In QuickBooks Online, admin users can set up and give permission to other user(s) to create, request or manage leave request for employees in the Employees tab.
To Add a User:
1. Navigate to Employees tab.
2. Click Payroll Settings.
3. Under BUSINESS MANAGEMENT heading, select Manage Users.
4. Hit the green "Add" button at the upper-right hand side.
5. Enter the Email Address and the Full Name of the user.
6. Select the access level for that user by clicking on either ‘Full Access’ or ‘Restricted Access’.
Note: Full access gives the user administrator access to ALL areas and functions of payroll, including the ability to authorise STP pay event lodgements. Restricted access is commonly given to managers. Here you can select what specific areas you want the user to access and restrict by employee group and/or location.
7. Once you have selected either Full access or Restricted access, hit Save.
Note: When selecting Full Access, the new user will receive two separate emails with login details and instructions on creating a password and logging into payroll. While the Restricted Access, there will be further settings will appear for you to complete. There are 4 different sub-settings you can provide a restricted user with. You can choose to activate one or all 4 of the different types of access. The sub-settings are:
• Employee access: choose an employee or group of employees the user can access.
• Location: choose a location(s) the user can access.
• Reporting: provide the user with access to one, some or all reports.
• Payroll: provide the user with authorisation to approve STP pay events by clicking on "STP Pay Event Approver" (as shown below).
The user will not receive an email once you have updated their access settings.
After setting up the users, leave requests can be managed by following these steps:
Managing Leave Request
Users with the right access can approve leave requests on behalf of employees in the employee management area. Please be guided on the steps provided below:
1. Navigate to Employees tab.
2. Click on Manage Employees
3. Then, select on Manage Requests and it will take you to the leave management screen
4. You can filter the Leave Request
Approve Leave Requests
Users with the right access can approve a leave request, by following these steps:
1. Filter your leave requests to display the leave request that you want to approve
2. Click on the "Green Tick" button to approve the selected leave request
Declining Leave Requests
Users with the right access can decline a leave request, by following these steps:
1. Filter your leave requests to display the leave request that you want to decline
2. Click on the "Red Cross" button to decline the selected leave request
3. Enter a reason that you have declined the leave request and click "Decline"
Editing Leave Requests
Users with the right access can edit a leave request by following these steps:
1.Filter your leave requests to display what you want to edit
2.Click on the "Blue Pencil" button on the leave request you want to edit
3.You will now see the edit leave request dialog and make necessary changes. When you've completed your changes, click "Submit Request".
Note: You can only edit a leave request before it has been applied or part applied in a pay run. If the leave request was approved prior to editing it will change back to a pending status and you will need to re-approve
Cancelling Leave Requests
Users with the right access can cancel a leave request by following these steps:
1. Filter your leave requests to display what you want to delete
2. Click on the "Red Bin" icon to cancel the request
3. Confirm that you want to cancel the leave request
Note: you can only delete a leave request if it has not been applied or part applied to any pay runs
Managing Approved Leave Requests
Users with the right access can edit approved leave requests by following these steps:
1. Filter the Leave Status to show Approved Leave Requests
2. Set the date range that you want to view and click Apply
3. Edit or Decline any leave requests as needed
Note: Requests that have already been included in pay runs are not able to be edited from this screen
