Leave Management

📍 Where can I find this module?
Main Menu > Human Resources > Employee Extranet

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Introduction #

This guide will help you use the Kafinea extranet portal to manage your time off. From your personal account, you can:

• Check your vacation balance in real time
• Submit requests for time off
• Track the status of your requests

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1. Check your vacation balance #

Go to the "My Leave Balances" widget #

1. Log in to your extranet
2. On the dashboard (home page), the "My Leave Balances" widget automatically displays your leave entitlements.
3. A quick-action button is available at the bottom of the widget:
   • Manage my absences: takes you to the complete list of your absence requests.

Understanding the displayed information #

How is the "Available" balance calculated? #

Disponible = Acquis - Réservé

Example:

You have 25 days accrued and 5 days already set aside for future vacation
→ You still have 20 days available to take

The sabbatical year #

Good to know: Each type of leave may have its own annual period.

Common examples:

• Paid leave (CP): From June 1 to May 31 of the following year
• RTT: January 1 through December 31 (calendar year)

This means that your paid leave for the current period covers, for example, the period from June 1, 2025, to May 31, 2026, while your RTT days cover the calendar year 2026.

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2. Submit a Leave Request #

Step 1: Create your request #

1. Access the Leave Requests module from the main menu
2. Click "New Request"
3. Fill in the general information:
   • First day of absence: The start date of your absence
   • Last day of absence: The end date of your absence
   • Time unit: Choose between Days or Hours depending on the type of absence

Important:The duration unit is required. Until this field is filled in, the request cannot be calculated or submitted.

Absences in days: managing half-days #

If your absence is counted in days, you can specify:

Examples:

• Away from Monday to Friday, leaving in the morning and returning the next day → 5 full days
• Absent on Monday, leaving in the afternoon, returning the next day → 0.5 days (afternoon only)
• Absent from Monday to Tuesday, leaving in the morning and returning in the afternoon → 1.5 days

Absences in hours #

For certain types of absences (medical appointments, short absences, etc.), you can enter a duration in hours:

• Select " Hours " as the unit of time
• Please specify the number of hours in the details of your request

Important: Absences measured in hours must be for a single day. For absences spanning multiple days, use the "Days" unit.

Change the unit while entering data #

If you change the unit when there are already lines present:

• A confirmation message will appear indicating that the lines will be deleted.
• If you confirm, the lines will be reset and the unit will be changed.
• If you cancel, the unit remains unchanged and your lines are retained.

Step 2: Add details about your absence #

A leave request can include several different types of leave. For example, you can combine annual leave and RTT days in a single request if your annual leave balance is insufficient.

For each detail line:

1. Click "Add an absence type"
2. Select the type of leave you want (vacation, time off in lieu, etc.)
3. Fill in the row according to the unit:
   • In Days: Enter the first day and last day of the range (the quantity is calculated automatically)
   • In hours: enter the number of hours

Example of a combined request:

You want to take 10 days of vacation, but you only have 7 days of paid time off left.
You can submit a request using:

• Line 1: CP – beginning-of-period segment
• Line 2: RTT – end-of-period segment

The system automatically calculates the deducted amount for each line based on the dates and the calculation method for the absence type.

Important: The total of the lines must equal the total duration of your absence.

Auto-fill and automatic checks (new) #

When entering a request in days, the extranet helps you avoid mistakes:

• The summary displays the period counters (calendar days, business days, working days, holidays, weekends) and the Departure/Return information.
• Meters Holidays and Weekend are displayed even when they are at 0.
• In Days mode, the quantity for each row is calculated automatically based on the dates in the row.
• Each row displays a summary of the calculation: period, calculation method (working days / business days / calendar days), calendar days, working days, business days, holidays, weekends, and days counted.
• In Days mode, the lines must be ordered, with no overlaps or gaps.
• In Hours mode, all rows must be for the same date, and the total cannot exceed 24 hours.
• The system blocks the entry if the lines do not exactly cover the requested period.
• A clear message is displayed if the period is inconsistent or cannot be calculated.

