From the Payroll screen, select the Options menu, Leave Requests, and then Cancel/Remove Unprocessed Leave Requests/Substitutes.
Note: The Cancel/Remove Unprocessed Leave Requests/Substitutes option can also be accessed under the Leave Requests menu from within a batch of Employee Absences or Pay Period Entries. The Leave Requests menu or submenu is only available to organizations that have licensed the Web Link module. If the Cancel/Remove Unprocessed Leave Requests/Substitutes option is selected and there are not any entries to cancel or remove, a message will appear stating there are no leave requests/substitute entries to display.
The Cancel/Remove Unprocessed Leave Requests/Substitutes screen will appear.
If desired, to view only the absence entries and substitute entries from leave requests (and FMLA leave requests, if applicable) with particular dates, enter the range of dates in the From and To fields. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the fields blank to display all the entries from leave requests (and FMLA leave requests, if applicable).
If desired, enter a comment to track for cancelling or removing the entries in the Comments field. The comment can be up to 1,000 characters long. A default message will appear, but can be changed if needed.
Note: Once the entries are cancelled, this comment will be reflected in the Comments List for the applicable leave requests (and FMLA leave requests, if applicable), along with the ID of the user who completed the Cancel/Remove Unprocessed Leave Requests/Substitutes option and the date the entries were cancelled.
The unprocessed absence entries and substitute entries and rejected leave requests (and rejected FMLA leave requests, if applicable) within the specified date range appear in the Unprocessed Entries List. For each desired entry to cancel or remove, click the box under the appropriate column to the left of the entry. A checkmark will appear in the box if the entry is selected for a column. If desired, change the filters to modify the entries displayed here.
Note: Only one column can be selected per entry.
For rejected leave requests (and rejected FMLA leave requests, if applicable), select the box in the Cancel Leave Request column to cancel the leave request. Cancelling the rejected leave request will: 1) remove the amount from the Unsubmitted Entries total (appears when entering leave requests) and the Unsubmitted total (appears on the Leaves screen in the Employee File) for the applicable leave for the employee, 2) prevent the rejected leave request from displaying in the Leave Request Entry option (or the Leave Request Entry - FMLA option, if applicable) for the applicable employee when searching, and 3) keep the history of the leave request in the system as an audit trail for its entry, rejection, and cancellation.
Tip: For example, select the Cancel Leave Request column if a leave request was rejected and the employee for the whom the leave request was made did not cancel it or delete it for himself/herself.
For unprocessed absence entries from approved leave requests (and approved FMLA leave requests, if applicable), select the box in the Cancel Leave Request column to cancel the leave request (and automatically remove the unprocessed substitute entry tied to the absence, if applicable). Cancelling the approved leave request will: 1) remove the amount from the Unposted or Approved Entries total (appears when entering leave requests) and the Unposted or Approved total (appears on the Leaves screen in the Employee File) for the applicable leave for the employee, 2) remove the absence entry (and unprocessed substitute entry tied to the absence, if applicable) from displaying in the Select Leave Requests/Substitutes for Processing option in the future, and 3) keep the history of the leave request in the system as an audit trail for its entry, approval, and cancellation.
Tip: For example, select the Cancel Leave Request column to cancel an approved leave request for an employee who no longer will be needing the leave as per the request and the employee is unable to recall the leave request himself/herself, or select the Cancel Leave Request column to cancel an approved leave request for an employee who is no longer employed by your organization (and thus will not be needing the leave as per the request).
For unprocessed absence entries and substitutes entries from approved leave requests (and approved FMLA leave requests, if applicable), select the box in the Remove from Payroll Processing (Entry Already Processed) column to remove the entries from displaying in the Select Leave Requests/Substitutes for Processing option in the future. Also, for the absence entries, the amount will be removed from the Unposted or Approved Entries total (appears when entering leave requests) and the Unposted or Approved total (appears on the Leaves screen in the Employee File) for the applicable leave for the employee.
Tip: For example, select the Remove from Payroll Processing (Entry Already Processed) column to remove an entry from showing in the Select Leave Requests/Substitutes for Processing option in the future because an entry to record the exact absence or substitute entry was manually made and so the entry from the leave request does not need to be selected to bring into a batch for processing.
For unprocessed substitute entries from approved leave requests (and approved FMLA leave requests, if applicable), select the box for the Delete Substitute from Leave Request column to delete the substitute from the leave request completely (and thus, no longer display in the Select Leave Requests/Substitutes for Processing option in the future).
Tip: For example, select the Delete Substitute from Leave Request column to delete a substitute entry from a leave request because that substitute did not end up working while the employee was on leave (and no other substitute was needed).
Click the Execute button.