Submitting a Proxy Leave Request (2023)

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You can submit a leave request for an employee as a proxy user if:

  • Your user name belongs to an admin user role that has permission to enter proxy leave requests (Leave Request by Proxy parameter is set to Yes on the User Role page)

  • You are part of the approval chain used to approve the employee's leave requests

As a proxy user requesting employee leave, you can override the requested lead time days, minimum duration, and historical days settings defined for each leave type. You can also submit the leave request for an employee after the employee takes the leave and submit a leave request when the employee's requested leave for the selected leave exceeds the leave available.

After the proxy leave request is submitted, the Leave Request by Proxy approval option selected on the Leave Request Setup page determines how that proxy leave request is approved:

The employee receives an e-mail notification message that a request was entered on their behalf, and Alio is updated the same as a regular leave request when it is finalized. The employee is not allowed to delete a proxy leave request.

Follow these steps to submit and finalize a leave request for an employee. The fields with a Yellow background are required.

  1. Click the Proxy Leave Request link on the Leave Summary page. The Leave Request by Proxy page appears.

  2. Click the Search link to the right of the Employee No field to search for the employee’s record; or type the employee number to display that employee's leave and job details. A message displays if the user does not have permission to enter a leave requests by proxy for the employee whose number was entered, and the employee's leave and job details do not display.

Submitting a Proxy Leave Request (1)

The Employee Search is filtered by the request groups to which you are assigned in the approval hierarchy. You cannot enter an employee request if you are not part of the approval hierarchy for that request group.

You can search the Employee Search page by employee name or number.

  1. Click the Employee Number link that corresponds to the employee whose leave request you are entering. The Leave Request by Proxy page displays with the employee's number, name, current Contract Year, and the employee's active jobs in the current contract year.

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Submitting a Proxy Leave Request (2)

The Contract Year defaults to the current contract year when the employee record is selected. If this employee does not have an active job record in that contract year, the message "Could not find any valid jobs for the employee" will display. To continue entering the proxy leave request, change the Contract Year to the correct year for that employee. The Jobs grid is repopulated for that contract year.

  1. In the Start Date field, click the Show Calendar button Submitting a Proxy Leave Request (3) to select the date the employee's leave started; or type the date in MMDDYYYY format.

  2. In the End Date field, click the Show Calendar button Submitting a Proxy Leave Request (4) to select the date the employee's leave ended; or type the date in MMDDYYYY format.

  3. In the Leave Type field, click the Drop Down List button Submitting a Proxy Leave Request (5) to select type of leave you are requesting on behalf of the employee. The Employee Leave Information area displays the employee's leave totals for the contract year displayed: Leave Available, Unposted Leave, and Leave Balance.

Submitting a Proxy Leave Request (6)

The Leave Types list displays all leave types available to the employee for selection. The list displays all leave types assigned to the employee in Alio as well as any leave type defined in Alio as auto setup (e.g., Jury duty, Bereavement, etc.). Leave types defined in Alio as auto setup are formatted with Blue text.

Leave types not completely set up in LINQ EP, e.g., not assigned an approval hierarchy, are formatted in Red text. When a leave type formatted with Red text is selected, a message will display explaining the problem that exists for that leave type. Your LINQ EP system administrator can use this message to troubleshoot the issue with that leave type.

If an active job record does not exist, the following message will display: "You are not in the appropriate request group to be able to create Leave Requests for this employee on [date]." This message typically displays when you submit a proxy leave request with a date that falls outside the employee's current active job contract. Contact your internal help desk or LINQ EP administrator for assistance.

  1. The Contract Year field defaults to the current contract year. Optionally, click the Drop Down List button Submitting a Proxy Leave Request (7) to select the contract year to which this leave will be posted, if it is different than the year displayed.

The Jobs grid displays the jobs assigned to the employee in the selected contract year.

Submitting a Proxy Leave Request (8)

The Contract Years list displays only the contract years in which the employee had (or has) a valid contract.

