From version 3.14, a new permission called Withdraw Paid Leave Application was introduced.
This permission determines whether a user can withdraw a leave application that has been included in a pay run, draft, or published.
The permission was introduced to prevent leave that has already been paid from being withdrawn without appropriate consideration by either a manager or the HR/payroll team.
Turning Permission On/Off
Permissions are managed under User Roles.
The Withdraw Paid Leave Application permission is located in the Timesheets & Leave section of the permission matrix.
How the Permission Works
When this permission is turned off for a user role, users with that role will no longer be able to withdraw a leave application that has been included in a pay run. This applies to both draft and published pay runs.
If the permission is turned on, users will retain the ability to withdraw leave applications even if they have already been processed in a pay run.
Note: The ability to withdraw a leave application always requires the user to have the permission to “Submit Leave” turned on.
Leave Application Status | Withdraw Paid Leave Application ON | Withdraw Paid Leave Application OFF |
Pending | Can withdraw | Can withdraw |
Partially Approved | Can withdraw | Can withdraw |
Approved and not yet calculated in a pay run | Can withdraw | Can withdraw |
Approved and in a draft pay run | Can withdraw | Cannot withdraw |
Approved and in a published pay run | Can withdraw | Cannot withdraw |
Default Setup on Introduction
Upon introduction, the status of the Withdraw Paid Leave Application permission will match the current status of the Submit Leave permission within each user role.
Example
If Submit Leave is turned on at the Self and Line Manager level, then Withdraw Paid Leave Application will be turned on at these levels.
If you prefer to restrict this action, you can simply turn off the Withdraw Paid Leave Application permission for the relevant level(s) in a user role.