Managing Leave in ClickTime Australia | Setup, Approval & Payroll Integration

Managing Leave in ClickTime

Overview

In ClickTime Australia, the leave management feature allows you to set up leave types, process employee requests, and maintain accurate leave balances for payroll and compliance purposes. By configuring leave categories such as annual leave, personal leave, and public holidays, you can ensure entitlements are calculated correctly under the applicable award or agreement. This guide explains how to add and edit leave types, approve or decline requests, and integrate leave data into payroll exports for accurate reporting.

  1. Leave management in ClickTime is closely tied to the employment types of your workforce.
  2. Each employment type defines the standard daily and weekly hours, which serve as the foundation for calculating leave hours. These standard working hours ensure accurate leave allocation and tracking for employees across different roles and schedules.

By configuring employment types properly, you set the framework for seamless leave management. This includes creating custom employment types and adjusting default values to comply with local regulations. Understanding employment types is essential for effective leave management, enabling tailored solutions for your organization’s needs.
For detailed information on setting up and managing employment types in ClickTime, please refer to this help article


Prerequisites for Approving Employee Leave

Before you can start approving employee leave in ClickTime, ensure that the following items are properly set up and configured:

  1. Employment Types: Set up and configure employment types for your organization. These determine the standard daily and weekly working hours for employees.

  2. Leave Policies: Configure your organization’s leave policies to establish rules and guidelines for managing employee leave.

  3. Employee Assignments: Ensure that all employees are assigned to the correct employment types. This enables ClickTime to accurately calculate and allocate daily leave hours based on the configured employment type of each employee.


How Working Hours Are Determined for Employees
  1. When adding a new employee and selecting their employment type:
  1. ClickTime automatically populates their agreed daily and weekly working hours based on the employment type of the employee.
  1. These values form the basis for calculating leave hours.
  1. If these values are missing:
    1. ClickTime defaults to 8 hours/day.

Leave Request Handling
  1. Employees submit leave requests through ClickTime.
  2. Payroll & HR admins or managers can:
    1.       View the request details.
    2.       Adjust, approve, or decline leave requests.

  1. Leave Requests are broken down automatically.
    1. ClickTime calculates leave days and hours based on the employee's agreed working hours.
    2. Display the start and end times for each day of the leave period
    3. If you have the proper access, you will be able to adjust the start, end time , total hours and the leave category for each day of the leave period

        

 

Access employee payroll details
You can now directly access and update employee payroll details from the employee list, eliminating the need to navigate to the employee details page > Payroll > Pay Rates. This feature allows you to easily view and modify the following:

  1. Employment Type
  2. Contractor Name
  3. Agreed Standard Daily & Weekly Hours
  4. Base Hourly Rate
  5. Employee Export/Payroll ID
  6. Pay Cycle
  7. Pay Template & Overtime Template








Standard Working Hours

  • Each employment type in ClickTime has predefined daily and weekly working hours.

  • These values are used to calculate leave hours per day.

  • Default settings:

            Part-time employees: 3.8 hours/day and 19 hours/week.
            Full-time employees: 8.6 hours/day and 38 hours/week.

  1. You can adjust these default values based on your local regulations.
 Option to create custom employment types:
      Example: For employees working 8 hours/day and 40 hours/week, create a new employment type named "Full40 Hrs."      

      Steps:

  • Go to Settings > Setup Tables.

  • Click on the Employment Types tab in the left-hand panel.

  • Select + New Employment Type, fill in the details, and save.

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