On every plan
Leave agreed by email never reaches the timesheet
So the hours still get claimed for days off. The Leave module brings leave into UniTimesheet: staff apply ahead of time, the people who approve their timesheets decide, and approved days come off the month's hours on their own.
With the module switched off
- Staff record days off on the month's timesheet as they fill it in.
- The hours adjust as each day is added.
- No requests, no approvals, nothing extra to set up.
With the Leave module
- Staff apply for leave in the app, ahead of time.
- The people who approve their timesheets approve their leave.
- Approved days come off the month's hours on their own.
- Allowances per role, with unused days carried over if you want.
- Bank holidays are set once, for everyone.
Applying
The problem
Leave gets agreed in an email or a corridor and never reaches the timesheet, so hours are claimed against a grant for days nobody worked.
How UniTimesheet fixes it
- Apply in the app
- Dates, half days, the type of leave and an optional note. A request can be withdrawn while it's still pending.
- Timesheets stay right
- Approving leave recalculates the open timesheets it touches. A month with leave still pending can't be submitted, and leave can't land in a month that's already signed.
- Allowances and balances
- Set the days each role can take per fiscal year, for each type of leave. Staff see what's left as they apply, and a request that would go over is refused.
- Carry-over, if you want it
- Let unused days move into the next year, up to a limit you set per role. Carried days are used first and last for the months you choose, then they're gone.
Deciding
The problem
Requests go to whoever happens to be around, decisions sit in inboxes, and nobody has one view of who is off and when.
How UniTimesheet fixes it
- Decided by timesheet approvers
- Whoever may approve a person's timesheets decides their leave, so there's no second chain to maintain. Nobody decides their own.
- Team leave at a glance
- Pending requests first, then approved and rejected leave, with upcoming time off always in view. Each request shows the annual leave the person already has approved this year.
Calendar and privacy
The problem
Every person types in the bank holidays, or forgets one. Sick leave ends up in emails and spreadsheets that far more people can open than should.
How UniTimesheet fixes it
- One bank holiday calendar
- Each date is a day off for everyone. Import a published list from CSV, and the dashboard reminds you when next year's dates are missing.
- Private by default
- Approvers see the type of leave and the note; nobody else does. You can switch off recording leave types altogether.
Leave questions
What does leave cost?
Nothing extra: it's included on every plan and on from the start. If your organisation records leave elsewhere, your grant administrator can switch it off in Settings, and staff note days off on their timesheet instead.
Who approves leave?
Whoever may approve the person's timesheets, usually the principal investigator on their project, or a delegate they have set up. Nobody decides their own leave, and the first decision counts. Staff can withdraw a request while it's pending; once decided, it stands.
Can we limit how many days each person takes?
Yes. Set the days each role can take per fiscal year, for each type of leave you want to limit. Pending requests count against the balance, weekends and bank holidays inside leave don't, and a half day counts as half. A request that would go over is refused. Each person sees only their own balance.
Can unused leave carry over to next year?
Yes, if you switch it on. Set the most days each role can carry, and how long into the new fiscal year carried days last, from one month to the whole year. Carried days are used before the year's own and are lost after that date. They never carry over a second time.
What happens to a timesheet when leave is approved?
The days come off that month's hours, and any open timesheet the leave touches is worked out again. A month with leave still pending can't be submitted, and leave can't be booked in a month whose timesheet is already submitted, so a signed timesheet never changes.
How do bank holidays work?
Your organisation keeps one calendar, and each date is a day off for everyone. Add dates one by one or import a published list from CSV. The dashboard reminds you when the coming year has none. A date can't be added or removed in a month someone has already submitted.
Who can see what kind of leave someone took?
Only the person and those who approve their leave. Everyone else sees leave without its type, and signed timesheets carry no list of leave. You can add your own leave types, mark any of them sensitive like sick leave, or stop recording types altogether.
Does the leave year follow our financial year?
Yes. Allowances, balances and carry-over run on the fiscal year you set, from 1 January unless you choose another start.
Add leave to your organisation
Leave is included on every plan and on from the start. If you record leave elsewhere, your grant administrator can switch it off in Settings.