Request Leave And Track My Balance
Booking time off in Veona is a self-service job you do yourself, on your own screen. You can see exactly how many days you have accrued (earned), how many you have already taken, and how many are pending a decision; you submit a request in a few clicks; and Veona routes it to whoever needs to approve it and shows you the outcome. You never email anyone or fill in a paper form.
Two words are worth knowing up front. ESS stands for employee self-service — the “My HR” floor that every staff member can reach with no special HR permission, scoped so you only ever see your own records. And an accruing leave type is one where you build up an allowance over time (for example annual leave that tops up through the year); a non-accruing type (such as unpaid leave or compassionate leave) has no running balance to spend against.
Who / when: Any Staff with an employee record, whenever you want to book time off — a holiday, a medical appointment, anything your facility offers as a leave type. You handle the whole thing yourself; the approval lands with your manager or HR automatically.
We will follow Ngozi, a lab scientist who wants five days of annual leave next month.
Check your balance and submit a request
Section titled “Check your balance and submit a request”- Any Staff — open Human Resources → My HR → My Leave. The “Balances” panel lists every leave type you hold for the current period, with four numbers per type: “Accrued” (what you have earned), “Taken” (what you have already used), “Pending” (units held for requests not yet decided) and “Available” (accrued minus taken minus pending — what you can actually book right now).
- Any Staff — read your annual-leave row. Ngozi sees 12 accrued, 2 taken, 0 pending, so 10 available. That is comfortably more than the 5 she wants, so she is clear to request.
- Any Staff — press “Request Leave” at the top right. A short “Request Leave” dialog opens.
- Any Staff — in “Leave Type”, start typing to search and pick your type (Ngozi picks “Annual Leave”). This is a searchable picker, not a free-text box, so you can only choose a real, active leave type your facility offers.
- Any Staff — set the “Start Date” and “End Date” for your time off, and add an optional “Reason” if you like. Press “Submit”.
- Any Staff — Veona confirms “Leave request submitted for approval.” Your request now appears in the “Requests” panel below, stamped “Pending”, with a reference number, the dates, and the number of working units it counts for.
What the statuses mean
Section titled “What the statuses mean”Every request in your “Requests” panel carries a status pill so you always know where it stands:
- Pending — submitted and waiting for a decision; the units are held against your balance.
- Approved — granted; the held units have moved from pending into “Taken”.
- Rejected — declined; the held units have been released back to you.
- Cancelled — the request was withdrawn before it completed; the held units were released.
Refresh the screen whenever you like to see the latest — the panel always shows your full history, newest first.
Other ways this goes
Section titled “Other ways this goes”When the leave is approved
Section titled “When the leave is approved”- Your approver makes their decision in their own approvals inbox (see Human Resources → My HR → My Approvals for the approver’s side).
- Any Staff — back on Human Resources → My HR → My Leave, your request flips to “Approved”. On your balance, those days move out of “Pending” and into “Taken”, and “Available” settles at its new, lower figure. Veona also sends you a content-free notification that the decision was made.
If the leave is rejected
Section titled “If the leave is rejected”- Your approver declines the request.
- Any Staff — your request shows “Rejected”, and — this is the important part — the units that were held as “Pending” are released straight back to your “Available” balance. A rejection never costs you any allowance. You are free to submit a fresh request for different dates.
Blocked: you do not have enough balance
Section titled “Blocked: you do not have enough balance”- Any Staff — if you request more of a paid, accruing type than you have available, Veona refuses at the point of submission with a clear message — for example “Insufficient balance: 3 day(s) available, 5 requested.”
- Any Staff — nothing is submitted and nothing is held. Reduce the date range to fit your balance, pick a different leave type, or speak to your manager about your options, then try again.
Unpaid or non-accruing leave — no balance check
Section titled “Unpaid or non-accruing leave — no balance check”- Any Staff — some leave types do not draw down an allowance at all (unpaid leave, or types your facility has set as non-accruing). For these, the availability check is skipped entirely — you can request them even with a zero balance.
- Any Staff — the request still routes through approval and still records its units, so your manager sees and decides it exactly the same way; there is simply no allowance being spent.
A request that gets cancelled
Section titled “A request that gets cancelled”- Any Staff — if a still-pending request is withdrawn before it is decided (for example your plans change and HR or your approver cancels it on your behalf), it shows as “Cancelled” in your history.
- Any Staff — the units that were held as “Pending” are released back to your “Available” balance, just as with a rejection. If you need a pending request pulled, ask your approver or HR — withdrawing it is handled from the approval side, not from this screen.
Reading your request history
Section titled “Reading your request history”- Any Staff — the “Requests” panel is your complete leave record. Every request you have ever made is listed with its reference, type, dates, units and a status pill, newest first, so you can see at a glance what was approved, what was declined, and what is still pending.
What happens next
Section titled “What happens next”Once a request is approved, the days are booked and reflected in your balance, and your manager and HR have the visibility they need for rostering and cover. There is nothing else for you to do — no form to file, no email to send. The whole exchange, from your request to the final decision, is recorded and auditable, and the figures on your “Balances” panel are always the live truth of what you have left.