Leave Filing#

When to use it#

File a leave when you will not be at work on a day you are scheduled to work, and you want the day recorded as approved leave rather than an absence. Use it for:

• a full day or several days off (up to 120 days in a single filing, which covers long leaves such as maternity leave);
• a half day off, taking either the first or the second half of your shift;
• time off you will not be paid for (Without Pay), which uses no credits.

If you were present but forgot to punch, file a Certificate of Attendance instead. If you are working away from the office, file Official Business.

Filing it#

Filing your own leave#

1. Open the Request Panel on your Dashboard and click the + (Add request) button
   Choose Leave from the menu.
2. Pick the leave type, the dates and the mode
   The form is described field by field below. As soon as a leave type and a start date are chosen, a live preview shows how many days this leave will use.
3. Check the preview, add a reason (and an attachment if required), then click Submit
   The leave goes to your approvers and appears under the Pending tab of the Request Panel.

Leave Type*

One card per leave plan you hold, each showing what is left as its value (for example “792h”) with “Remaining · 792h a year” underneath, or “Remaining balance” when the plan has no yearly total. The cards sit in a compact two-column grid. Click a card to choose it. Everything else on the form — the preview, the attachment rule, the balance check — follows the plan you pick.

Compensation Type*

With Pay (the default) takes the days off the plan's balance. Without Pay uses no credits, and the days are unpaid. If the chosen plan has no credits left, the form switches to Without Pay by itself and warns you that With Pay may be rejected.

From Date / To Date*

The first and last day of the leave, inclusive. Both default to today. A single filing can span at most 120 days. Weekends and holidays inside the range are shown in the preview and use credits only if your plan counts them.

Leave Mode

Whole Day (default), Half Day or By Hours. A half day is a single day (0.5 day). By Hours is also a single day: you choose how many hours of it you will be away. Half Day and By Hours show one Date field instead of From Date / To Date. By Hours is offered only when the company's Leave basis is set to Hours (HR Settings → Leave; the default is Days). On a Days company only Whole Day and Half Day appear and the system refuses leave by hours: “file a whole or half day instead”. On an Hours company every quantity on the form — your balance, the preview, the approver's balance card — is in hours, and a Whole Day uses that date's shift work hours (a 10-hour shift is 10 h; with a plan that caps at hours per day, no more than the plan's Hours per day). Example: with 40 h, a whole day on a 10-hour shift leaves 30 h; the same leave on a Days company uses 1 day and leaves 4 of 5 days. A filing keeps the charge it was filed with if the basis is switched later.

Hours*number

Shown only for By Hours. The hours you will be away on that day, in steps of 15 minutes (for example 3 or 2.5). It must be shorter than that day's scheduled work hours — for a whole shift file a Whole Day instead. The leave uses hours ÷ the plan's hours per day of a day: 3 hours on an 8-hour plan day is 0.38 day (0.375 rounded). The plan's Hours per day is set on the leave plan, not by the length of your shift.

Starting at

Shown only for By Hours, optional. When the leave begins, for example 13:00. Leave it empty if the hours are not tied to a time of day; it only decides which part of an early arrival or late departure the leave excuses.

Which half*

Shown only for Half Day, as two cards built from your own shift on that date: Morning and Afternoon(First half and Second half for an overnight shift), each with its time span and hours. For example, on a 9:00–18:00 shift with a 1-hour break: Morning 9:00 AM – 1:00 PM (4h), Afternoon 2:00 PM – 6:00 PM (4h). Each half is half the shift's work time, wherever the lunch break falls: on a 10:00–19:00 shift with a 12:00–13:00 lunch the halves are 10:00 AM – 3:00 PM and 3:00 PM – 7:00 PM, 4 hours each. You must pick one.

Hours of this half*

Shown once you pick a half, prefilled with half the shift's work hours (4 on an 8-hour shift). Change it if your half is longer or shorter, in steps of 0.25 hour; it must be shorter than the whole shift. The time span under the field follows the hours: the morning half starts at the shift start, the afternoon half ends at the shift end, and the lunch break is skipped. For example, 3.5 hours of the afternoon on a 10:00–19:00 shift covers 3:30 PM – 7:00 PM. The system stores those times; you cannot type them. Either The leave balance is charged in proportion to those hours over the shift's work hours: the default 4 of 8 hours uses 0.5 day, 3.5 hours uses 0.44 day and 5 hours uses 0.63 day (rounded to 2 decimals). This leave uses shows the amount before you submit. On a rest day the form tells you there is no shift to take half of. On a flexible shift (Flexitime / Semi-flexi) there is no picker: half the shift is credited, and which half is read from your attendance.

Reason

A free-text note for your approvers. Optional, but approvers see it with the filing.

Attachment

A supporting document such as a medical certificate. It is optional, unless your leave plan requires one — then the label reads Attachment (Required) and you cannot submit without it. Some plans require it only from a set number of days: the hint under the field says so (for example Required for a leave of 2+ days), and the label turns to Required once the days listed under This leave uses reach that many. A rest day counts only when the plan charges it.

Filing on behalf of an employee (HR)#

HR users with the File on Behalf permission file from Manpower → Filings → Leave Filing → File Leave. The dialog has an extra block, File on behalf of employee, with a required Employee picker and an Auto-approve this filing checkbox. The leave types shown are the chosen employee's own plans, and picking another employee clears the leave type.

