What Is the Leave Request Process?
The leave request process refers to the standard method by which employees formally apply for time off work and receive approval from their employer. This includes annual leave, sick leave, parental leave, unpaid leave, and other entitlements under the Fair Work Act 2009 or a relevant award, enterprise agreement, or employment contract.
A clear and consistent leave request process helps businesses remain compliant with employment law, ensures fairness, and prevents disruption to operations caused by unplanned absences or scheduling conflicts.
Fair Work – Requesting Leave
Why Is a Formal Leave Request Process Important?
Without a standardised leave request process:
- Employers may accidentally breach employee entitlements
- Employees might not know how to correctly apply for time off
- Leave records could be incomplete or incorrect, leading to payroll errors
- Managers may face staffing gaps due to poor planning
A formal process ensures that leave is properly documented, fair, and aligned with business operations. It also helps employers maintain accurate records for audit, reporting, and payroll compliance.
Common Steps in a Leave Request Process
The exact process may vary between organisations, but it generally includes the following steps:
- Employee submits a leave request
This may be done via paper forms, email, or a digital employee self-service (ESS) platform. - Supervisor or manager reviews the request
This includes checking leave balances, roster impacts, and operational needs. - Approval or decline decision
The decision is usually communicated in writing or through the software used. - Payroll and rosters are updated
Approved leave is logged in the system, and upcoming rosters are adjusted accordingly. - Leave records are stored
For auditing purposes and compliance with Fair Work requirements, all records must be retained.
Types of Leave Employees May Request
- Annual leave – Paid time off for rest and personal time.
- Personal/carer’s leave – Paid leave for illness or caring responsibilities.
- Parental leave – For birth or adoption of a child (paid or unpaid).
- Compassionate or bereavement leave – For the loss or critical illness of a loved one.
- Family and domestic violence leave – Up to 10 days of paid leave per year.
- Unpaid leave – For personal matters not covered under other entitlements.
- Long service leave – For employees with extended tenure.
Employers must be aware of which types of leave require approval and which are entitlements that cannot be unreasonably refused.
Best Practices for Leave Request Workflows
- Use a digital system
Implement a software platform where employees can easily submit leave and managers can approve or decline with full visibility. - Define timeframes
Set policies around how far in advance certain types of leave should be requested. - Establish escalation paths
If a manager is unavailable, have a clear backup for approvals to avoid delays. - Communicate clearly
Ensure employees are aware of how to submit requests, what documentation is required (e.g. medical certificates), and how approval decisions are made. - Link to rosters and payroll
Integrated tools can automatically apply approved leave to rosters and update payroll to reflect entitlements, reducing manual work.
How Microkeeper Supports the Leave Request Process
Microkeeper offers a fully integrated leave request and management system that streamlines every step of the process:
✅ Online leave applications via Employee Console
✅ Manager approvals with real-time alerts
✅ Live visibility of leave balances
✅ Automatic updates to rosters and payroll
✅ Mobile and desktop compatibility
✅ Award-based accruals and leave loading
By digitising the process, Microkeeper helps businesses save time, improve compliance, and ensure staff are treated fairly.
Legal Considerations for Employers
- Record-keeping: Employers must keep accurate leave records for at least 7 years, according to Fair Work requirements.
- Right to request: Employees can request annual leave and other types, but employers can refuse on reasonable business grounds (except for some types like personal leave).
- Notice and documentation: Employers can require employees to give notice and provide evidence (e.g. for sick leave), as long as it’s reasonable.
For a detailed explanation of entitlements, refer to the National Employment Standards (NES).
FAQs About Leave Requests
Can an employer deny a leave request?
Yes, if the refusal is based on valid business reasons. However, employers cannot deny leave types that are protected entitlements without appropriate legal grounds.
Do casual workers need to request leave?
Casual workers generally do not accrue paid leave but can request unpaid time off or be eligible for certain leave types like domestic violence leave.
What happens if leave is taken without approval?
This may be treated as unauthorised absence and could result in disciplinary action, depending on company policy.
Final Thoughts
A clear, consistent leave request process is essential for smooth workforce operations and strong employer-employee relationships. Using digital tools like Microkeeper not only saves time and paperwork but also ensures full compliance with Australian workplace laws.
Disclaimer: This glossary entry is provided for general information only and does not constitute legal advice. Please consult the Fair Work Ombudsman or a legal expert for specific guidance regarding leave entitlements or employment law.
