Approve leave as a Payroll Admin

If you have Payroll Admin access, you must approve all leave requests included in each pay run before processing the pay. That way, employees are paid correctly and their leave balances are accounted for.

How it works

  • Xero automatically includes approved leave applications in the next pay run after the start date of the employees leave request. For example, approved requests for 30 July and 7 August are included in the next pay run ending 9 August. But an approved request for 13 August will not be included.
  • The leave balance shown in the employee's Leave tab reduces each time you approve a leave request. Balances exclude draft requests and any unprocessed leave.
  • Your employees only see leave balances on their payslips for completed leave that has been included in a pay run (and if you have selected the checkbox to show balances in their payslip).

Approve a single leave request

  1. In the Payroll menu, select Overview.
  2. Under Leave to Approve, click the employee’s name to open their requests.
  3. Click the request you want to approve.
  4. If the employee has more than one request, click the one you want again.
  5. Review the hours to ensure they are correct for the number of days a week the employee works.
  6. If required, edit the request details.
  7. Click Approve.

Approve multiple leave requests

  1. In the Payroll menu, select Leave.
  2. Under Leave to Approve, select the checkboxes of all requests you want to approve.
  3. Click the employee's name to review their requests.
  4. Review the hours to ensure they are correct for the number of days a week the employee works.
  5. If required, edit the request details
  6. Click Approve.

After you approve the leave requests, you can process the pay run and pay your employees.