Worker accesses InTime to complete timesheets

How does the worker make a holiday claim?

The worker can make a claim through their InTime portal account directly. The steps are:

1. Navigate to Pay > Holiday Claims

2. Click the Request Holiday button

3. Enter your claim details including the number of hours/days to be claimed

4. Save the claim as a draft to allow editing at a later date, or submit the claim for approval.

What happens when the worker submits their holiday?

Submitted holiday claims must be approved by you before the claim can be processed for payroll. Holiday claims must also be approved before the agreed payroll cut off. Any late approved claims will automatically be included in the next scheduled payroll run (except where the holiday claim has a future date). Holiday claims can be approved at anytime in bulk or individually by following the steps below:

1. Navigate to Pay > Holiday Claims

2. The holiday claim page will display all “submitted” holiday claims, select each applicable claim and click “Approve Claims”.

Can I reject a claim?

Yes. Click the “Edit” button against the claim to load the claim record. The claim record will allow you to enter a rejection reason and reject the claim. Once the claim has been rejected, a notification will be issued to the worker along with any comments you entered.

What happens once the claim has been entered by the worker and approved by me?

Approved claims will be marked with the “Approved” status. Claims entered with future holiday dates will only be considered for payroll once that date has been reached.

Once a holiday claim has been processed for payment, the status of the claim will amend to “Exported”.

Can holiday approval requests go to their manager for approval?

No. Only an administrator at your agency with the appropriate role can approve holiday claims. Holiday claims should only be made through the holiday claim module. Workers should not add a holiday claim and also include it on their timesheet.

Searching through claims

There are a number of search options available within the holiday claims page. Please ensure that you select the correct “status” when you conduct a search. A brief description of each status can be viewed below:

Worker submits manual timesheets

This section assumes that the worker does not access InTime. Holiday claims must be entered on to InTime by you using the steps shown below:

1. Navigate to Profiles > Workers

2. Search for the worker and click the dropdown attached to the edit button. The sub-menu should open, click the “Holiday Claim” option (note, this is only available for PAYE worker types).

3. The holiday claim page for the worker should load. The page header will provide details on how much holiday entitlement the worker has remaining. Enter the relevant claim details followed by “Submit Claim”.

4. Once the claim has been submitted, click “Approve Holiday”. This is an important step as unapproved claims will not be processed for payroll.

Can I check all the submitted claims I have entered?

Yes. You can check all entered claims by following these steps:

1. Navigate to Pay > Holiday Claims

2. The holiday claim page will display all “submitted” holiday claims, these claims have not yet been approved. To approve any claims here, select each applicable claim and click “Approve Claims”.

3. To view all “approved” claims, change the “status” in the search parameters to “Approved” and click “search”.

Troubleshooting and frequently asked questions

Can workers enter holiday for more than they have accrued?

No. Workers will receive a prompt to alert them that they do not have enough accrued.

My worker’s timesheet has just been authorised and his holiday entitlement has not increased.

Holiday balances are updated once the timesheet has been processed for payroll, not when the timesheet has been submitted or approved.

I’ve approved a holiday by mistake, can I change it back?

The holiday claim cannot be set back to submitted. You will need to delete the claim entirely and re-enter it. The delete option is available within the holiday record. Once the holiday claim has been set to “Exported” you can no longer amend the claim.

What does the error “Holiday schemes are not enabled for” mean when trying to create a claim for a worker?

There are a few possibilities for this type of error.

1. The worker is a new starter and has not yet received their first payslip.

2. The worker record has been set up without a holiday scheme being selected.

If a weekly paid worker enters a holiday claim spanning multiple weeks, how is this paid?

The claim will be processed as a whole when the dates align with the payroll period. If a worker requires holiday to be split and paid in the appriate week, the worker will need to split and submit the claims separately.