Step 3: Submit and wait for approval #

Once your request has been created:

• Its status is "Pending approval"
• It will be reviewed by your manager or the HR department
• You will be notified of the decision

Step 4: Track your requests #

Your requests may have the following statuses:

Good to know: Only requests awaiting approval can be edited or deleted. Once a request has been processed (approved or rejected), the Edit and Delete buttons disappear, and a message appears indicating that the request can no longer be edited.

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3. Impact on Your Balance #

When your application is approved #

As soon as your request changes to "Accepted":

• The selected dates or times are immediately reserved
• Your "Available" balance will decrease accordingly
• Your "Accrued" balance remains unchanged

Example:

Before: 25 days earned, 0 reserved → 25 available

You request 5 days of paid leave, which are approved:

• Accrued: 25 days (unchanged)
• Reserved: 5 days
• Available: 20 days

Request involving multiple types of absences #

If your request includes multiple types of leave, each type is processed separately:

Example:

Request approved: 7 days of paid leave + 3 days of time off in lieu

• CP balance: -7 days reserved
• RTT balance: -3 days reserved

When your request is canceled #

If an accepted request is canceled:

• The reserved days or hours are released
• Your "Available" balance is increasing again

When you take your vacation #

Once your leave period has ended:

• The days change from "Reserved" to "Used"
• Your "Accrued" balance is decreasing
• This process is automatic

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4. Special Cases #

Request spanning two years of leave #

If your leave request spans two different leave periods (for example, a request for annual leave from May 25 to June 5), the system automatically handles the split:

• Part of it will be counted toward the current leave year
• The rest of the following year

Your balances will be updated accordingly for each period.

Types of Absences That Do Not Deduct Leave Entitlements #

Certain types of absences do not affect your leave balances:

• Sick leave
• Maternity/Paternity Leave
• Family events

These absences are tracked in the system but do not count against your leave balance.

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5. Frequently Asked Questions #

I don't see the "My Vacation Balance" widget #

The widget appears only if:

• The absence management module is enabled for your profile
• You have at least one type of absence that uses up leave

If you believe you should have access to this, please contact your HR department.

Can I combine multiple types of leave in a single request? #

Yes! An absence request can include multiple lines of detail with different types of absence. This is useful, for example, if you don't have enough paid leave and want to supplement it with RTT days.

Can I edit a request that has already been processed? #

No. Once a request has been approved or denied, it can no longer be modified or deleted via the extranet. The system clearly states this:

• The Edit and Delete buttons are no longer displayed
• A banner with a lock icon indicates that the request has already been processed

If you need to correct a request that has already been processed:

1. Contact your manager or the HR department to cancel the existing request
2. Create a new request with the correct information

What is the difference between "Days" and "Hours"? #

• Days: For absences of one day or more (regular paid leave, RTT). You may use half-days.
• Hours: For short absences (doctor's appointments, etc.). The duration is calculated in hours and must occur on a single day.

Why is the number of days counted different from the number of calendar days? #

The calculation of days of absence depends on the configuration of the absence type:

• Some types count only business days (Monday through Friday): weekends are not included
• Others count business days (Monday through Saturday)
• Still others count every calendar day

In addition, public holidays may be excluded from the calculation depending on your company's settings.

Example: If you schedule work from Friday to Monday using "Business Days" mode, only 2 days will be counted (Friday and Monday), as weekends are excluded.

When are my rights updated? #

• Acquisition: According to your company's policies (usually on a monthly basis)
• Reservation: As soon as your request is approved
• Usage: Automatically after the end date of your absence

Why is my "Available" balance different from my "Earned" balance? #

The "Available" balance includes your vacation days that have already been approved but not yet taken. If you have requests approved for future dates, those days are "reserved" and are no longer available for other requests.

How many days do I have left? #

Look at the "Available" column in the balance widget. This shows the number of days or hours you still have left for the current period.

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6. Glossary #

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Need help? #

If you have any questions about your leave entitlements or how the system works, please contact your Human Resources department.

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Related references 🔗 #

• Leave requests
• Types of absence
• The employee portal