  1. In the Jobs area, click to select the job to which this leave request applies. You can select only one job record.

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  1. Optionally, type the Start Time and End Time that the employee's leave started and ended in 99:99 format. Click the Drop Down List button Submitting a Proxy Leave Request (9) to select AM or PM. Use these fields to enter a partial day proxy leave request.

Submitting a Proxy Leave Request (10)

You can enter the Start Time and End Time if the Start Date and End Date are the same.

  1. In the Duration field, type the number of hours or days leave you are requesting for this employee.

Submitting a Proxy Leave Request (11)

As a proxy user requesting employee leave, you can override the requested lead time days, minimum duration, and historical days settings defined for each leave type. You can also submit the leave request for an employee after the employee takes the leave and submit a leave request when the employee's requested leave for the selected leave exceeds the leave available.

  1. The Comments box defaults to the following message: “Submitted By [User]”, where [User] is replaced with the name of the user that is entering the proxy leave request (e.g., Mary B. Smith). Optionally, you can add to or change this comment. You can enter up to 35 alphanumeric characters in this field.

When the leave request is submitted, LINQ EPA is prefixed to the request comment.

  1. In the Format field, click the Drop Down List button Submitting a Proxy Leave Request (12) to change the format of the text entered in the Comments box to UPPERCASE characters, lowercase characters or Proper Case characters.

  2. In the Approval Comment box, type any comments about the approval of this employee's leave request. The employee can view these comments in their Request Queue.

  3. Click the Submitting a Proxy Leave Request (13) button to submit the proxy leave request and, if the Leave Request by Proxy approval option is set to Bypass approval hierarchy, approve the request as the final approver. The approval process performs the following steps:

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  4. Validates the leave request data. You will receive a message if the leave request duration does not meet the minimum lead time, minimum duration, and/or historical days settings defined by your organization or if the Duration entered exceeds the leave available to the employee. As a proxy administrator, you can click the Submitting a Proxy Leave Request (14) button to override these default settings.

  5. Updates the request status to Approved in the Request Queue.

  6. Adds the approved leave request to the Alio Human Resources Payroll System as an unposted leave transaction.

  7. Sends an e-mail notification to the employee that the request was entered and approved.

The Past Requests Approval Queue appears with the leave request added to the Past Leave Requests grid.

If the Leave Request by Proxy approval option is set to Resume approval hierarchy at user proxy or Resume at lowest hierarchy level, the proxy request will pass through the assigned approval hierarchy before receiving final approval.

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Submitting a Proxy Leave Request (15)

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FAQs

What is proxy leave? ›

Proxy – A person that can act on your behalf to approve time and/or leave.

How do I write a leave request? ›

How to write a leave request email
  1. Plan your email. Planning what you might say to the employer can benefit the structure of your request. ...
  2. Write down your request. The opening paragraph usually includes the reason for the email and why you're requesting time off. ...
  3. Explain your reasons. ...
  4. Reassure the employer. ...
  5. Say thank you.

How do you ask someone to approve your leave? ›

Here are some basic steps to take when asking your manager for some time off work:
  1. Choose a formal greeting. ...
  2. Explain why you're writing. ...
  3. State the dates of your absence. ...
  4. Provide a reason, if necessary. ...
  5. Share additional details. ...
  6. Thank your supervisor for their consideration. ...
  7. Include a formal sign-off and a signature.

What is a proxy in HR? ›

A proxy is a person, who can act as an Approver for you in your absence, such as when you are on vacation, attending a conference, or are out sick. 2.

What is the purpose of a proxy letter? ›

Proxy Statement FAQs

A proxy agreement is a written agreement that one person can act legally on behalf of another. In the case of shareholder votes, the proxy agreement states that a proxy can vote on behalf of the principal.

How do I submit a leave? ›

What To Include In A Leave Application
  1. Date of the application.
  2. Name and address of your manager to whom you are writing the letter.
  3. Subject or purpose of writing the letter.
  4. Salutation in the form of recipient's name or title.
  5. Duration of leave, preferably in the form of from and to dates.
  6. Specific reason for leave.

