Maintain Leave Hold {P00004-7}


Functionality exists to place iEnabler Leave Applications on-hold, after the application has been approved (as per the approval process defined for Routing Type ‘WEBL’ {GROU-1}).

 

This is to allow for the Leave Application and Supporting documentation to be reviewed and actioned, should the process for the specific leave type have more complex requirements before finally being actioned. 

 

For Leave Types to be placed On-Hold, the On-Hold Indicator must be set to ‘Yes’ {PLCS-2}.

 

This typically would be used for Leave Types where the approval process and supporting documentation requirements differs from the process of ‘Normal’ Leave Types.

It is used as a mechanism for the Human Resource Leave Administrator to prevent such applications from being converted into Leave Debit Records prior to ensuring all requirements have been met.
 
Both the Applicant applying for leave as well as those who are authorising the Applications need to be aware of the requirements.

It is recommended that access to the 'On-Hold' function be restricted to the Human Resource Department, as confidential supporting documentation may be viewed if submitted with the Leave Application
Once Actioned and the requirements are met, the released leave application will be available for downloading into the standard leave system {PLOP-8}.

Only Leave Applications that are currently 'On-Hold' or were previously On-Hold and Actioned may be viewed.

Setup Requirements:

 The following information is written to sequence 0:

‘WLH1 – O/HOLD LEAVE - UPDATE LEAVE TYPE’.

Line number Field Name
1 Employee Number
2 Leave application routing number
3 Surname, Name
4 Primary Department
5 Personnel Senior surname, Initials
6 Number of leave days taken
7 Leave start date
8 Leave end date
9 Application leave type and description
10 Leave action type and description
11 Comment
12 Reason code, Description
13 Updated leave type routing Number
14 User who updated leave type: Personnel, Title, Initials and Surname
15 Email Address of the User who updated leave type

‘WLH2 – O/HOLD LEAVE – REJECT LEAVE’ and 'WLH4 – O/HOLD LEAVE – EE UPLOADED DOCS'

Line number Field Name
1 Employee Number
2 Routing number
3 Surname, Name
4 Primary Department
5 Personnel Senior Name, Initials
6 Number of leave days taken
7 Leave start date
8 Leave end date
9 Application leave type and description
10 Comment
11 Reason code, Description
12 Updated leave type routing Number
13 User who updated leave type: Personnel, Title, Initials and Surname
14 Email Address of the User who updated leave type



Operation:

The user may click on the ‘Search’ Button to view all records.
The user may also filter on the records by defining the criteria for the records that should display, as detailed below.
Please Note: A maximum of 1 000 records can be retrieved at a time and should the select retrieve more records than this, the Search Criteria entered by the user will need to be refined.

 

Fields:


Field Type & Length Description
Employee Number: N9 Enter the Employee Number or use the List of Values to select the Employee required. Leave blank to display On-Hold Leave Records for all Employees that meet the requirements.
Line Manger N9 Enter the Direct Senior’s employee number or use the List of Values to select the Direct Senior
Leave Type A3 Enter the Leave Type as defined on {PLCS-2} or use the List of Values to select the Leave Type
Applied For Between DD-MON-YYYY Enter the Start and End Date range that the Leave Application was applied for
Certificate Required? Y/N (Y)es or (N)o 
Certificate Received? Y/N (Y)es or (N)o
On-Hold Y/N  (Y)es or (N)o
This is a Required Field
On-Hold Action A1 Combo Box – choose the required Action taken or leave blank. Below are the Actions and their results
  • Lift Hold
    •  the On-Hold Indicator will be updated from Yes to No
    • no On Hold Action Routing Number (automated email notification) is generated
    • the leave application will be copied into the back office when {PLOP-8} is run and a leave debit record will be created and displayed on {PLOP-1}
    • a pop-up message is displayed that the Action has been ‘Saved’ (Once the "Submit" button is clicked)
  • Update Leave Type
    • A dialogue to allow the Leave Administrator.to update the Leave Type will be presented, the following fields will be available
      • New Leave Type
        • Only Leave Types that are applicable to the Leave Package {PLCS-3} of the applicant {PBOP-2} are available
      • Reason Code
        • As defined in {PLCS-8} for Indicator ‘1- Update Leave Type’
      • Comments
      • Save
        • The change will be saved
        • An email notification will be generated
        • The On Hold Action Routing Number will be displayed on the previous screen
        • The leave application will be copied into the back office when {PLOP-8} is run and a leave debit record will be created and displayed on {PLOP-1}
           
