Leave (Setup)
Leave Setup
Benefits>>Leave>>Leave Setup>>Leave Types
How to set up a new leave type?
A Leave Type refers to the different types of leave allocated to an employee, for which they can apply for days or time off against a particular leave type when making a Leave Request. Some leave types are mandatory by law and others are given to an employee by the company they are employed with as part of their benefits package.
Any number of Leave Types based on a company's requirements can be created on HRplus.
Note:
Leave Types contain some rules that can be overridden in other areas of the module(Vacation and Other Cumulative Leave Rules ,Non-Vacation/Non-Cumulative Leave Rules, Leave Overrides). During processing, if no overriding rule is found then the values set up in Leave Types are used. The following is the order by which the system processes leave:
Leave Types – the system applies these default values first.
Leave Rules (Vacation and Other Cumulative and Non-Vacation/Non-Cumulative) – if the system finds rules, it applies them, overriding the default values in Leave Types if necessary.
Leave Overrides – further, if the system finds override options, it applies these, further overriding both the leave rules and the default values.
Select New Leave Type
Leave Type Code & Description (user-defined): Enter the unique code (maximum of 5
alphanumeric characters) you wish to use to identify the Leave Type e.g. VAC, BER, CAS etc.
N.B. The application has a default Leave Code, XY123 which is used within the Time & Attendance module when the reason for a person’s absence is not defined. This cannot be deleted.
Company Leave Policy: For record-keeping purposes, enter the company's policy in respect of the leave type.
For example, Vacation Rules can be as follows:
1 - 3 years of service = entitlement of 10 days
4 - 6 years of service = entitlement of 15 days
7 - 10 years of service = entitlement of 21 days
Leave Type Unit: Select either Days or Hours. Most leave types are defined in days as the unit of measurement of the employee's entitlement.
Enter New Leave Type Details
It should be noted that HRplus allows for an employee to be absent for a few hours within a day e.g. if the employee needs to take 3 hours off for a doctor’s/bank appointment, they can request this as "time off".
Default Amount: Enter the default value in the unit (days or hours) selected above. E.g. o, 4, 10, etc. The employee will get this amount as their entitlement, once they fall into the rules defined for the leave type. E.g. 14 days for sick leave.
Additionally, if should be noted that if there are additional rules configured for the Leave Type ( Cumulative or Non-Cumulative Leave Rules) and the employee does not fall into any of those rules, then this default amount entered here will show as their entitlement.
E.g. If defining the Leave Type called Vacation, and there are additional rules configured so that persons with varying years of service to the company are entitled to different days, set the Default Amount as 0. This will ensure that if employees have a zero entitlement unless they conform to the Cumulative rules defined for the Vacation Leave Type, which would give them their correct entitlement.
Use Leave Type Default: Select Yes or No to indicate to the system if the default amount should be used to generate the entitlement amount for the specific leave type (for employees not specified in the Leave Rules options):
Yes – employees, who have not been defined in Leave Rules, will get the default amount for the leave type.
No – employees, who have not been defined in Leave Rules, will not get the default amount for the leave type i.e. no leave entitlements will be generated for these employees.
Apply To: Select from the drop-down list: All, Men, Women - to indicate to which group the leave type is applicable. The system will assign leave types to those employees who belong to the selected group i.e. men or women or all depending on what sex (M – Male; F- Female) is flagged in the employee profile. This is used for leave types such as Maternity and Paternity.
Please note that you must define the code to be used for each sex in the System Configurations menu (System Configurations>>Company Parameters>>System Constants>>Organisation Defaults).
Years of Service Required: If applicable, enter here the amount of years of service required to be eligible for the Leave Type. An employee will only be entitled to this leave type if he fulfills the number of years of service specified here. E.g. If an employee must work with the company for three months before being entitled to Casual Leave, as the field is calculated in years you may enter 0.25 years of service.
Process Employees with Less than Years of Service Required: Select Yes or No. This is an exception to the Years of Service Required for the entitlement of the leave type. If ‘Yes’ is flagged, then the employee will be able to request the Leave Type regardless of the years of service required.
If this is flagged as ‘No’, then HR will not be able to enter any Leave Transactions for the particular Leave Type for any employee who has not yet reached the period stipulated in their service to the company (the employee’s entitlement to the Leave simply will not show up). Neither will the employee be able to request that particular leave type.
Leave Types - Leave Accumulation
Accumulate Unused Leave: If you wish to set the Leave Type so that any unused Leave rolls over from one year to the next, as can be the case with Vacation Leave, flag Yes. If flagged as yes, this means that the leave type is both Cumulative ( rolls over) and Earned ( the entitlement is based on the number of days worked by the employee in a given anniversary or calendar year).
If flagged as No, then the leave type is considered as Non-Cumulative and additionally the leave is not earned but given to the employee, normally at the start of the calendar year.
Limit Accumulation Per Year To: Enter the yearly accumulation amount for the leave type e.g. 0, 10, 90 etc. This value will be based on company policy which stipulates that only a portion of the Leave entitlement can be rolled over to the following year.
Limit Total Accumulation To: Enter the total amount of leave an employee is allowed to accumulate e.g. 0, 10, 90 etc. On the leave roll-over date, although the amount of leave the employee has accumulated plus the amount to be allocated may be greater than this value, the system will allocate the value stipulated in this field to the employee.
Leave Types - Return Date Calculation
Calculate Return Date Using/Calculate Return Date Using (Non-Salaried): The application can be set to calculate an employee’s Return (from Leave) date according to various Parameters as follows:
Calendar days includes weekends and public holidays. This means that weekends and public holidays ARE INCLUDED in the calculation of both the leave period and the return date and the employee CAN be scheduled to return to work on a weekend and public holiday. E.g. Maternity Leave is calculated using calendar days i.e. public holidays and weekends are used in the calculation.
N.B. The return date can be edited if they employee should only return to work on week day.
This means that Holidays and weekends ARE SKIPPED in the calculation of both the leave period and the return date. Therefore holidays and weekends ARE NOT INCLUDED when calculating the leave period and the employee CANNOT be scheduled to return to work on a holiday or weekend.
This means that ONLY Holidays ARE SKIPPED in the calculation of both the leave period and the return date. Therefore holidays ARE NOT INCLUDED when calculating the leave period, but weekends are. However, an employee CANNOT be scheduled to return to work on a holiday, but they CAN return to work on a weekend.
This means that ONLY Weekends ARE SKIPPED in the calculation of both the leave period and the return date. Therefore weekends ARE NOT INCLUDED when calculating the leave
period, but holidays are. However, an employee CANNOT be scheduled to return to work on a weekend, but they CAN return to work on a holiday.
