Company-Wide Leave Settings
The leave system will allow you to add custom leave types and also edit default leave types. You will be able to customise the leave cycle length, and cycle start date, as well as whether the leave type should be displayed on the payslip.
Editing entitlement policies will also be possible as the system will let you set the number of days that employees are entitled to, as well as whether all the leave will be available upfront; it will even allow you to set entitlement based on employees’ length of employment, i.e. if they qualify for a leave type, or additional entitlement, only after being employed for a certain amount of time.
The system leave types are set up in order to comply with the relevant labour laws. To view the various leave types in your company, go to Settings > Leave. You will then be able to view and edit the leave by clicking View next to the leave type.
Editing Leave Details¶
To edit the details of a particular leave type, follow the steps above, and click Edit Details to make changes to that particular type of leave.
- The Name of the leave type can be changed, if desired; however, it is not recommended. This name refers to the leave type only, e.g. annual leave, or study leave – and not the entitlement policy. For example, do not name it “Annual 20 days”, as this will complicate your leave management.
- The Cycle length can be changed, if desired. We generally do not recommend making changes to the Cycle length unless it will put your employees in a better situation than with the default cycle length.
- Select the Cycle start date. If “Custom” is selected, then the Custom date also needs to be entered.
- By default, all new and existing leave types will have “Everyone” selected next to Visible for. If you would like to hide this leave type from those who do not have a recent, current or future entitlement, click the dropdown, and select “Employees with a recent, current or future entitlement.”
- Tick the Unpaid leave box in order to classify the leave as such.
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Tick the Show on payslips box to display the particular leave type and its corresponding balance on payslips.
Leave display
By default, the leave balances on payslips are displayed in days. However, you have the option to change the display to hours instead of days. You can read more here:
- You can also tick the Show leave expiry to employees (if applicable) box to display the date when employees’ leave will expire. This will show leave that expires within the six months following the payslip date.
Show leave expiry on payslips
There are two scenarios in which expiring leave will show on payslips:
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You have ticked the Allow leave to be carried forward to next cycle? box within the applicable entitlement policy. The expiry date will be based on the number of months you entered in the Leave carried forward expires after _ months field. More information is available above.
Additionally, if you have set a limit on the number of leave days that can be carried forward to the next cycle, you might see two different leave expiry dates:
- The date on which the carried forward leave will expire.
- The date (end of current leave cycle) when the leave days that exceed the carried forward limit will expire.
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You haven’t ticked the Allow leave to be carried forward to next cycle? box, and leave cannot be carried forward to the next cycle. Therefore, unused leave will expire at the end of the current leave cycle, which is also the expiry date for that leave type.
- Tick the Set minimum balance rule box if you would like to prevent employees going into a negative balance or put a limit on this.
- You’ll then be able to set a Minimum balance. For example, if employees may not go into negative, the minimum would be 0.
- You have the option to allow certain users to override the rule and approve leave anyway. You can do this by selecting the relevant user types from the Allow rule override dropdown.
* If this is set to “Not Allowed”, and an employee tries to make a request taking them below the limit, they will be shown an error message and prevented from submitting the request. * If the override is allowed, the employee will see a warning message but be able to continue with the request. The allowed user can then approve the request if appropriate. * Tick the Hide balances in self-service? box if you would like to prevent leave balances from being viewable in self-service for this leave type. Employees will still be able to submit leave requests.
Set minimum balance rule error message
If you have the Set minimum balance rule set up, the balance will still show in the error message if the leave request exceeds the balance set. The balance will also continue to show on the payslips until that is disabled separately as discussed in the Show on Payslips section above.
- When you are satisfied with the way that the leave type is set up, remember to click Save.
Company-Wide Entitlement Policies¶
The following process should be followed to edit the entitlement policies of a leave type:
- After clicking View next to a leave type, click Create Entitlement Policy.
- Tick the Use custom name? box if required, and then enter the Custom name. If a custom name is not used, the system will use the number of leave days as the name.
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Set up the way in which employees’ leave entitlement will be determined:
- Default entitlement _ days: Enter the number of days to which the employees are entitled per cycle.
- Entitlement only available after _ months: If the entitlement will become available only after a certain period of the employee working for the company, you can set that by entering the number of months in this field. Please note that the number of months entered here must be less than the cycle length for this leave type.
- Use upfront accrual?: Tick this box if employees receive all their leave days at the beginning of the leave cycle. If employees earn leave as they work, leave this unchecked.
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Next, you can tick the Allow leave to be carried forward to next cycle? box if you want that option to be available to employees. If you tick the box, you will have the option to complete the field Leave carried forward expires after _ months. This will make any leave that is carried forward to the new cycle expire if it is not taken within the number of months entered.
Additionally, you will have the option to select the Limit type. This will limit the number of leave days that can be carried forward to the next cycle. The following options are available:
- No Limit: The total number of unused leave days will be carried forward from one leave cycle to the next.
- Percentage of balance: The maximum number of leave days that can be carried forward to the next leave cycle will be calculated as the specified % of the employee’s leave balance.
- Percentage of entitlement: The maximum number of leave days that can be carried forward to the next leave cycle will be calculated as the specified % of the employee’s leave entitlement.
- Fixed number of days: The maximum number of leave days that can be carried forward to the next cycle will be a specified number of days.
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Finalise the changes to the entitlement policy by clicking Save.
Once you have created company-wide entitlement policies, you can activate them for specific employees. More information can be found in the following section:
Cycle-Specific Rules (Advanced)¶
You can configure these for cases where an employee’s entitlement is determined by their current leave cycle (i.e. they do not necessarily get the default entered above). For example, in a situation where the company default is 15 days, but employees are only entitled to 10 days for their first two cycles, you would create a rule with the following values:
| First cycle | Last cycle | Entitlement |
|---|---|---|
| 1 | 2 | 10 |
Custom Leave Types¶
For more information on how to create custom leave types, please refer to:
Active Entitlement Policies (company defaults)¶
Once you have created all the required entitlement policies, you will need to set the effective dates of these policies to ensure that they are active for the relevant employees for the appropriate periods. More information about how to set active entitlement policies can be found in the following article: