How does FlowLogic work out the hours on a leave request?
Leave hours come from either a set hours per day or a snapshot of rostered shifts, chosen on the Cost Category - here's why a request shows 0 hours and how to refresh it.
Key Points
FlowLogic works out leave hours in one of two ways, set on the staff member's Cost Category: a set number of hours per day, or a leave snapshot of their rostered shifts.
A snapshot is taken when the request is submitted. It doesn't update by itself if the roster changes later, so someone has to redo the snapshot on the leave request.
A request showing 0 hours under the snapshot method means the staff member had no rostered shifts in those dates when the snapshot was taken.
Snapshots count active hours only. Sleepover (inactive) hours aren't counted.
You can only change the hours yourself on a part-day request, because it's entered in hours. Administrators with access to Cost Categories choose which method each Cost Category uses.
This article is about the hours on a single leave request. For leave balances, see How do leave balances and accrual work?
How does FlowLogic work out the hours?
Each Cost Category uses one of two methods. The method that applies is the one on the Cost Category of the staff member taking leave, not the person submitting the request.
Hours per day
Each day of leave counts as a set number of hours, for example 7.6 hours. This suits staff who work the same hours each day, or who aren't usually rostered, such as office staff.
A request for more than a day counts every day in the date range, including weekends. If a staff member only works weekdays, ask them to submit a request for each working week.
Leave snapshot
FlowLogic takes a snapshot of the staff member's rostered shifts in the leave dates and uses the hours of those shifts. This suits staff whose hours change from week to week.
Only published shifts are counted.
Unpaid breaks on the shift aren't counted.
Active hours are counted. Sleepover (inactive) hours aren't.
If the leave starts or ends part-way through a shift, only the overlapping time counts.
To see which shifts a snapshot used, open the request in Finance and Payroll > Leave Management and click the snapshot hours.
Partial days
A partial day request doesn't use a snapshot. Its hours come from the start and end times on the request.
Why does a leave request show 0 hours?
If the staff member's Cost Category uses snapshots, 0 hours means there were no published shifts for them in the leave dates when the snapshot was taken. Common reasons are:
The roster for those dates hasn't been created or published yet.
The staff member isn't usually rostered, for example a full-time office worker.
Their shifts were moved to someone else before the request was submitted.
To fix it, do one of these:
Roster and publish their shifts for those dates, then redo the snapshot (see below).
If the staff member is never rostered, move them to a Cost Category that uses hours per day.
The roster changed after the request was submitted. How do I update the hours?
The snapshot is a copy of the roster at the time the request was submitted. It doesn't change when shifts are added, moved or removed later. To recalculate the hours from the current roster:
Go to Finance and Payroll > Leave Management and open the leave request.
Click Re-Do on the leave snapshot. Or, when editing the request, set Force New Snapshot on Save to Yes.
Click Save & Close.
Check the new hours before you approve or export the leave.
Can an approver change the hours?
Only on a part-day request. A part-day request is entered in hours, so the hours can be changed. Full-day and multi-day requests are entered in days, and the hours come from the Cost Category's method (hours per day or leave snapshot), so you can't edit them on the request. To change them, update the roster and redo the snapshot, or change the request's dates.
For how to review and approve requests, see How do I manage and approve leave requests?
How do I change the method or the hours per day?
Administrators with access to Cost Categories can change the method, and the number of hours per day, themselves. The settings are at the bottom of the Cost Category's rates.
Go to Finance and Payroll > Cost Categories.
Find the Cost Category, click Action and select Rates.
Scroll to the leave settings at the bottom of the page.
Choose hours per day or leave snapshots, and set the number of hours per day if you're using that method.
Save your changes.
Each Cost Category has its own setting, so check every Cost Category your staff use. For example, if full-time staff should get 7.6 hours a day, set it on each full-time Cost Category. When you export leave, the staff member's Cost Category is shown next to their name. See How do I export leave for payroll?