• With auto-approve ticked, the filing is created already Approved: the approval chain is skipped and the credits are deducted straight away. The approval trail records that an administrator filed and approved it.
• Company filing rules (eligibility and frequency caps) are not applied to a filing HR makes on someone's behalf.
• Every other check — balance, overlap, locked cut-off, active contract — still applies.

What you see before you submit#

The preview under the date fields is the same calculation the system stores when you submit, so the number you see is the number that will be deducted if the leave is approved as filed. It shows This leave uses (days), Balance after, a line explaining how that balance is made up, and one line per day.

Approving it#

A leave follows the approval chain set up for your department (or the company default), one or more stages in order. How approvers find and act on filings is explained once, on the hub, under Approving a filing. For leave in particular:

• The approver's Filing Request dialog shows the leave details, the plan's Leave day coverage (shown whenever the plan uses anything other than the plain whole-shift rule, or does not count rest days or holidays), and a Balance impact block with Current balance (days), Days this leave uses and Balance after approval (days). The balance already accounts for the employee's other pending leaves, and says how many.
• The dialog and the filing detail also show the employee's Actual Punches — one row for every day of the leave (a three-day leave lists three days), each with the first punch in and the last punch out, or No punches recorded when the employee did not clock that day. The punches are read when you open the filing, so a late correction shows up. A leave by hours is shown as By Hours with the number of hours.
• The balance is checked again at the moment of approval. If the credits no longer cover the leave — for example because another leave was approved first — the dialog says so and the approval is refused with “Insufficient leave credits”.
• Approving a Without Pay leave never checks or touches the balance.
• Rejecting needs a reason, which the employee sees. Nothing is deducted on a rejection, because credits only leave the balance on final approval.

What approval changes#

When the last approval stage approves a paid leave, three things happen together:

1. Credits are deducted. The days used come off the plan's balance. Carried-over credits from the previous year are used first, then the current year's. The movement is recorded in the plan's credit history against the filing.
2. The timesheet is updated. Each covered day is recomputed and shows as on leave — no absence, late or undertime is charged for the hours the leave covers (see How an approved leave credits a day). Days outside the open cut-off are left untouched.
3. The employee is notified that the leave was approved.

Changing the leave type#

When a leave was filed under the wrong plan (for example Vacation Leave that should have been Sick Leave), open the leave's detail view and click Change leave type. It is available while the leave is Pending or Approved, to HR filing administrators and super admins, and, for an Approved leave, to its approver. You can never change the type of your own approved leave.

1. Choose a Leave plan. The list shows the employee's other active plans, each with the days left.
2. Optionally enter a Reason, then click Change leave type.

A Pending leave moves to the plan you pick, and credits are taken when it is approved. For an Approved leave, the credits go back to the current plan and are taken from the plan you pick; the number of days is recalculated under the new plan's rules. It is refused if the new plan does not have enough credits, needs a supporting document the leave does not have, or if payroll for the leave's period is already being processed. The change is recorded in the audit log as Leave re-tagged.

Changing or withdrawing it#

• While it is Pending, the employee can click the row in the Request Panel to open its details, then either change it (Edit, then Update) or Cancel Request. Updating re-runs every check and recalculates the days. If an approver had already acted, those decisions are voided and the approval starts again at the first stage. Cancelling leaves the balance untouched, since nothing had been deducted.
• After it is Approved, the employee can no longer change it. The original approver (or a super admin) uses Revert Approval on the leave's detail page: the filing becomes Rejected, the timesheet days are recomputed, and the credits come back to the plan — days that came out of carried-over credits go back to the carried-over bucket.
• The filer cannot revert their own approval, and a revert is refused once the cut-off is locked (see below).

If the cut-off is locked#

A cut-off is locked once it leaves the Timekeeping stage (submitted, processed, approved or posted). In that situation:

• New leave cannot be filed or edited into it. The dialog shows the amber banner “This cutoff (period) is locked for payroll… Filing is no longer allowed.” and Submit is disabled. A leave that straddles a locked and an open cut-off is blocked if either end date is locked. If you have no payroll group or cut-off yet, the message tells you to contact HR. Future dates with no cut-off generated yet are not locked.
• A leave filed on time but approved late is still allowed. If the leave was pending when the cut-off locked, the approver can still approve it. The locked payroll is never touched; instead the approver is asked Carry Over This Pay?. Choosing Carry Over the Pay refunds, for a paid leave, the absence, late and undertime deductions that were taken for those days, and posts the refund as a carry-over adjustment to the employee's next open cut-off. The approver sees the amount and the target period first. Choosing Do Not Carry Over approves it for the record without paying anything forward.
• A Without Pay leave carries nothing — there is nothing to refund.
• The credits are still deducted from the balance on approval, even though the pay is carried over.

Common problems#

Maternity Salary Differential#

After a maternity leave the company pays the salary for the leave minus the SSS maternity benefit. Open the approved leave and click Maternity salary differential. Enter the SSS benefit received; ANTE shows full pay for the leave days at the employee's daily rate, the benefit and the differential, then files it on the cutoff you choose. It is paid as non-taxable net pay and counts toward no SSS, PhilHealth or Pag-IBIG contribution.

One differential per leave; delete it from the payroll adjustments to file it again.

How It Connects#