Skip Holidays in Leave Period Only
This means that ONLY holidays ARE SKIPPED when calculating the leave period BUT THEY ARE NOT SKIPPED when calculating the return date. Therefore holidays ARE NOT INCLUDED when calculating the leave period, but weekends are. However, an employee CAN be scheduled to return to work on a holiday and weekend. E.g. This is used for employees who normally work on Holidays except for when on Leave.
Skip Holidays and Weekends in Leave Period Only
This means that holidays and weekends ARE SKIPPED when calculating the leave period BUT THEY ARE NOT SKIPPED when calculating the return date. Therefore holidays and weekends ARE NOT INCLUDED when calculating the leave period. However, an employee CAN be scheduled to return to work on a holiday and weekend. E.g. This is used for employees who normally work on Holidays and Weekends except for when on Leave.
Skip Sundays and Public Holidays
This means that ONLY Sundays and Public Holidays ARE SKIPPED in the calculation of both the leave period and the return date. Therefore Sundays and Public Holidays ARE NOT INCLUDED when calculating the leave period, but Saturdays are. However, an employee CANNOT be scheduled to return to work on a Sunday or Public holiday, but they CAN return to work on a Saturday.
Use Calendar Days Return on Nearest Working Day
This means that weekends and public holidays ARE INCLUDED in the calculation of the leave period. When calculating the return date however, the application looks at the employee's shift schedule in the Time and Attendance module to determine which are the on days (i.e. Days an employee is Scheduled on a shift are flagged as ON days) and off days (i.e. Days that an employee is NOT scheduled on a shift are flagged as OFF days) and will schedule the employee to return on the nearest working day/ON day.
Use Calendar - Skip Holidays and Return on Nearest Working Day
This means that Public Holidays ARE NOT INCLUDED in the calculation of the leave period, but weekends are. When calculating the return date however, the application looks at the employee's shift schedule in the Time and Attendance module to determine which are the on days (i.e. Days an employee is Scheduled on a shift are flagged as ON days) and off days (i.e. Days that an employee is NOT scheduled on a shift are flagged as OFF days) and will schedule the employee to return on the nearest working day/ON day.
N.B. An override can be entered for the return date for a specific:
Pay Group,
Job
Shift Workers
Non-Shift Workers
Leave Reset Interval: The application can be set to calculate Leave Earned (via the Scheduler function) at various intervals as follows:
Daily: Leave balances will be calculated and displayed daily. In the View Leave Entitlements option, leave entitlements will be displayed showing the daily calculations (i.e. the daily portion/ fraction of leave accrued to employees will be displayed e.g. 10.47 days).
Annually: Leave balances will be calculated and displayed annually. In the View Leave Entitlements option, leave entitlements will be displayed showing the annual calculations (i.e. the annual leave accrued to employees will be displayed e.g. 10 days)
Calendar Month: Leave balances will be calculated and displayed monthly. In the View Leave Entitlements option, leave entitlements will be displayed showing the monthly calculations Example: Reset Leave On = Anniversary Date Leave Reset Interval = Calendar Month Employee’s Anniversary = September 7, then leave will be reset for the employee at the end of the months of September, October, November and so on.
Anniversary Month: Leave will be calculated and displayed in the employee’s anniversary month (the month in which the employee started). In the View Leave Entitlements option, leave entitlements will be displayed showing the anniversary month calculations: Example: Reset Leave On = Anniversary Date Leave Reset Interval = Calendar Month Employee’s Anniversary = September 7, then leave will be reset for the employee on September 7, October 7, November 7 and so on.
N.B. Although the system calculates leave balances daily, the Leave Reset Interval option allows you to determine the time (daily, calendar month, annually etc.) the leave balances are displayed. It is used in conjunction with the Reset Leave On field and determines the time the leave balances are displayed. These balances can be viewed via the View Leave Entitlements and View Projected Leave Entitlements options. Select the one that is applicable to the Leave Type. Please note that all options of Leave Reset Interval are valid for either selection of Reset Leave On: Anniversary and Set Date.
Reset Leave On: The option selected here defines the leave year. Select either:
Anniversary Date: leave will be reset on the employee’s anniversary and entitlements will be given on the anniversary date of the employee. There is no need to select a Day or Month to reset the employee's entitlement.
Set Date: If this option is selected, enter the Day to Reset Entitlements (1, 5, 19, etc.) and the Month to Reset Entitlements (1, 2, …12). On this set date, every year, all employees will get entitlements.
E.g. If day to reset = 1 and month to reset = 1, the leave will be reset on January 1st of each calendar year.
Leave Types - Other Settings
Use Leave Type in Entitlement Calculation: If flagged 'Yes', then the particular leave type will be included when the leave entitlements are generated for the employee. Also the employees will be able to see this leave type when making a leave request. If 'No' is flagged, then the leave type will not be included as an entitlement for the employee.
Automatically Post Leave Entries: Select Yes to indicate whether you wish the leave entries of the selected type to be posted automatically by the system (on or after the return date) or No if you wish to post each individual leave entry manually. This feature may be turned on and off by the user.
A default task is included in the Scheduler (Leave Setup>>Scheduler) How To Set Up the Scheduler to facilitate this automation and must be activated if the feature is to work.
In HRplus, while you can certainly enter Leave Transaction records once a request is received, it is strongly recommended that the Transactions are not Posted until the employee has returned to work.
Posting a Leave Transaction allows for the Leave Type to be converted from ‘Booked’ to ‘Taken’ and also allows for the correct recalculation of the employee’s Leave Entitlement. By not posting an employee’s Leave Transaction until after the employee has returned to work you are able to change the data should the employee be called out from Leave or extend his/her Leave. Once a record is posted, however, you will not be able to make any changes to it. If a modification to a posted record is required, you can either:
Delete the erroneous record and enter a new one OR
Add a second leave taken record to reflect any additional days that the employee may have taken.
Earned at Rollover: This is how it works:
When Yes is checked, employees will ONLY have rolled over leave available to be requested.
When No (default) is checked, employees will have both rolled over leave AND leave earned in the current leave year showing as available to request.
All Leave Request screens are affected.
Hide Zero Entitlements: If flagged as Yes, then if the employee's entitlement for a leave type is zero, then then this leave type will not be visible by either the employee or HR as part of the employee's leave entitlements. Therefore, no leave can be entered for the employees against this leave type.
If flagged as No, then leave types with an entitlement of zero will be visible as one of the leave types that the employee is entitled to.
Restrict Overbooking: If flagged as Yes, then the employee is unable to book leave in excess of the amount entered under Available Leave. If flagged as No, then the employee can request leave in excess of what is available to them.
