Sometimes you need to add leave directly rather than waiting for an employee to submit a leave request. This is useful when employees don't have PaySauce access, when processing urgent leave, or when entering leave during payroll processing.

When to add leave on behalf of an employee

Add leave directly when:

The employee doesn't have access to PaySauce
You need to add leave quickly during payroll processing
You're correcting missing leave from a previous period
The employee has asked you to enter their leave for them
You need to add public holidays for employees

Accessing an employee's leave page

You can access an employee's leave page in two ways

Method 1: Through the Employees section

Select Employees from the navigation menu
Select the employee from the list
Select Balances

Method 2: During a pay run

Open the pay run
Select the employee from the list
In the Leave Request section, select Edit leave requests

Note: Both methods take you to the same place where you can see the employee's leave balances and add new leave.

Adding leave

Once you're on the employee's leave page, you'll see:

Their accrued, taken, and available balances for each leave type
Any existing leave requests (pending, approved, or completed)
A Create Leave Request section

To add new leave:

In the Create Leave Request section, complete the following:

Leave type

Select the type of leave from the dropdown.

Available leave types:

Annual leave
Community Service leave
Community service leave (unpaid)
Compassionate Leave
Family and Domestic Violence Leave
Sick Leave
Parental leave (unpaid)
Public holiday
Time off in Lieu (TOIL)
Unpaid Carer's leave
Other leave (unpaid)

Reason

Enter any notes about the leave that may be useful for future reference (e.g., "Christmas leave" or "Doctor's appointment").

Details

Add each date and amount of leave:

Select the + button to add a new date
Date: Enter or select the date for the leave
Quantity: Enter the number of hours as a number
- Use decimals for partial hours (e.g., 8.5 for 8 hours 30 minutes, 4.25 for 4 hours 15 minutes)
Unit: This is always set to Hours
Repeat for each additional date

Saving and approving leave

Once you've entered all the leave details, you have two options:

Save

Saves the leave request with a status of "Pending." You'll need to approve it later before it's included in a pay run.

Approve and Save (recommended)

Saves and approves the leave in a single step. This ensures you don't forget to approve it later and prevents it from being missed in a pay run.

Note: It is recommended to use Approve and Save when adding leave on behalf of employees to avoid the extra step of approving it later.

Multiple leave types on the same day

If an employee is taking different types of leave on the same day, you must create a separate leave entry for each leave type.

Example: If an employee is taking 4 hours of annual leave and 4 hours of unpaid leave on the same date:

Create one leave request for 4 hours of annual leave on that date
Create another leave request for 4 hours of unpaid leave on the same date

What happens next

After you save the leave:

If you used Approve and Save: The leave is immediately approved and will be included in the pay run for that period
If you used Save: The leave appears as "Pending" and you'll need to approve it before it's included in a pay run

The employee can view the leave request in their PaySauce account.

Common Questions

I forgot to approve the leave I entered

Go back to the employee's leave page, find the pending leave request, and approve it. Alternatively, you can approve it when reviewing the employee's pay details during a pay run.

I need to add leave for multiple employees at once

You'll need to add leave for each employee individually. There isn't currently a bulk leave entry feature in PaySauce.

The leave I added isn't showing in the pay run calculations

Check that:

The leave dates fall within the pay run period
The leave has been approved (pending leave is not included in pay run calculations)
The employee is included in the pay run