How do you ask for leave in one sentence? ›

Sample one-day leave application for medical emergency

I have emailed our team members about my ongoing tasks at the office, and they will be able to take up any questions if any. I will let you know in case I need another day off. I request you to grant me the required leave.

How do I write an email for leave approval? ›

How Do You Write An Effective Leave Request Mail?
  1. Write a clear, concise subject line. ...
  2. Mention the purpose of the mail. ...
  3. Give the vacation dates you want. ...
  4. Explain your reason for taking a vacation at that time. ...
  5. Describe your plans for handling work before leaving. ...
  6. Be willing to discuss the matter.

How do you send a leave for personal reasons? ›

I am writing to you to let you know that I have an important personal matter to attend at my hometown due to which I will not be able to come to the office from {start date} to {end date}. I have discussed and delegated my tasks to {person's name} & have instructed them to call me for any help during my absence.

How do you write a formal email asking for leave? ›

Tips
  1. This is a formal request for time off, so unless you know the recipient very well, start your email with Dear ... .
  2. State the dates of your absence clearly.
  3. Be clear right from the beginning what it is you are asking for. ...
  4. Give clear reasons why you need the time off, but don't go into too much unnecessary detail.

What are the rules of proxy? ›

Proxy is also short for a proxy statement, which is a written notice required to be sent by the corporation to the shareholders before voting by proxy, and includes such information as the issues to be voted upon, and the names of directors up for election to the board, votes on transactions, etc.

How does a proxy work? ›

When you use an online proxy, your browser first connects to the proxy, and the proxy forwards your traffic to the website you're visiting. That's why proxy servers are also known as “forward proxies.” An internet proxy will also receive the website's response and send it back to you.

What is an example of a proxy? ›

Proxies can be used to prevent users from connecting to websites or other services based on a configurable policy. For example, an office network may use a proxy to prevent employees from connecting to certain types of content from work.

When should I send a proxy statement? ›

Five preliminary copies of the proxy statement and form of proxy shall be filed with the Commission at least 10 calendar days prior to the date definitive copies of such material are first sent or given to security holders, or such shorter period prior to that date as the Commission may authorize upon a showing of good ...

How long is proxy letter valid for? ›

The proxy appointment is valid for one year or for a specific period as set out in the appointment unless it is revoked or expires earlier. Section 58(3) of the Companies Act 71 of 2008 provides for a degree of "flexibility" in the appointment of proxies.

What do you look for in a proxy statement? ›

Issues covered in a proxy statement can include proposals for new additions to the board of directors, information on directors' salaries, information on bonus and options plans for directors, corporate actions like proposed mergers or acquisitions, dividend payouts, and any other declarations made by the company's ...

How do I send a leave request to HR? ›

I am writing this letter to formally notify you about my leaves from (start date) to (end-date). I will join office from Monday, i.e. on (date). I will update you with the final draft this week and will submit the file to you. You can contact (colleague name) in my absence as she is aware of the same.

What is a good sentence for leave? ›

[M] [T] I have got to leave here early tomorrow morning. [M] [T] We had better leave her alone for a few minutes. [M] [T] We were just about to leave when she telephoned. [M] [T] Let's leave things as they are until he comes back.

How do you inform your leave? ›

Some of the most important points to mention in your leave application are:
  1. Salutation.
  2. Purpose of the application (subject)
  3. Reason for leave.
  4. Number of leaves needed (particular dates)
  5. Work plan during your absence.
  6. Contact information.
  7. Signature.
28 Jun 2021

How do you send an email on leave? ›

Here are the steps to writing a vacation request email:
  1. Write a short, direct subject line. ...
  2. State your purpose for writing. ...
  3. Include the dates you're requesting. ...
  4. Consider mentioning why you're taking time off. ...
  5. Discuss how you're preparing for time off. ...
  6. Remain available for questions.

