GENERAL – How To – Book Annual Leave
Purpose of this How To Guide: To explain our process for booking Annual Leave at SQ Digital
Applicable to: All
Customers: NA
Timescale: Line Managers discretion, minimum of 1 weeks’ notice required.
Introduction
Any questions about your Annual Leave allowance, or any other employment matters can be fielded to your Line Manager or the HR Officer.
In this How To we explain the requirements to book your Annual Leave.
Requesting Annual Leave
It is advised that you give as much notice period as possible when requesting Annual Leave. For full holidays (over 1 week Annual Leave) we require at least 1 months’ notice, for shorter periods of Annual Leave a weeks’ notice is sufficient.
To make a request of Annual Leave, log into your Xero account (https://login.xero.com/) and from there, navigate to Payroll > My Payroll. On the page there will be a display of your past periods of Annual Leave and there will be a link for New Time Off Request. Fill in the pop up and ensure the Manager field is your Line Manager. They will then receive a notification and will approve or discuss the request with you.
Manager Responsibilities
Once Annual Leave has been requested, your Manager will receive a notification. They will check your holiday against colleagues in the SQ Holiday & Absence Tracker sheet in the staff resources folder of the company network; and also check that there is no pressing work due from you in Accelo during your Annual Leave.
Once this is checked and cleared the Annual Leave will be approved in Xero & logged in the SQ Holiday & Absence Tracker by your Manager.
Once Annual Leave is approved
Once your Line Manager approves the request in Xero you will receive an email confirming your Annual Leave. Once this is approved you need to book the annual leave in Office 365.
Office 365
Log into your Office 365 and open Outlook. In the top right click the settings cog and at the top of the resulting menu you should see Automatic Replies. In Automatic Replies you can set an auto responder covering your time of Annual Leave, set the date range and fill in a notice message to appear to people during that time frame, a stock writeup that can be used is:
Thank you for your message, I am currently out of the office on Annual Leave and will return on [DATE]. If your query is urgent please do contact SQ Digital on 01524 580777 or email us at [email protected].
Alongside setting your notice message, please also select the boxes to ‘Block my calendar for this period’ & also ‘Automatically decline new invitation for events that occur during this period’.