The Lucca Absences Request tab can be used to:
- Submit leave requests and track your requests.
- View your current and future leave balance.
You can also access Lucca Absences from your smartphone, this help sheet shows you how you can request leave through the Lucca mobile app.
Submitting a leave request
To make a request, you need to:
- Select the period that you want to request leave for by clicking on the first and last days of the period, or click on a single day if you're just requesting one day of leave.
- Specify whether the request starts or ends on a half-day (morning or afternoon)
- Click on Continue
You can also view the schedule for 4 or 12 months, and you can choose to display school vacations. Click on the three dots next to the 4/12 month view to show the key. The key indicates which leave accounts correspond to each color in the schedule.
Selecting leave accounts
The accounts proposed are the accounts with a positive balance. In other words, an account with no available balance will not be displayed, even if its consumption period hasn't ended.
The allocation window which is then displayed will automatically distribute the requested days over the various leave accounts. We recommend that you don't edit this, as the accounts with the closest expiry date are selected as a priority. This means that you can avoid having any days left over, which could mean that you lose any untaken leave.
An account with a positive balance, without a consumption period, will automatically be prioritized over other balances such as paid leave or comp day balances (e.g. a TOIL account).
However, you always have the option of editing the suggested allocation. The total of this allocation needs to correspond to the number of absence days indicated in the first step (shown in yellow on the schedule).
The Select another type of absence field lets you access accounts for family events and the other available accounts.
For any request type, you can add a supporting document or comment, which the approver will be able to see. You can add these at a later date if you don't have them when submitting the request.
Viewing details of the balances
The table under the request schedule indicates the following items for each leave account:
-
The current balance: This is the number of days or hours on the leave account on today's date. It's similar to your bank balance. The calculation of your current balance does not include future absences or unapproved past absences.
Current balance = leave accrued up to the current date - approved past absences (today included). - Future absences: These are all absences, both approved and unapproved, that you have requested for after today's date. The calculation of your future absences also includes past absences that haven't been approved yet.
- To be accrued: This is an estimate of the days or hours that you are entitled to up until the selected date. Browse you leave policy: The estimate may vary depending on certain types of absence.
- Available balance: This is an estimate of what you can actually request on the selected date, without this generating a debit balance. The available balance is rounded to the nearest half-day or day, depending on the type of absence. It takes future absences into account, as well as some of the entitlements to be accrued in the future. Certain absences will be offset by entitlements accrued up to this point.
Click on the rows in the table to see the details of your balances. The tooltip to the right of your leave balance explains the rounding rules for that leave account.
Other features
- Leave policy: This appears if your company has completed it. It explains the rules set by your company regarding leave requests, such as the upper limits for family events. These entitlements depend on your collective bargaining agreement or company agreement.
- Annual summary: This module summarizes the number of days taken off across the different accounts and over the selected period. (This can be accessed via the three dots to the right of the leave policy).
- Request history: This module displays all leave requests submitted. Via this module, you can add a supporting document to justify an absence (accessed via the three dots to the right of the leave policy).
- Count check: In the case of paid leave in working days or part-time, you can track the number of days counted by the solution and the number of days still to be counted.