How do you ask for unexpected leave? ›

Mention the reason for taking an emergency leaves:

It is the foremost thing to do when writing an emergency leave email to your manager. Your email should specify the reason for taking the leave, and it should also be convincing, you can include exaggerations that your HR could see through primary to distrust.

Do I need to give a reason for personal leave? ›

Whether you disclose the specific reason for your leave of absence is optional, but if you have a close relationship with your supervisor or a compelling reason, it may be a good idea to explain why you need extended time off from work.

How do I text my boss for personal leave? ›

How do you text in sick examples?
  1. “I have [sickness] and will need to take a sick day today. ...
  2. “I'm really not feeling well today, so I don't think I will be able to do my job productively or efficiently. ...
  3. “I've come down with [sickness] and need to use a sick day today, but I'll be back at work tomorrow.
11 Aug 2021

What does proxy mean in healthcare? ›

A health care proxy, or durable power of attorney for health care, allows you to designate another person as your agent to make health care decisions on your behalf. Health care proxies, used in combination with living wills, are referred to as "Advanced Directives."

What are the two types of leave? ›

  • The 8 main different types of leave. In general, different types of leave can be divided into voluntary, involuntary, paid, and unpaid leave. ...
  • Sick leave. As the name implies, sick leave occurs when an employee gets ill and needs time to recover. ...
  • Holiday leave. ...
  • Maternity and paternity leave.
27 Aug 2022

How does a proxy contract work? ›

The proxy contract stores the address of the logic contract and delegates all function calls to the logic contract (which holds the business logic) using the delegatecall function. After the call is forwarded to the logic contract, the returned data from the logic contract is retrieved and returned to the user.

What is the best reason for leave? ›

Perhaps you are sick, have other personal reasons, family emergencies or work commitments that require you to leave early. Whatever your reason, convey it honestly to your manager and make sure that you request time off only if it is crucial.

How do I ask for leave for personal reasons? ›

I am writing to you to let you know that I have an important personal matter to attend at my hometown due to which I will not be able to come to the office from {start date} to {end date}. I have discussed and delegated my tasks to {person's name} & have instructed them to call me for any help during my absence.

What are personal reasons for leave? ›

Workers may want time off for personal reasons, eg to:
  • move house.
  • attend a wedding.
  • when someone gets ill or injured.
  • carry out house renovations.
  • attend a religious ceremony/event.
  • deal with a family problem, eg a divorce.
  • attend a doctor's or dentist's appointment.
  • attend the funeral of a friend or non-dependant relative.

What decisions can a healthcare proxy make? ›

Your health care proxy has the legal power — and responsibility — to make medical decisions for you if you're unable to make them for yourself . Your proxy can talk with your doctors, consult your medical records, and make decisions about tests, procedures, and other treatment .

How long is a proxy valid? ›

Proxies may be granted via telephone or electronic mail as well as the standard written form. A proxy is valid for 11 months from the date on which it was signed unless a different period is specifically provided in the proxy form. In no event is a proxy valid for more than three years after execution.

Why is a healthcare proxy important? ›

It is essential to have a Healthcare Proxy in place so that in the event of your medical incapacitation, someone with your authority will be there to ensure that the medical decisions are made according to your wishes.

What are the four types of leave? ›

Let's dive in!
  • 8 different types of office leave in India. Let's take a closer look at different types of leaves offered by Indian companies:
  • Casual Leave. ...
  • Earned/Vacation/Privilege Leave. ...
  • 3 Sick Leave/Medical Leave. ...
  • Maternity Leave. ...
  • Paternity leaves. ...
  • Sabbatical Leave. ...
  • Bereavement leave.
1 Dec 2021

What rights does a proxy have? ›

Key Takeaways. A proxy is an agent legally authorized to act on behalf of another party. The proxy may also allow an investor to vote without being physically present at the annual shareholder's meeting.

Does a proxy protect you? ›

A proxy simply passes your traffic through a mediating server but doesn't necessarily offer any extra protection. Moreover, unlike proxies, VPNs work on the operating system level to secure all your traffic.

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