As an admin, you can set up different leave types for your company. The steps are as follows:
1. Create a new leave type OR add a leave type from gallery
2. Edit the leave type
3. Assign to employees
Creating a new leave type
Click on "Create" under New Leave Type to create a custom leave type.
Proceed to edit the leave type.
Adding a leave type from gallery
Click on "Add" under From Gallery to choose from a pre-existing list of leave types.
Select any of the pre-populated leave types.
Click on the "Clone" button at the bottom of the leave type to use the template.
Editing the newly created leave type
In the 'Add Leave Type' window, there are various fields for you to fill in or edit.
Name: The name of the leave type is a mandatory field
Description: A short description of the leave type
Certificate Required: The leave type will require a document to be uploaded if checked
Is Compensatory Leave?: The leave type will be considered compensatory leave if checked
Is Unpaid Leave?: The leave type will be used in the auto-calculation of unpaid leave in payroll if checked
Allow Negative Balance?: The leave type will allow employees to apply for leave beyond their balance if checked.
Choose how the entitlement for this leave type will work.
i. Fixed balance: A specific fixed number of days will be available to the employee
ii. Tenure-based addition: The number of days available to the employee will depend on how long they have been with the company.
To set up the rules for tenure based addition, set the starting balance for the leave type, then click the Add new rule button to customise the increment in leave balance every cycle.
There are three options for calculating the basis of the employee's tenure.
Leave period start date: Starting date of the leave period, usually 1 Jan. Differs from 'Calendar Year' as leave is only added after 1st work anniversary, not at the start of each calendar year regardless of whether the work anniversary has passed.
Note: the leave period year that an employee joins the company in would be considered the 0th year. Therefore their entitlement would increase only in the 2nd leave period year
Anniversary start date: A full year after the employee's join date
Calendar Year: Leave entitlement is added on 1 Jan each year
Illustrative example of tenure-based addition calculations:
Assuming an employee joined the company on 1 April 2020 and they move to the next tier of leave entitlement after they have completed 4 years (1 April 2024):
Balance added is based on leave period start date
Assuming leave period of 1 Jan - 31 Dec
Balance will be added on 1 Jan 2025 (i.e. next leave period start date)
Balance added is based on anniversary date
Balance will be added on 1 April 2024
Balance added is based on calendar year
Balance will be added on 1 Jan 2024 (same year)
iii. Unlimited balance: There is no limit to the leave balance for the leave type.
Choose to count the leave days taken based on working days or calendar days. This is important as it will differ per leave type (e.g. maternity leave should count the leave days by calendar days, not working days)
Count half-day working day as a full day of leave?: when this is checked, leave taken on half working days will be counted as a full day of leave
Choose what happens to any unused leave days
Forfeit: Unused leave will not be available to the employee after the leave period
Encash: Unused leave can be encashed by the employee (coming soon)
Carry forward: Unused leave can be carried over to the next leave period according to the settings. You can set a time period within which the carry forward leave must be used, and the carry forward leave balance limit can be set either in days or a percentage of their balance
Restrict new joinees from applying leave?
Choose whether new joinees should be restricted from applying for leave
No restriction: There will be no restriction, employees can apply for leave as soon as they join
During probation period: Allows employees to apply for leave even while on probation (The probation period must be set in their Career Progression by setting a date for their confirmation)
For first X months: Allows employees to apply for leave after a set number of months from their joining date
Choose whether the leave entitlement needs to be prorated based on the employee's joining date
Incomplete month of service: Will take into account completed months of service and count any additional incomplete months as another month when prorating
Completed month of service (recommended by MOM): Will only take into account completed months of service based on the employee's joining date and use those months to prorate
Calendar days: Will prorate by the number of calendar days the employee has been in service
Choose how the leave balance should accrue to employees
Available Upfront: The entitlement will be given in full as soon as the employee joins the company
Accrued beginning of every Month: The total number of days of entitlement will be divided equally for each month and given to the employee on a monthly basis at the beginning of each month
Accrued end of every Month: The total number of days of entitlement will be divided equally for each month and given to the employee on a monthly basis at the end of each month (i.e. on the 1st of the next month)
Accrued beginning of every Quarter: The total number of days of entitlement will be divided equally for every quarter and given to the employee on a quarterly basis at the beginning of each quarter
Accrued end of every Quarter: The total number of days of entitlement will be divided equally for every quarter and given to the employee on a quarterly basis at the end of each quarter
Choose how the leave entitlement should be rounded
Round-Up/Nearest whole number: If the available balance is 1.5, it will be rounded up to 2
Round-Up/Nearest half: If the available balance is 1.25, it will be rounded up to 1.5
Round Down/Nearest whole number: If the available balance is 1.5, it will be rounded down to 1
Round Down/Nearest half: If the available balance is 1.75, it will be rounded down to 1.5
Advance Leave Application
For leave types that requires the employee to apply in advance, check the box and add in the number of working days required in advance (e.g. 3 days in advance).
When applying for leave, the calendar will auto-calculate the advance days and allow or disallow the application with a prompt.
Additionally, there is an option for employees to accept a customized Terms & Conditions if required. Upon enabling the option, there will be a text box for the Terms & Conditions to be set.
Add to Leave Periods
Choose the leave period(s) that the leave type should be made available in
Be sure to click on the Save button when you are done.
You can now proceed to assign these leave types to your employees.