approved application only before it starts, that is, if its start date is after today.

When you cancel a pending application, it leaves the approver’s queue. When you cancel an approved one, the days go back to your balance and the attendance of those days goes back to Present. TrakIT adds a note that you cancelled the application.

Closed payroll periods

When HR closes a payroll period (see Leave configuration), the applications that fall entirely inside it are frozen: nobody can edit, submit, cancel or decide them until HR re-opens the period. TrakIT then says This application falls inside a closed payroll period. An HR administrator must re-open that period before it can be changed.

Balance tab

The Balance tab shows your balance of each leave type for the current year, in days.

Column	Shows
Type	The leave type.
Opening	The days carried forward from last year.
Accrued	The days you have earned this year.
Used	The days of approved leave. Cancelling approved leave gives them back.
Adjusted	Days HR added or removed, for example the opening balances loaded when leave was set up.
Closing	What you have left.

Closing is Opening plus Accrued and Adjusted, minus Used and minus any days that lapsed, which this tab doesn’t show. A leave type you have no balance for yet is not listed. If you have none at all, the tab says No leave balances found for and the year.

How days are earned, carried forward and lapse is explained on Leave.

Calendar tab

The Calendar tab shows one month, with weeks starting on Sunday. It opens on the current month; select the arrows on either side of the month name to see the previous or next month.

Each day shows:

• the public holidays of your company’s country, in pink, with their names;
• your pending and approved leave, in green, with the leave type and (Half day) for a half day.

Weekends and holidays inside your leave are not marked as leave, because they don’t count.

Messages

Message	What to do
Select a leave type and dates	Choose a Leave Type, a Start Date and an End Date.
End date cannot be before start date	Correct the dates.
No active policy for this leave type	The leave type has no policy rule for your start date. Ask HR to check it on Leave configuration.
This leave type is no longer active	Choose another leave type.
Employee record not found	You are not set up as an employee. Ask HR to add you on Employee Master.
No reporting manager is set for your profile - contact HR	Your employee record has no Manager. You can’t submit any application until HR sets one, even for a leave type that needs no approval.
You must complete n day(s) of service before using this leave type	You have not yet worked long enough to use this leave type.
This draft is no longer available to submit	The draft was submitted or cancelled in the meantime, for example in another browser tab.
This application is already closed	It is already rejected or cancelled.
An approved application can only be cancelled before it starts	The leave has started, or starts today, so it can no longer be cancelled.
Unable to cancel - it may already have moved on	The application changed in the meantime. Reload the page.

Who can use this page

Every employee can use this page for their own leave if their role allows it. Your role needs these permissions in the Leave Management section of the HR group:

Permission	Allows you to
Read	Open the page and see your applications, balance and calendar.
Create	Apply for leave and save drafts.

You must also be set up as an employee, with a Manager on your employee record. Managers approve leave on the Leave approval page; if you approve leave yourself, you can hand your approvals over to someone else while you are away (see Delegations).