Benefits>>Leave>>Leave Setup>>Leave Types
How to set up different Leave types(examples)
Vacation Leave Example
• Here is an example of a Vacation Leave Type record where the employee's Vacation leave resets on their Anniversary date and the reset interval is daily. This means that every day, the employees will see their incremental leave earned.
Note that the Years of Service required is also set at 1, however persons with less that one year of service are also allowed to apply for leave.
System Configurations>>Feature Management>>Return Date Calculation by Pay Type
How to Calculate Return Date By Pay Type
Return Date Calculation by Pay Type
This feature allows different leave return date calculation methods to be set for salaried and non- salaried employees for any given leave type. The field, Calculate Return Date Using (Non-Salaried), specifies how to calculate Return Dates for salaried vs non-salaried employees.
If, however, an employee is changing from salaried to non-salaried, or vice-versa, then the Return Date Parameters (Benefits>>Leave>>Leave Setup>>Return Date Parameters) should be used to define the return date calculation method for the specific employee and any other employee exceptions.
Step 1: Enable Return Date Calculation by Pay Type
Personnel>>Personnel>>Employees>>[Search for Employee]>>Payroll Related
Step 2: Verify whether an Employee is Salaried or Non-Salaried
Benefits>>Leave>>Leave Setup>>Leave Types>>Leave Types
Step 3: Setup Leave Type
Set up the leave type (or edit an existing leave type). Define the return date parameters by completing the following fields:
Calculate Return Date Using (Salaried employees).
Calculate Return Date Using (Non-Salaried).
The system will check to determine:
If the employee is salaried or non-salaried via Personnel>>Employees>>[Search for Employee]>>Payroll Related.
The values in the above-named fields to accurately calculate the return date for the specific leave type.
System Configurations>>Feature Management>>Include Unapproved Leave Count
How to Prevent Employees from Overbooking Leave
Include Unapproved Leave Count
This feature prevents employees from applying for leave if their leave balance would be exceeded. The system will include the employee's unapproved leave days in its calculation for available leave balances.
Example
Employee David has 10 days available leave balance and applies for 7. The leave request
is unapproved and the employee applies for an additional 6 days, exceeding his leave balance. This feature will prevent the employee from applying for leave in excess of his/her available leave balance.
Include Unapproved Leave Count
Step 1: Enable Include Unapproved Leave Count
System Configurations>>Feature Management>>Benefits Module Restrict Leave
Step 2: Enable Benefits Module Restrict Leave
Benefits>>Leave>>Leave Setup>>Leave Types>>Leave Types
Step 3: Set up Leave Types
HOME>>My Benefits>>My Leave>>Request Leave
Step 4: Employee Requesting Leave
An error message, advising that the employee cannot request leave exceeding the number of days
he/she has available, will be displayed.
Leave>>Leave Setup>>Leave Types>>Link Leave Types to Companies
How to Link a Leave Type to a Company
Enter a New Record to Link a Leave Type to a Company
Enter Company and Leave Type Details
• Select the Company Name from the drop down list.
Select the Leave Type that you wish to link to the company.
Click on the diskette icon to save.
Repeat to link additional leave types.
Repeat all steps for multiple companies.
Leave>> Leave Setup>> Vacation and Other Cumulative Leave Rules
How to set up Vacation and Other Cumulative Leave Rules?
Accumulated annual leave means leave carried over or brought forward from previous year(s) as untaken leave. “Accrued annual leave” means leave accrued or earned in relation to service in the current year of service.
On HRplus, Cumulative leave is both accumulated and accrued.
Cumulative leave types are defined in: Leave Setup>> Leave Types as Accumulate Unused Leave = Yes ,
e.g. Vacation
Entitlements for vacation/cumulative leave are based on user-defined criteria as defined in Leave Types (Leave Setup>>Leave Types). These criteria include specifying the number of years service required, the default leave amount, the leave reset interval, the leave accumulation per year etc.
In Vacation/Cumulative Rules, user-defined Vacation/Cumulative Rules may be set up for different classes of employees e.g. those employees of a particular status, or in a specific pay group, or who hold a particular job.
For employees who do not fall in either of the classes specified here or in Leave Overrides, the default amount in Leave Types is used once the Use Leave Type Default flag is defined as Yes.
Vacation Leave Rules can be linked to any of one (1) and a maximum of two (2) parameters as follows:
Employee Status
Job
Pay Group
Staff Type
Salary Grade
Salary Category
Salary Range
Select New Vacation/Cumulative Leave Rule
Enter Vacation/Cumulative Leave Rules
Enter Vacation/Cumulative Leave Entitlement Details
Leave Type Code/ Description: From the drop-box, select the Leave Type for which you are setting up Rules.
Years of Service Required – Start: Enter the minimum number of Years of Service that an employee should have attained before s/he becomes eligible for the Vacation Leave Entitlement (a decimal can be used if the service required is less than a year e.g. 0.25).
Years of Service Required – End: Enter the maximum number of years to complete the range of service required for the particular vacation entitlement e.g. 1 to 3 years, 4 to 6 years etc.
Leave Entitlement: Enter the amount of days the employee is entitled to with the range previously specified e.g. 10, 15, 20 etc.
Accumulate Leave Entitlement to a Maximum of (x) Days Per Year: Enter the allowed amount of unused vacation days that can be carried over to the next year in the field.
Accumulate Leave Entitlement to a Maximum of (x) Total Days: Enter the total amount of days that can be accumulated by an employee. If on the rollover date, the amount of leave the employee has ‘saved up’ plus the employee’s current entitlement is greater than the Total Accumulation Days, then only the Total Accumulation Days are given to the employee.
Leave Entitlement: Enter the amount e.g. 10, 15, 20 etc.
Define Leave Rules Criteria
Define Leave Rules Criteria
Vacation and Other Cumulative Leave Rules can be linked to defined for various classes of employees as outlined below and a maximum of 2 parameters.
Employee Status - select from the list. Select this option only the Employee Status parameter, is to be used to define the vacation leave rule.
Is Employee Status linked to another options? – check this box if, only the Employee Status parameter, is to be used together with another parameter to define the vacation leave rule. Note, if a rule is to be linked to another parameters, then one of those parameters MUST be Employee Status.
Job to which rule is linked - if the rule is linked to a job, select the Job from the drop-down list.
Pay Group to which rule is linked - select the Pay Group.
Staff Type to which rule is linked - select the Staff Type.
Salary Grade to which rule is linked - select the salary grade from the drop-down list.
Salary Category to which rule is linked - select the salary category from the drop-down list. You can either link the rule to a Salary Grade OR Salary Category NOT both.
Salary Range to which rule is linked - select the start and end dates.
