Frakt24 - FleetX Academy
Time and payroll · Level 2 · Everyday efficiency

Holidays and absence

Learn to handle holiday and leave requests, and make sure approved absence reaches payroll correctly.

New 15 min Timeregistrering (tid og fravær) · module 43
1

Goals and why

What you will learn

  • check in the leave calendar whether there are enough people before you answer a request
  • approve or reject a request with a clear reason
  • register absence for an employee who calls in sick
  • read the balances and see how the leave type links absence to payroll

Absence is also pay. When you approve a request, the system creates absence hours for the employee. The hours get the hour type the leave type points to. They go to payroll together with the ordinary working hours, and are approved together with the rest of the period. See Period approval and payroll export.

Two things often go wrong. Someone approves without looking at the calendar, and suddenly three drivers are away the same week. The system does not warn about overlap, so you must make that judgement. Or a leave type has no hour type. Then the absence is approved, but no hours are created, and nothing reaches payroll.

2

Key terms

Leave RequestThe list of requests waiting for an answer. The employee applies in the driver app, and you approve or reject here.
Approved LeaveThe list of approved absence in the period, with duration, leave type and log.
Assign leaveYou register absence for an employee. If you are an administrator or the manager of the employee's department, the absence is usually approved straight away.
Earned / Used / BalanceThe balance for each leave type. Earned is what has been earned, Used is what approved absence has used, and Balance is what is left.
Leave TypeThe kind of absence, for example holiday, sick leave or leave of absence. Each type is paid or unpaid and is linked to an hour type.
Response logThe history of one request: who applied, who answered, and the reason.
3

Show me

The images show four screens: the calendar where you check whether there are enough people, the list of approved absence, the balances and the leave types that link absence to payroll. Click a part of an image to see what it is used for.

In Frakt24 you will find an interactive walkthrough of the same page under the Help button at the top of the page.
4

Try it yourself

Driver 2 applies for holiday from 29 September to 3 October. The calendar shows that another driver on the same shift already has approved holiday on two of the days. A third has a request waiting. What do you do?
5

Check yourself

All correct completes the lesson
Answer all correctly to complete the lesson You see which answers are wrong, and you can try as many times as you like. This lesson counts towards the level 2 badge in Time and payroll: 0 of 5 complete.
1. A driver calls in sick today. He does not use the app to apply. What is the quickest way to register the absence?

2. The balance for paid holiday shows an employee has used one day too many. What do you fix?

3. You created a new leave type, Welfare leave, but approved leave never shows up in the payroll export. What is the most likely cause?

4. You approved holiday for the wrong week and cancel it in Approved Leave. What do you have to do afterwards?

5. You are a department manager and have applied for leave yourself. Can you approve your own request?

6. You have switched on See leave requests in the leave calendar. A day has an orange block next to a green one. What does that mean?

7. You have approved a week of leave for a driver. What still has to happen before the leave hours can be exported to payroll?

You are not signed in, so the result is not saved.

Trainer notesOnly shown when trainer mode is on
  • Common support case: absence is approved but missing from the payroll export. Check that the leave type has an Hour Type. The time module dashboard also warns about leave types without an hour type.
  • Approved absence only creates hours on weekdays, and the hours get draft status. The days still have to be approved before the period can be approved and exported.
  • App Admin can process their own request. Everyone else needs another manager to do it.