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Apply leave on behalf of a team member

Updated in February-2024ย |ย Subscribe to watch greytHR how-to video

There can be situations where your team member takes leave without applying for it beforehand. In such cases, the Leave Apply page in the greytHR ESS portal enables you as a manager to apply for leave on behalf of your team members. You can select a team member on leave and fill in their details.

To view the Leave Apply page, click Leave > Leave Apply.ย 

You can perform the following actions on the Leave Apply page:

  • Apply for leave on behalf of a team member.

  • Apply for a restricted holiday (RH) on behalf of a team member.

  • Apply for leave grant on behalf of a team member.

  • Apply for leave encashment on behalf of a team member.

  • Apply for leave cancellation on behalf of a team member.

  • View and withdraw pending leave applications of a team member.

  • View history of team members' leave applications.

Apply leave on behalf of a team member

To apply for leave on behalf of a team member, perform the following actions:

  1. On the Leave Apply page, under the Apply tab, from the Applying For Leave dropdown list, select the team member on behalf of whom you want to apply for leave.

  2. From the Leave type dropdown list, select the required leave type.
    Note: After selecting the Leave Type, the system automatically displays the leave balance of your team member for the selected leave type.

  3. From the From date and To date dropdown calendar, select the required dates.

  4. From the Sessions dropdown list, select team member sign-in/sign-out sessions.
    Note: After selecting the dates and sessions, the system displays the number of days for which you have applied for leave. The reporting manager details update automatically in the Applying to search box.ย 

  5. Under the CC to, click +ADD to inform other team members about the leave application.

  6. In the Contact details text box, enter the contact information.

  7. In the Reason text box, enter the reason of the team member for taking leave.

  8. Click Attach File to attach leave-related documents.

  9. Click Submit to apply for leave on behalf of your team member.

Apply for a restricted holiday (RH) on behalf of your team member

To apply for an RH on behalf of your team member, perform the following actions:

  1. On the Leave Apply page, click the Restricted Holiday option. A form appears.

  2. Under the Apply tab, from the Applying For Restricted Holiday dropdown list, select the employee on behalf of whom you want to apply for RH.

  3. From the Holiday dropdown list, select the required Holiday. The reporting manager details update automatically in the Applying to search box.ย ย 

  4. Under the CC to, click +ADD to inform other team members about the leave application.

  5. In the Reason text box, enter the reason of the team member for taking RH.

  6. Click Submit to apply for RH on behalf of your team member.

Apply for leave grant on behalf of a team member

To apply for a leave grant on behalf of a team member, perform the following actions:

  1. On the Leave Apply page, click the Leave Grant option. The form appears.

  2. Under the Apply tab, from the Applying for Comp. Off Grant dropdown list, select the employee on behalf of whom you want to apply for a leave grant.

  3. From the Leave type dropdown list, select the required leave type.

  4. From the From date and To date dropdown calendar, select the required dates.

  5. From the Sessions dropdown list, select team member sign-in/sign-out sessions.
    Note: After selecting the dates and sessions, the system displays the number of days for which you have applied for leave.

  6. In the Days textbox, enter the number of days. The reporting manager details update automatically in the Applying to search box.ย ย 

  7. Under the CC to, click +ADD to inform other team members about the leave grant application.

  8. In the Reason text box, enter the valid reason.

  9. Click Submit to apply for a leave grant on behalf of your team member.

Apply for leave encashment on behalf of a team member

To apply for leave encashment on behalf of a team member, perform the following actions:

  1. On the Leave Apply page, click the Leave Encashment option. The form appears.

  2. Under the Apply tab, from the Applying For Leave Encash dropdown list, select the employee on behalf of whom you want to apply for leave.

  3. From the Year dropdown list, select the required leave year.
    Note: After selecting the Leave Year, the system automatically displays your leave types of the selected leave year.

  4. From the Leave type dropdown, select the required leave type.

  5. In the Days textbox, enter the number of days to be encashed. The reporting manager details update automatically in the Applying to search box.ย ย 

  6. Under the CC to, click +ADD to inform other team members about the leave encashment application.

  7. In the Reason text box, enter the reason for the team member applying for leave encashment.

  8. Click Submit to apply for leave encashment on behalf of a team member.

Apply for leave cancellation on behalf of a team member

To apply for leave cancelation on behalf of a team member, perform the following actions:

  1. On the Leave Apply page, click the Leave Cancel option. A form appears.ย 

  2. Under the Apply tab, from the Applying For Leave Cancel dropdown list, select the employee on behalf of whom you want to apply for leave.

  3. From the Leave Type table, select the required leave type. The reporting manager details update automatically in the Applying to search box.ย 

  4. Under the CC to, click +ADD to inform other team members about the leave cancelation.

  5. In the Reason text box, enter the reason for leave cancellation.

  6. Click Submit to apply for leave cancellation on behalf of your team member.

View and withdraw pending leave applications of a team member

The Pending tab displays the details of all the pending applications. To view and withdraw the pending leave application of your team member, perform the following actions:

  1. On the Leave Apply page, click the Pending tab to view and track all the pending leave applications of your team member.

  2. Click the ๐Ÿ”ฝ arrow on the required leave application. The application expands and displays additional information.

  3. Click View Details to view the complete details of the pending application.

  4. Click the Withdraw button to withdraw the leave application.
    Note: You can also click Reject/Forward/Approve application as per your requirements.

View leave application history of a team member

The History tab displays the status of your team member's leave applications, such as APPROVED/REJECTED/WITHDRAWN. The tab also displays the leave application history of you and your team members. To view the history of your team member's leave application, perform the following actions:

  1. On the Leave Apply page, click the History tab to view the history of leaves applied by you on behalf of a team member.

  2. Click the ๐Ÿ”ฝ arrow on the required leave application. The application expands and displays additional information.

  3. Click View Details to view more details of the selected leave application.

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