Accepted combinations of of vacation/cumulative leave parameters are as defined below:
Employee Status
Job Only
Job And Employee Status
Pay Group Only Rule
Pay Group And Employee Status
Staff Type
Staff Type and Salary Grade
Salary Range
Salary Range And Employee Status
Salary Grade
Salary Grade And Employee Status
Salary Category
Salary Category And Employee Status
Effective Date: The date that the respective Leave Rule came into effect. Note, the application keeps two records: the effective date you have entered as well as the “Last Updated” entry
Benefits>>Leave>>Leave Setup>>Non-Vacation/ Non-Cumulative Leave Rules
How to set up Non- Vacation /Non-Cumulative Leave Rules?
Non-Cumulative Leave
Non-accumulating leave may not be carried forward to a future period. This type of leave is made available/given to eligible employees and is not earned/accrued.
Non- Cumulative leave types are defined in: Leave Setup>> Leave Types as Accumulate Unused Leave
= No , e.g. Casual, Bereavement.
Entitlements for non-vacation/non-cumulative leave are based on user-defined criteria as defined in Leave Types (Leave Setup>>Leave Types). These criteria include specifying the number of years service required, the default leave amount, the leave reset interval, the leave accumulation per year etc.
In Non-Vacation/Non-Cumulative Rules, user-defined Vacation/Cumulative Rules may be set up for different classes of employees e.g. those employees of a particular status, or in a specific pay group, or who hold a particular job.
For employees who do not fall in either of the classes specified here or in Leave Overrides, the default amount in Leave Types is used once the Use Leave Type Default flag is defined as Yes.
Vacation Leave Rules can be linked to any of one (1) and a maximum of two (2) parameters as follows:
Employee Status
Job
Pay Group
Staff Type
Salary Grade
Salary Category
Salary Range
Select New Non-Vacation/Non-Cumulative Leave Rule
Enter Non-Vacation/Non-Cumulative Leave Rules
Leave Type Code/ Description: From the drop-box, select the Leave Type for which you are
setting up Rules.
Years of Service Required
Start: Enter the minimum number of Years of Service that an employee should have attained before s/he becomes eligible for the Non-Vacation Leave Entitlement (a decimal can be used if the service required is less than a year e.g. 0.25).
End: Enter the maximum number of years to complete the range of service required for the particular non-vacation entitlement e.g. 1 to 3 years, 4 to 6 years etc.
Leave Entitlement: Enter the amount of days to which the employee is entitled e.g. 10, 15, 20 etc.
Enter Non-Vacation/Non-Cumulative Leave Entitlement Details
Define Leave Rules Criteria
Define Leave Rules Criteria
Vacation and Other Cumulative Leave Rules can be linked to defined for various classes of employees as outlined below and a maximum of 2 parameters.
Employee Status - select from the list. Select this option only the Employee Status parameter, is to be used to define the vacation leave rule.
Is Employee Status linked to another options? – check this box if, only the Employee Status parameter, is to be used together with another parameter to define the vacation leave rule. Note, if a rule is to be linked to another parameters, then one of those parameters MUST be Employee Status.
Job to which rule is linked - if the rule is linked to a job, select the Job from the drop-down list.
Pay Group to which rule is linked - select the Pay Group.
Staff Type to which rule is linked - select the Staff Type.
Salary Grade to which rule is linked - select the salary grade from the drop-down list.
Salary Category to which rule is linked - select the salary category from the drop-down list. You can either link the rule to a Salary Grade OR Salary Category NOT both.
Salary Range to which rule is linked - select the start and end dates.
Accepted combinations of vacation/cumulative leave parameters are as defined below:
Employee Status
Job Only
Job And Employee Status
Pay Group Only Rule
Pay Group And Employee Status
Staff Type
Staff Type and Salary Grade
Salary Range
Salary Range And Employee Status
Salary Grade
Salary Grade And Employee Status
Salary Category
Salary Category And Employee Status
Effective Date: The date that the respective Leave Rule came into effect. Note, the application keeps two records: the effective date you have entered as well as the “Last Updated” entry
Leave>>Leave Setup>>Leave Not Earned Rules
How To Set Up Leave Not Earned Rules
This feature allows the user to specify the leave types that will disallow the earning of leave entitlements for a particular leave type when the former leave types are taken.
This rule is based on leave types and therefore applies to all employees.
When calculating and assigning leave entitlements, the system considers:
The period for which the employee is on leave. If the leave type being taken is a leave type for which leave of a specified leave type should not be earned, then leave entitlements are ‘zeroed out’ out by the system for the period in which the employee is on leave e.g. if an employee is on ‘no-pay-leave’ from 1st to 31st January and should not be earning ‘vacation’ leave for that period, then the system, when doing its daily processing of leave entitlements, will assign a value of ‘0’ for ‘vacation leave’ for each day the employee is on no-pay leave.
Click the New Leave Not Earned Rule link.
Complete the fields on the screen:
Do not earn leave for Leave Type - select the leave type that will not be earned.
While on leave for Leave Type - select the leave type for which the above leave type will not be earned.
Save your input and repeat the process to enter additional records.
Enter New Leave Not Earned Rule
Please note, once this is setup, this rule will be enacted for ALL companies linked to the Leave
Types.
Leave>>Leave Setup>>Leave-Payroll Links
How to set up Leave - Payroll Linkages
The Leave-Payroll Links allows you to define the payment rules (full pay, first, second and third factor) at which employees in a pay group are paid for specific leave types.
A leave taken transaction must then be entered for the employee. The employee’s Pay Rate (Payroll>>Employees>>Pay Profile) is then used to calculate the amount and cycle changes will be automatically generated in the relevant pay cycle, when the employee’s leave record is posted.
How it works:
Set up an earning for the leave for which you wish to pay via Payroll >>Maintenance>>Payroll Setup>>Earnings. ( The user must have access to the Payroll Module to setup earning codes.) Click on the link to access the guide How to create an Earning Type?
Using the code defined for the earning, set up an HR Payroll link via Personnel >> Transactions >> Transactions-Payroll Linkages.
Define the Payment Rules for the leave type.
Enter and post leave taken records for relevant employees.
To effect the payment rule, perform a recalculation to the present date (Leave Transactions>>Recalculate Leave Balances). The Recalculate Until date field should be blank.
Go to Cycle Changes, find the relevant pay cycle and view the relevant cycle changes.
Process the cycle changes as you normally would.
To undo the Payment Rule:
Delete the payment rule.
Please DO NOT use this screen for Maternity Leave for Salaried Employees. To see how we manage
those employee maternity leave payments, please use the article below:
Perform a recalculation. (Leave Transactions>>Recalculate Leave Balances). The Recalculate Until date field should be blank.
Enter New Leave-Payroll Link
Company Code/Name: Select the name of the company using the drop-box.
Pay Group/Pay Group Name: Select the Pay Group to which the linkage is to be applied.
Leave Code/Description: Select the Leave Type Code (that you would have previously built) for which you are setting up the Payroll Link.
Payroll Code/Description: Select the Payroll Code for which you are setting up the Leave Link.
Link Description: Give the Link you are building a name.
Apply Link to Full Time/Part-Time: You can choose if this Link is applicable to All employees within the Pay Group, Full Time only employees or Part Time only employees.
Apply Link to Salaried/ Non-Salaried: You can choose if this Link is applicable to All employees within the Pay Group, only Salaried employees or only Non-Salaried employees.
Enter Leave-Payroll Link Detail
Payment Rules
Payment Rules
Units: Indicate whether the Leave Type for which the Link is being built is one that is based on hours or days
Number of Hours in a Day: Indicate how many hours make up your Company’s standard work day for the chosen Pay Group e.g. 8, 7.5, 10 etc. (Note, the default value is 8).
Limit Full Pay To: Indicate how many days of Full Pay the employee will be entitled to when on this Type of Leave. This is especially useful in instances where employees take more Vacation Leave than what they are entitled to. You can manipulate the application to not pay the overage or to pay the overage at a reduced amount.
In this example, we have set the application to Limit Full Pay To 15 days.
Apply 1st Factor of: Indicate the Pay Factor that you wish the application to calculate the employee’s Pay in the event that his/her Leave Taken goes over the amount of days stipulated at Full Pay. Note, the Factors are calculated up to 4 decimal places.
Then apply 2nd Factor of: Indicate the next Pay Factor level (as per your company’s Leave Policy) that you wish the application to calculate the employee’s Pay in the event that his/her Leave Taken goes over the amount of days stipulated at the 1st Factor Level.
Then apply 3rd Factor of: : Indicate the next Pay Factor level (as per your company’s Leave Policy, if applicable) that you wish the application to calculate the employee’s Pay in the event that his/her Leave Taken goes over the amount of days stipulated at the 2nd Factor Level.
Pay as Lump Sum: You can choose if the Payment is to be given as a Lump Sum or if it will be made each cycle (if the employee’s Leave straddles multiple Cycles).
Status: For the calculations to take effect the Status of the Linkages built must be set to Active.
Leave>>Leave Setup>>Leave-Payroll Links
How to set up Leave-Payroll Linkages for No Pay Leave for a Salaried Employee?
No Pay Leave
Unpaid leave refers to time off from work during which an employee retains their job but does not receive a salary. In some instances, an employee on no pay leave does not accrue vacation or annual leave during that period of absence.
To setup the No Pay leave:
Create the leave type named No Pay Leave.
Setup the Leave Payroll Link for No Pay Leave.
Step 1: Create No Pay Leave Type
Step 2: Create the No Pay Leave Earning Code
Note that the Earn Factor on the No Pay Leave earning code is set to 1. This works together with the factor set in the Leave Payroll link which in our example below is set to -1 which gives a net
factor of -1 to be used in the calculation of days to be paid to the employee.
In this case the days are not paid, but they are in fact deducted from the employee's salary.
Company Code/Name: Select the name of the company using the drop-box.
Pay Group/Pay Group Name: Select the Pay Group to which the linkage is to be applied.
Leave Code/Description: Select the Leave Type Code (that you would have previously built) for which you are setting up the Payroll Link.
Payroll Code/Description: Select the Payroll Code for which you are setting up the Leave Link.
Link Description: Give the Link you are building a name.
Step 3: Setup the Leave Payroll Link for No Pay Leave for Salaried Employees
Apply Link to Full Time/Part-Time: You can choose if this Link is applicable to All employees within the Pay Group, Full Time only employees or Part Time only employees.
Apply Link to Salaried/ Non-Salaried: You can choose if this Link is applicable to All employees within the Pay Group, only Salaried employees or only Non-Salaried employees.
Units: Indicate whether the Leave Type for which the Link is being built is one that is based on hours or days
Number of Hours in a Day: Indicate how many hours make up your Company’s standard work day for the chosen Pay Group e.g. 8, 7.5, 10 etc. (Note, the default value is 8).
Limit Full Pay To: Indicate how many days of Full Pay the employee will be entitled to when on this No Pay Leave. Note that in this example, we Limit Full Pay to 0 days as no leave is paid. The number of days you should enter here should be based on your company's leave policy.
Apply 1st Factor of: Indicate the Pay Factor that you wish the application to calculate the employee’s Pay in the event that his/her Leave Taken goes over the amount of days stipulated at Full Pay. Note, that in this example that the factor is -1 and the number of days is 365. This means that for each day up to 365 days that an employee is on No Pay Leave, the number of days pay will be deducted from their salary.
Pay as Lump Sum: You can choose if the Payment is to be given as a Lump Sum or if it will be made each cycle (if the employee’s Leave straddles multiple Cycles).
Status: For the calculations to take effect the Status of the Linkages built must be set to Active.
Leave>>Leave Setup>>Maternity Leave for Salaried Employees Only
How can I manage Maternity Leave Payments for Salaried Employees?
Maternity Leave for Salaried Employees
This feature allows you to define the rate at which salaried employees on Maternity leave are paid, within a particular pay group and company. The employee's pay rate is used to calculate the specific amount that is paid to employee when they are on maternity leave. Cycle changes will generate in the relevant pay cycle when the leave transaction is entered for the employee.
Assumptions:
The Maternity Leave Type is created.
Maternity Leave has been recalculated and all relevant employees have their maternity entitlement.
How does it work?
Ensure the employee is flagged as a NON-SHIFT Worker in their Employee Profile. Navigation:
Personnel>>Personnel>>Employees
Ensure you do not have a Maternity Leave Payroll link already entered in the Leave-Payroll Link screen. If you do have a Maternity Leave record there, please DELETE it.
Setup TWO (2) Payroll Earning codes for Maternity. Click on the link for the guide on How to create a Payroll Earning Code?
Maternity Leave Pay - this code reflects the amount the employee receives while on Maternity Leave.
Maternity Salary Adjustment - this code reflects by how much the employee's REGULAR salary will be adjusted to accommodate the Maternity Leave Payment.
If you do have a Maternity Leave record in the Leave-Payroll Link screen, please DELETE it.
Using the codes defined for the Maternity earning, set up a Maternity Leave for Salaried Employees ONLY link
Maternity Leave Payroll Process ( Repeat for each cycle that the employee is on Maternity Leave)
Go to Cycle Changes and click on Import HR Data. Two cycle changes will be generated for the employee.
Run the Payroll.
Review the Maternity payment for Each Cycle that the employee is on Maternity Leave as explained in the examples below.
Step 1: Flag Employee as Non-Shift on their Employee Profile
Step 2: Ensure there is No Maternity Leave Payroll link already entered in the Leave-Payroll Link screen
Step 3: Create Two Maternity Earning Codes and Link to the Company
Company and Pay Group Details
Company Code: Select the the company for which the link applies.
Pay Group: Select the pay group for which the link applies.
Link Details
Leave Code: Select the leave code representing maternity leave which has to be paid.
Step 4: Set up the Maternity Leave Payroll Link
Earn Code: Select the payroll earning code under which the maternity leave pay will be made.
Regular Adjusted Earning Code: Select the the payroll earning code under which the REG pay adjustment will be made.
N.B. This code cannot be the same as the Earn Code (in (4)) and cannot be the same as the REG code. (detailed in Prerequisite Step 3).
Note that the payment rules for the payment of maternity leave is different for each country. The example shown above is based on the laws of Trinidad and Tobago as at January 2022.
Limit Full Pay To … Days: Enter the number of days to which Full Pay will be applied. In the example above, the employee will be paid at a factor of 1 ( Full pay) for the first 30 days of their Maternity Leave.
Apply First Factor of…To…Days: Enter the factor to be applied to the next grouping of days as per the law of the country to which the company belongs. In the example above, the next 68 days of Maternity Leave is to be paid at a factor of 0.5.
Apply 2nd Factor of … To …Days: Enter the factor to be applied to the next grouping of days as per the law of the country to which the company belongs. In the example above, the factor is zero (0) and the days to be applied is zero (0). This is because in Trinidad and Tobago, Maternity is limited to 98 days and there are two payment bands, full pay and half pay. Therefore, no additional configuration is required, hence the zero values.
Apply 3rd Factor of … To …Days: Enter the factor to be applied to the next grouping of days as per the law of the country to which the company belongs. In the example above, the factor is zero (0) and the days to be applied is zero (0). This is because in Trinidad and Tobago, Maternity is limited to 98 days and there are two payment bands, full pay and half pay. Therefore, no additional configuration is required, hence the zero values.
Prorate Using: Select if pro-ration takes place via calendar days or week days for the pay group used. In the case of Maternity, Calendar days must be selected.
Status: ACTIVE…Inactive: Flag as Active for the rule to take effect when a Maternity Leave transaction is entered.
Click on the diskette to save the record.
Step 5: Enter the Maternity Leave Transaction for the Employee via the Leave Module OR Employee Self Service module
In the example above the employee is going on Maternity leave for 98 calendar days from the 10th
September, 2018 and is expected to return on the 17th December, 2018.
Maternity Pay for Cycles 9 through 12
Search for the relevant cycle - in this example it is cycle 9 of the monthly Pay Group since the
employee's maternity leave began in September (9th month of the year).
View Imported Cycle Changes
Step 6: Go to Cycle Changes and click on Import HR Data for the respective cycle
APPROVE AND RUN THE PAYROLL FOR CYCLE 9
(Cycle 9)
Calculations for Cycle 9
Maternity Leave Start Date:
10th September, 2018 (Cycle 9)
Number of Maternity Leave Days:
98 Calendar Days
Pay Group:
Monthly
Monthly Salary:
$4500.00
Maternity Leave Policy:
days is paid at half pay
First 30 days is paid at full pay and the remaining 68
Maternity Leave Dates =
10th September 2018 - 17th December 2018
Days being processed this cycle
21 days ( September 10th = 30th)
Number of Days into Maternity Leave
September 10th is the first day of Maternity Leave.
Therefore the 21 days in September are to be paid at Full pay as per the maternity rules.
#1 = Basic Salary- This is the pay rate for the employee.
Number of Days to be paid Basic Salary = 9 Days of Basic Salary (1st Sep - 9th Sep as the employee's Maternity leave did not start until 10th Sep.)
Amount paid outside of Maternity at Basic Pay rate = 9/30 * $4500.00 = $1350.00
#2= Maternity Adjusted - This is the amount that the regular pay will be adjusted by to accommodate the maternity pay.
Amount that Basic Pay is to be adjusted by to accommodate Maternity Pay and ensure the employee is not overpaid = - $3150 .
#3 - Maternity Pay- This is what the employee is being paid for Maternity pay for this cycle.
Number of Days at Full Pay in September = 21 Days at full pay as per maternity payment rules ( 10th Sept - 30th Sep 2018)
Maternity Pay = 21/30 * $4500.00 = $3150
Total Salary = (Basic ( $4,500.00) - Maternity Adjusted ($3150.00)) + Maternity Pay ($3150.00) =
$1350.00 + $3150.00 = $4500.00
Next Steps:
Archive cycle 9
Import HR Data for Cycle 10
Approve and run Cycle 10
APPROVE AND RUN THE PAYROLL FOR CYCLE 10
Import HR Data for Cycle 10
Calculation for cycle 10:
Maternity Leave Start Date:
10th September, 2018 (Cycle 9)
Number of Maternity Leave Days:
98 Calendar Days
Pay Group:
Monthly
Monthly Salary:
$4500.00
Maternity Leave Policy:
days is paid at half pay
First 30 days is paid at full pay and the remaining 68
Maternity Leave Dates
10th September 2018 - 17th December 2010
Days being processed this cycle
31 days ( October 1st - 31st, 2018)
Number of Days into Maternity Leave
Oct. 1st is the 22nd day of Maternity Leave.
Therefore 9 days are to be paid at Full pay and the rest at half pay as per the maternity rules which
states the first 30 days at Full Pay and the next 68 days at half pay.
#1 = Basic Salary - This is the pay rate for the employee.
Number of Days to be paid Basic Salary = 0 Days of Basic Salary
Amount paid outside of Maternity at Basic Pay rate = 0/31 * $4500.00 = 0
NB: The employee is on Maternity Leave for the ENTIRE month of October, therefore there will be no 'Basic Salary' amount.
#2= Maternity Adjusted - This is the amount that the regular pay will be adjusted by to accommodate the maternity pay.
Amount that Basic Pay is to be adjusted by to accommodate Maternity Pay and ensure the employee is not overpaid = - $4500
#3 - Maternity Pay - This is what the employee is being paid for Maternity pay for this cycle.
Number of Days at Full Pay in October = 9 Days at full pay ( 1st - 9th October 2018) as 21 days were already paid in full ( Sep. 10th - 30th 2018) and according to the rule ONLY 30 days are to be paid at Full pay.
