Why can't my employee request leave?

This sheet is for HR administrators: it will help you to identify why an employee is unable to request leave.

Has your employee's HR file been filled in correctly?

Here are some checks to go through for your employee's HR file:

Has their accrual profile been filled in correctly?
Is their accrual profile correct?
Has their calendar been filled in correctly?

Is your employee attached to an active department (not an archived department)?
Is their work cycle active (check that it doesn't have an end date in the past)?
Is their role correct and does it have the required permissions in Timmi Absences? You can also refer to the help sheet:Managing user permissions in Timmi Absences.

Does your employee have a sufficient leave balance for the request?

If your employee wants to request leave using a balance-tracked account (paid leave, comp days, TOIL, etc.) the estimated balance must be sufficient to cover the leave requested.

In this example, an employee wants to request 4 comp days in November but their estimated balance at the end of November is only 3.13 days. You can get around this issue by allowing an overdraft for this account:

However, in no case does this allow employees to request more leave than the total accrual over the period, but it will allow them to submit leave requests in advance of the leave being accrued.

Is the consumption period still in progress?

If the consumption period for the account has expired and if leave requests aren't allowed after the end of the consumption period, the account will no longer be proposed when the employee requests leave.

You have two options:

You can edit the consumption end date in the account settings:

You can select "Yes" for the setting "Allow a request after this period":

This modification will be applied to all employees with this account and not just one employee.

Does your employee's work cycle correspond to their leave account?

If an employee has a work cycle in days, they'll only be able to request leave on accounts in days and not in hours.

Employees on package per day and delegation hours

For union delegates on a package per day, hour credits must be grouped into half-days which are deducted from the number of days worked as determined in the individual package agreement. A half-day corresponds to 4 hours of delegation.

We therefore recommend creating a Delegation account in days allowing half-days to be requested for this employee category.

Is your employee working part-time or on flexible full-time?

If part-time leave days are not prorated, then the days that the employee doesn't usually work due to their part-time or flexible full-time arrangement are counted, up to the number of days accrued over the period.

At any time, you can find the count in the count check of the employee concerned:

By default, Timmi Absences blocks the counting of part-time days beyond the limit calculated, based on the accrued entitlements. However, if you want to deactivate this check, go into Settings > Preferences > Settings, then go to the "Leave requests" section and set the setting "Checking the counting of part-time units" to "No".

If the balance is insufficient to count the days not worked at the end of the request, Timmi Absences authorizes the submission of the request by default. For example, if an employee at 80% who works part-time on Fridays only has 4 business days left on their 2023/2024 Paid Leave account and they want to request a week of leave, Timmi Absences allows them to submit their request for 4 days (instead of 5 business days).

You can deactivate this authorization. In Settings > Preferences > Settings, in the "Leave requests" section, select "No" for "Authorize a request without the non-working days if the balance is insufficient".

In this case, the employee will need to use another leave account to complete their request.

You can also refer to the following help sheets: