Leave (Introduction and Key Concepts)

Leave (Introduction and Key Concepts)


‌Introduction and Key Concepts

‌Overview of the Leave Module


The Leave module allows you to quickly and easily calculate and recalculate leave balances. One-time setup is based on unlimited user-defined leave types and leave rules that can easily be modified to cater to changing policies. Recalculation of leave can be done to date or projected to a future date, providing drill- down capability to both a summary and detailed history of employee leave taken and leave balances.

Leave can be processed – entered, approved, updated, posted and deleted – with leave balances automatically updated with each transaction thus offering both flexibility and ease of use to the user.

Exceptions via Employee Overrides are also catered for in the module to process employees whose leave entitlements are different from the general leave setup. These include vacation and non-vacation leave rules and ‘on’ and ‘off’ days.

Employees’ absences and late coming records, both individual and summary, can also be be seamlessly and automatically generated from the Time and Attendance module, providing management with real time data regarding employee punctuality and attendance records. Overtime generated on employee time sheets can also be accrued or paid as Compensatory Time Off.

Via the Leave Workflow feature you can set up the user-defined sequence of steps by which leave is processed in your organization. The workflow can start with the employee's request for leave, be routed to the manager for approval and end at HR for final processing.

The leave module also integrates with the Payroll module of HRplus to allow for the automatic payment of leave in the pay cycles. The leave-payroll link allows you to define the rate (full pay or half pay) at which employees in a particular pay group are paid for specific leave types.

Numerous reports that provide summary and detailed information to management are also available.

‌A Guide to Using the Leave Module


Leave Module Pre-requisutes

  1. Leave Types: Define different leave types (e.g., vacation, sick leave) with specific codes, descriptions, units (days/hours), default amounts, and reset intervals.

  2. Company Leave Policy: Document unique policies for each leave type, including eligibility criteria, accumulation rules, and carryover limits.

  3. Leave Type Unit & Default Amount: Set whether leave is measured in days and determine the default entitlement for each type.

  4. Use Leave Type Default: Decide if the default amount applies when additional rules don't.

  5. Apply To: Specify gender applicability (e.g., paternity leave for men, maternity leave for women).

  6. Years of Service Required: Define probationary periods before eligibility.

  7. Process Employees with Less than Required Service: Set exceptions for early access to leave.

  8. Accumulate Unused Leave & Accumulate Days per Year: Determine if leave accumulates annually and set accumulation limits.

  9. Calculate Return Date: Establish how return dates are calculated, considering weekends and holidays.

  10. Leave Reset Interval: Specify how often leave balances reset (e.g., monthly, yearly).

  11. Additional Settings:

  12. Use Leave Type in Entitlement Calculation: Include/exclude leave types in entitlement calculations.

  13. Automatically Post Leave Entries: Enable/disable automatic posting of leave approvals.

  14. Leave Rules: Configure accrual and entitlement rules for cumulative (e.g., vacation) and non- cumulative (e.g., bereavement) leave types.

  15. Overrides: Allow special configurations for specific employees or scenarios.

  16. Scheduler: Automate tasks like leave calendar generation, entitlement management, and posting leave entries.

  17. Opening Balances & Leave-Payroll Links: Enter initial leave balances during implementation and link leave records with payroll for accurate deductions or payouts.


Roles

Employee

Role: An individual who works for a company and is eligible for various types of leave. They can apply for leave through the HRplus Employee Self-Service (ESS) portal or have an HR representative submit a leave request on their behalf.



HR Leave Administrator

Role: Works in the human resources department and manages employee leave requests. They can enter leave requests for employees, approve or reject leave applications, and generate leave reports. Responsibilities include setting up workflows, defining leave types, and troubleshooting system- related issues.

Direct Supervisor

Role: Oversees an employee's work and approves their leave requests. They receive notifications of leave applications and can approve or reject them using the Manager Self-Service portal.

HR Manager

Role: Oversees the HR department and has the authority to approve leave requests. They receive notifications about leave applications already approved by the direct supervisor and make final decisions on approval or rejection.


Steps

Description

Step 1

Leave Setup:


Leave>>Leave Setup>>Leave Types

Leave>>Leave Setup>>Leave Types>>Link Leave Types to Companies Leave>>Leave Setup>>Vacation and Other Cumulative Leave Rules Leave>>Leave Setup>>Non-Vacation/Non-Cumulative Leave Rules Leave>>Leave Setup>>Leave Not Earned Rules

Leave>>Leave Setup>>Leave-Payroll Links

Leave>>Leave Setup>>Maternity Leave for Salaried Employees Only Leave>>Leave Setup>>Post Leave Type Against Another Leave>>Leave Setup>>Return Date Parameters

Leave>>Leave Setup>>Scheduler

Leave>>Leave Setup>>Calendar Setup>>Create Calendar



Leave Types

  • Multiple Leave Types can be created to accommodate several categories of leave that employees can request.

  • Leave Types adhere to specific rules that may be overridden in different areas of the module.

  • Leave is processed as follows:

    • Leave Types - default values applied first


Steps

Description



  • Leave Rules - where applicable these rules override the default Leave Types.

  • Leave Overrides - Further overrides may apply if available, superseding both Leave Rules and Types.

How to set up a new leave type?

How to set up different Leave types(examples)


Link Leave Type to Company

  • Select Leave Types to link to your company.

How to link a Leave Type to a Company?



Leave Rules

  • Set up Leave Rules for varying types of leave.

How to set up Vacation and Other Cumulative Leave Rules? How to set up Non- Vacation /Non-Cumulative Leave Rules? How To Set Up Leave Not Earned Rules 



Leave - Payroll Linkages

  • Define payment rules for specific rules for specific leave types.

  • Posted Leave Taken transactions automatically generate cycle changes for relevant pay cycles.

How to set up Leave - Payroll Linkages 

How to set up Leave-Payroll Linkages for No Pay Leave for a Salaried Employee?



Maternity Leave for Salaried Employees Only

  • Define the rate at which salaried employees are paid for Maternity leave.

  • The leave transaction generates cycle changes for the relevant pay cycle.

How can I manage Maternity Leave Payments for Salaried Employees?



Post Leave Types Against Another

  • Define rules for leave which exceed the allotted entitlement to be posted against other leave types according to company policy.

How To Post Leave Types Against Another



Return Date Parameters

  • Leave rules may vary by Job, Pay Group, or Shift Status, and can be defined to determine accurate Return Dates for employees on Leave.

How To Set Up Return Date Parameters?

How To Turn Off Automatic Calculation Of Return Dates



Scheduler

  • The Scheduler automates essential Leave Module tasks, ensuring leave data remains up-to-date and calculations are performed regularly.


Steps

Description



  • Three options that can be managed are:

    1. The Leave Calendar

    2. The Automatic Posting of Leave

    3. Managing Leave Entitlements

How do I Set Up the Scheduler?



Calendar

  • The Calendar must be set up and holidays flagged.

  • The Calendar can be created manually or automatically.

  • Review flagging of holiday yearly.

  • Setup is only required once and can be done via the Leave or Payroll modules.

How do I set up the Calendar?

How to remove a Holiday from the Calendar

Step 2

Leave Overrides:


Leave>>Leave Overrides>>Opening Balances

Leave>>Leave Overrides>>Vacation and Other Cumulative Leave Rules Leave>>Leave Overrides>>Non-Vacation/Non-Cumulative Leave Rules



Opening Balances

  • Update opening leave balances for all employees.

  • Opening balances help carry forward cumulative leave (e.g., vacation) and future leave calculations.

  • One opening balance record per leave type is permitted for each employee.

  • Opening balances, must be entered for a specific date, followed by a required recalculation of leave balances.

How to use the Opening Balances?

How To Upload Opening Balances Using HR Plus Templates How To Delete Opening Balances



Leave Overrides

  • Administrators can use Leave Overrides to create exceptions to the standard leave rules for specific employees or groups. This is useful for handling unique situations not covered by the general rules.