Full Pay = 9/31 * 4500 = $1306.45
Number of Days at Half Pay in October = 31 days in October - 9 Days at at full pay = 22 Days
Half Pay = 22/31 * (4500/2) = 22/31 * 2250 = $1596.77
Total Maternity Pay = $1306.45 + $1596.78 = $2903.23
Total Salary = (Basic ( $4,500.00) - Maternity Adjusted ($4500)) + Maternity Pay ($2903.22) = 0+
$2903.22 = $2903.23
Archive cycle 10
Approve and run Cycle 11
Import HR Data for Cycle 11
APPROVE AND RUN THE PAYROLL FOR CYCLE 11
Maternity Pay for Cycle 11
Calculation for cycle 11:
Maternity Leave Start Date: 10th September, 2018 (Cycle 9)
Number of Maternity Leave Days: 98 Calendar Days
Pay Group: Monthly
Monthly Salary: $4500.00
Maternity Leave Policy: First 30 days is paid at full pay and the remaining 68 days is paid at half pay
Maternity Leave Dates 10th September 2018 - 17th December 2018
Days being processed this cycle 30 days ( November 1st - 30th, 2018)
Number of Days into Maternity Leave Nov 1st is the 53rd day of Maternity Leave. Therefore ALL days are to be paid at Half pay as per the Maternity Payment rules which states the first 30 days at Full Pay and the next 68 days at half pay.
#1 = Basic Salary - This is the pay rate for the employee.
Number of Days to be paid Basic Salary = 0 Days of Basic Salary
Amount paid outside of Maternity at Basic Pay rate = 0/30 * $4500.00 = 0
NB: The employee is on Maternity Leave for the ENTIRE month of November, therefore there will be no 'Basic Salary' amount which is why the Maternity Adjustment amount is -
$4,500.00 which zeros out the Basic Salary'
#2= Maternity Adjusted - This is the amount that the regular pay will be adjusted by to accommodate the maternity pay.
Amount that Basic Pay is to be adjusted by to accommodate Maternity Pay and ensure the employee is not overpaid = - $4500
#3 - Maternity Pay - This is what the employee is being paid for Maternity pay for this cycle.
Number of Days at Half Pay in November = 30 days
Half Pay = 30/30 * (4500/2) = 1 * 2250 = $2250.00
Total Maternity Pay = $2250.00
Total Salary = (Basic ( $4,500.00) - Maternity Adjusted ($4500)) + Maternity Pay ($2250.00) = 0+
$2250.00 = $2250.00
Next Steps:
Archive cycle 11
Import HR Data for Cycle 12
Approve and run Cycle 12
APPROVE AND RUN THE PAYROLL FOR CYCLE 12
Import HR Data for Cycle 12
Calculations for Cycle 12
Maternity Leave Start Date:
10th September, 2018 (Cycle 9)
Number of Maternity Leave Days:
98 Calendar Days
Pay Group:
Monthly
Monthly Salary:
$4500.00
Maternity Leave Policy:
days is paid at half pay
First 30 days is paid at full pay and the remaining 68
Maternity Leave Dates =
10th September 2018 - 17th December 2018
Days being processed this cycle
16 days ( December 1st - 16th, 2018 )
Number of Days into Maternity Leave
December 1st is the 81st day of Maternity Leave.
Therefore ALL 16 Maternity days are to be paid at Half pay as per the Maternity Payment rules which states the first 30 days at Full Pay and the next 68 days at half pay. The rest of days in December are to be paid at the employee's normal rate, assuming that they return to work.
#1 = Basic Salary- This is the pay rate for the employee.
Maternity Pay for Cycle 12
Number of Days to be paid Basic Salary = 15 Days of Basic Salary (17th - 31st December, 2018) as the employee's Maternity leave finished on the 16th of December and they were scheduled to return to work on the 17th of December,2018 .
Amount paid outside of Maternity at Basic Pay rate = 15/31 * $4500.00 = $2177.42
#2= Maternity Adjusted- This is the amount that the regular pay will be adjusted by to accommodate the maternity pay.
Amount that Basic Pay is to be adjusted by to accommodate Maternity Pay and ensure the employee is not overpaid = - $2322.58 .
#3 - Maternity Pay- This is what the employee is being paid for Maternity pay for this cycle.
Number of Days at Half Pay in December = 16 days
Half Pay = 16/31 * (4500/2) = 16/31 * 2250 = $1161.29
Total Maternity Pay = $1161.29
Total Salary = (Basic ( $4,500.00) - Maternity Adjusted ($2322.58)) + Maternity Pay ($1088.71) =
$2177.42 + $1161.29 = $3338.71
Note:
In the Next Cycle, the employee will not have any further Maternity Adjustments and will return to their regular basic salary for the period.
Leave>>Leave Setup>>Post Leave Type Against Another
How To Post Leave Types Against Another
Post Leave Type Against Another
This feature allows you to Specify the leave types that will be used to ‘post against’ other leave types as per company policy e.g. if an employee has exceeded a particular paid leave type (e.g. Personal Leave), then any Personal Leave in excess of what is allowed will be posted against another leave type that is defined here (e.g. Vacation Leave) i.e. all personal leave in excess of the personal leave allowance will be allocated to vacation leave or other leave as specified by company policy.
Once an employee’s leave type entitlement has been exceeded, the system will post all additional leave taken of the leave type to the specified ‘post against’ leave type as set up here. This rule is based on leave types and therefore applies to all employees.
If these leave types are shared among multiple companies in a single environment, this rule will
apply to all companies.
Enter a New Rule to Post Leave Type against Another
Click the New Rule link. Complete the fields on the screen:
Post Leave Type: Select the leave type that might be exceeded.
Against Leave Type: Select the leave type to be deducted (posted against) if the above leave is exceeded.
Save your input and repeat the process to enter additional records.
Leave>>Leave Setup>>Return Date Parameters>>By Employee
Leave>>Leave Setup>>Return Date Parameters>>By Calendar Days
How To Set Up Return Date Parameters?
Return Date Parameters
The calculation of Return Date Parameters (as defined within the Leave Type setup How to set up leave types) can be further defined using this screen.
A company’s Leave Return date Calculation Rules regarding employees in a particular Job, Pay Group or Shift Status may be different for some employees and, as such, can be entered here as an override to the main rule. This way, the application can work out the correct return dates when they go on leave.
Set Up Return Date Parameters By Employee
Define how the Return Date is calculated for a specific employee, who's return date is calculated differently from other employees for the same leave type.
In this example, we have instructed the application to calculate the return date parameters differently for employee Amy Flint.
Leave Code/Description: Select the leave type.
Return Date Flag: select the right return date calculation for the employee.
Calendar Days (does not skip weekends or holidays)
Skip Holidays and Weekends
Skip Holidays Only (used for employee who normally work weekends)
Skip Weekends Only (used for employees who are scheduled to work on Holidays)
Skip Holidays in Leave Period Only (used for employees who normally work on Holidays except for when on Leave)
Skip Holidays and Weekends in Leave Period Only (used for employees who normally work on Holidays and Weekends except for when on Leave)
Skip Sundays and Public Holidays
Use Calendar - Return on Nearest Working Day (used in conjunction with the employee’s defined On and Off Days or Time and Attendance module)
Use Calendar - Skip Holidays and Return on Nearest Working Day
Effective Date: Enter the date in which the return date parameter takes effect.