          No further Action may be taken with this Leave Application
      • Return
        • In this case, nothing will be saved
    • Upon update of the Leave Type, an automated email notification will be generated to notify the applicant and senior/s as defined for Routing Type ‘WLH1’ on {GROU-1}
  • Reject Leave
    • If the requirements for the Leave Application are not met, the Leave Administrator may reject the Leave Application, with an automated email notification generated to notify the applicant and senior/s as defined for Routing Type ‘WLH2’ on {GROU-1}
    • A Reason Code for rejecting the Leave Type as defined in {PLCS-8} for Indicator ‘2 – Reject Leave must be entered.
  • Request for Additional Supporting Documentation
    • If the Supporting Documentation required for the Leave Application is not adequate, the Leave Administrator may request that additional documentation be uploaded, with an automated email notification generated to notify the applicant and senior/s as defined for Routing Type ‘WLH3’ on {GROU-1}
    • A Reason Code as defined in {PLCS-8} for Indicator ‘3 – Request additional supporting documentation' must be entered.
    • The applicant may then log onto iEnabler Leave Applications, access the Leave Application, upload the required supporting documentation and click on the Button to 'notify HR Additional Documents Uploaded'. 
      • When clicking the Button, an automated email notification will be sent as defined for Routing Type ‘WLH4’ on {GROU-1}
  • Additional Supporting Documentation Received: Lift Hold

If On-Hold Combo Box is set to NO, it is a mandatory requirement for an On-Hold Action to be selected

Example Screens:

Example of the Search: 


iEnabler

 
When "Search" is clicked, all Leave Applications that meet the Search Criteria will be displayed.
Field Description
Employee Number The Employee Number of the Applicant will be displayed
Surname The Surname of the applicant will be displayed
Name The first names of the applicant will be displayed
Primary Department  
Description The primary Department Description of the Post Code that the applicant is appointed into will be displayed {PPEO-1}
Senior The applicant’s direct senior’s (as defined on {PBOP-1} Initials and Surname will be displayed
Number of Days Leave The number of days leave as applied for in the application will be displayed
Start Date The Start Date (1st Day) of the leave period will be displayed
End Date The End Date (last Day) of the leave period will be displayed
Leave Type Description The description of the Leave type applied for will be displayed
On Hold? The On Hold Indicator will be displayed as Y (Yes) of N (No) depending on whether the Leave Application has been Actioned or not
Leave Action This is displayed as ‘Applied’
On Hold Action? Combo Box with the following options:
  • Lift Hold
  • Update Leave Type
  • Reject Leave
  • Request for Additional Supporting Documentation
  • Additional Supporting Documentation received: Lift Hold
The On-Hold Action Type may not be updated once the ‘SUBMIT’ Button has been clicked and saved with the exception of ‘Request for Additional Supporting Documentation’ option which may be changed to ‘Additional Supporting Documentation Received: Lift Hold’ once HR have received an automated email notification that the Applicant has uploaded the required documentation as requested.

This documentation can be viewed following the same process detailed above.
See below for the process that is followed when the above Actions are chosen
On-Hold Routing Number The Routing Number generated, if applicable, is displayed when one of the above Actions is chosen and the Submit Button / Save Button is clicked on.
The Routing Details can be viewed on {GROU-2}

Example of the Search Results


iEnabler

 
Example

iEnabler

 
Example of View Request
This option allows the user to view the Approval process the Leave Application passed through.

iEnabler


  
Example of Leave Applications when upload of additional supporting documents were requested

iEnabler

  

History Of Changes

Date System Version By Whom Job Description
30-May-2007 v01.0.0.0 Charlene van der Schyff t137175 New manual format.
27-Jan-2007 v01.0.0.0 Allie t133582 Copy web leave to std. system.
15-Aug-2007 v01.0.0.0 Allie t117453 Correct manuals for release.
17-Oct-2008 v01.0.0.0 Magda van der Westhuizen t151711 Update manual: Language Editing: Juliet Gillies.
12-Feb-2020 v04.1.0.0 Kerry-lee Naidoo t232800 Update Manual: New Development
30-Jun-2020 v04.1.0.1 Kerrylee Naidoo t244244 Enhancement to manual: On Hold (Mandatory)
08-Dec-2025v04.1.0.2Frans Pelsert262892User Restriction LEAV