  • The Scheduler first checks for Override records related to these rules, if found these will be used for calculations.

  • Otherwise, standard rules apply for calculations.

How To Set Up Leave Overrides For Vacation And Other Cumulative Rules

How To Set Up Leave Overrides for Non-Vacation/Non Cumulative Rules

How to set up Leave Overrides for Employees On and Off days


Steps

Description

Step 3

Leave Transactions:


Leave>>Leave Transactions>>Recalculate Leave Balances Leave>>Leave Transactions>>View Leave Entitlements Leave>>Leave Transactions>>View Projected Leave Entitlements Leave>>Leave Transactions>>Leave Taken

Leave>>Leave Transactions>>Pay in Lieu Of Leave Taken



Recalculate Leave Balances

  • Leave is recalculated nightly for the current year, and previous year balances are unaffected.

  • To affect prior year's balances, recalculate employee leave without specifying a leave to date.

  • To project leave for a specific date, enter that date in the recalculation screen to view the results on the projected leave entitlement screen specific to the user.

How To Recalculate Leave Balances?



Leave Entitlements

  • View employee's leave entitlements.

How To View Leave Entitlements?

How To View Projected Leave Entitlement 



Leave Taken

  • Record Leave Taken by employees and request leave for future dates.

  • HR representatives can enter leave request on behalf of employees.

How To Use Leave Taken?

How to use Leave Taken - Maternity (example) How to use Leave Taken - No pay (Example) How To Edit Or Delete Leave Taken

How to use Leave Taken - Time Off ( Example) How To Enter A Pay In Lieu of Leave Taken 



Projected Leave Entitlements

Analyze projected leave balances based on accrual rates and future dates.

How To View Projected Leave Entitlement 

Step 4

Punctuality:


Leave>>Punctuality>>Late Records - Detailed Leave>>Punctuality>>Late Records - Summary



Late Record

  • Track employees' tardiness and corrective measures taken.

How To Create A Late Record - Detailed How To Create A Late Record - Summary 


Steps

Description

Step 5

Leave Workflow:


System Configurations>>Workflow>>Company-Workflow Links System Configurations>>Workflow>>Workflow Definitions System Configurations>>Workflow>>Workflow Roles Personnel>>Personnel>>Employees>>Contact Info

My Benefits>>My Leave>>Entitlements

My Benefits>>My Leave>>Pending Requests

My Benefits>>My Leave>>Rejected or Voided Requests My Benefits>>My Leave>>Leave Taken Home>>Notifications



Leave Workflow

  • Setup user-defined steps to process leave.

How To Set Up A Leave Workflow


Workflow Definitions

  • Setup general workflow parameters.

How To Set Up Workflow Definitions 



Workflow Roles

  • Identify appropriate person(s) to send Leave Request to for approval.

How To Set Up Workflow Roles



Notifications

  • Setup contact info for all employees to receive notifications.

How To Set Up Notifications in Leave



Self Service Leave Request

  • The Self-Service portal enables employees and managers to actively participate in the leave management process.

  • Employee Self Service: Employees can submit new leave requests, track the status of their leave requests (pending, approved, rejected), view their leave balances and history.

  • The following can be accessed via the Self Service:

    • Entitlements

    • Pending

    • Requested or Voided

    • Leave Taken

How To Apply for Self Service Leave Request - Entitlements How To Check Employee Self Service Leave Request - Pending Request?

How To Check Self Service Leave Request - Rejected or Voided? How To Check Leave Taken in the Self Service


Steps

Description



Managers Self Service - Approve/ Reject Leave Requests

  • Manager Self Service: Managers can approve or reject leave requests from their team members, view their team's leave calendar to anticipate potential staffing issues.

How to use Managers Self-Service to approve/reject leave requests from staff?

Step 6

Leave Reports:


Leave>>Reports>>Leave Reports



Leave Reports

  • Generate various leave reports.

How to generate Leave Reports?



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