Company Code/Name: Select your company.
Leave Code/Description: Select the leave type.
Skip Option: Select the appropriate option to be skipped.
Not Applicable
Saturday
Sunday
Public Holidays
Saturdays and Sunday
Saturday and Public Holidays
Sunday and Public Holidays
Saturday, Sunday and Public Holidays
Set Up Return Date Parameters By Calendar Days
This is defined per leave type and gives further options for calculating return dates that are not available within the Leave Type setup.
System Configurations>>System Codes>>LV_RETDATE
Note, this can only be performed by a HRplus user who has access to the System Configurations Module. Please
contact your HRplus Systems Administrator should you require assistance.
How To Turn Off Automatic Calculation Of Return Dates
Turn off Return Date Calculation
While HRplus has built its Leave Module to be able to support a vast array of Leave Taken Transactions, there may be certain situations/parameters that are outside of the Module’s scope. In such instances, you can edit the automatic Calculation of Return Dates function so that you can manually adjust an employee’s Return Date when entering a Leave Taken Transaction.
Edit Return Date System Code
• Under ‘L’ double click on the LV_RETDATE record. Change the Value accordingly where:
1 = editable records
0 – uneditable records Save the record.
Leave>>Leave Setup>>Scheduler
How do I Set Up the Scheduler?
Scheduler
The Scheduler allows you to setup tasks to be processed automatically. Within the Leave Module, there are three (3) options that can be managed within the Scheduler:
The Leave Calendar - the creation of the calendar once per year;
The Automatic Posting of Leave - – automatic posting of leave entries.
Managing Leave Entitlements - – processing/recalculation of leave entitlements of any leave type, based on the data set up .
Scheduler Task Options
Schedule the Leave Calendar
The Leave Calendar
Scheduling the Leave Calendar setup allows for the application to automatically create the Calendar each year so you do not have to manually do this task.
The Scheduler performs this Task once yearly. On the specified start date, the Scheduler checks for an existing calendar, and, if one already exists, the Scheduler does nothing. If a Calendar has not been set up, then the Scheduler performs the task.
In the Scheduler tab, click on the Schedule New Task hyperlink.
From the drop-box, select the Task as Leave Calendar.
Select the Start Date. (the date the Scheduler will begin processing the task). Select the End Date (the date the Scheduler will stop processing the task – if you leave the field blank, the Scheduler will process the task indefinitely).
Next, select ‘Yes’ if you wish the application to flag the holidays that you would have set up for the previous year. Note, selecting ‘Yes’ does not hinder you from manually making changes to the dates of Holidays in the Calendar.
Finally, the status must be set as Active in order for the task to run annually.
Use the diskette icon to save the record.
Schedule the Automatic Posting of Leave
Automatic Posting of Leave
This function allows the application to automatically post Leave Taken once an employee returns from Leave. Note, this works in conjunction with the parameters defined when setting up the Leave Type i.e. the Automatically Post Leave Entries field must be flagged as ‘Yes’.
The task is run once per day between the start and end dates. If no end date is specified the task will run indefinitely.
All leave entries that are automatically posted must meet the following criteria and will be posted when the task runs:
Be Approved;
Be Unposted;
Have a return date on or before the date the task is being run;
Must have a leave type with Automatically Post Leave Entries set to Yes;
Must have a leave type with Use Leave Type in Entitlement Calculation set to Yes.
In the Scheduler tab, click on the Schedule New Task hyperlink.
From the drop-box, select the Task as Select the Automatic Posting of Leave.
Select the Start Date. (the date the Scheduler will begin processing the task). Select the End Date (the date the Scheduler will stop processing the task – if you leave the field blank, the Scheduler will process the task indefinitely).
Next, flag the status as Active.
Once a Leave Transaction is automatically posted, you will receive a notification in your Messages inbox.
Manage Leave Entitlements Task
Manage Leave Entitlements
Scheduling the Management of Leave Entitlements allows the application to calculate Leave Entitlements for individual Leave Types according to the Parameters you would have indicated when setting them up.
To enable the calculation/recalculation of Leave Types, this can be done:
Manually – use the Leave Transactions>>Recalculate Leave Balances option to calculate/recalculate leave balances by specifying the required data. The leave balances/entitlements will be calculated/ recalculated once the Calendar (Leave Setup>>Calendar) is set up and if EITHER one of the following conditions exists:
Leave types are set up (Leave Setup>>Leave Types).
Leave rules are defined (Leave Setup>>Vacation Rules/Non Vacation Rules).
Leave is taken (Leave Transactions>>Leave Taken).
2. Automatically – via the Scheduler as shown below.
NOTE:
The Scheduler performs the Leave Entitlements tasks daily by simultaneously:
1. Checking for a Leave Type Task - if there are no Leave Type Tasks or the tasks are defined as Inactive, the Scheduler does nothing. If leave type tasks are available or Active, the Scheduler performs the Task(s).
Checking for the following setup items and rules for each leave type:
Employees whose vacation leave entitlements were set up via the Leave Overrides options and calculates those individual entitlements;
The Scheduler then checks the Vacation Leave Rules for vacation leave rules and the Non Vacation Leave Rules for other leave rules and then sets entitlements for employees by executing the rules in the following order of priority:
Employee Status Rules
Salary Grade and Employee Status Rules
Salary Grade Rules
Job and Employee Status Rules
Job Rules
Pay group and Employee Status rules
Pay Group Rules
Rules not linked to employee status, or job group or pay group, or salary grade
In all instances, the Scheduler calculates the Leave Entitlements for those employees fulfilling each criterion.
For employees who do not fulfill any of the above criteria, leave entitlements are set up using the default amount in Leave Types if the Use Leave Type Default flag is defined as Yes. The user must ensure that those employees for whom entitlements should be calculated are included (based on the criteria defined) in either
Vacation Leave Rules
NonVacation Leave Rules
Leave Overrides or
Leave Types.
In the event that an employee appears to be eligible for more than one rule, the Scheduler will set entitlements based on the first rule for which that employee is eligible.
Checking to determine employees who are eligible to have leave entitlements updated: All non- terminated employees are eligible.
Running the Leave Accumulation on the Scheduler: The task that is to “accumulate” leave runs once a day. It “accumulates” leave for a given leave type that is specified by the user. When the task runs, all non-terminated employees are selected for calculation. However, this calculation may be done in one of two ways:
If the employee has a leave master record for the leave type that has a valid last update date, the calculation is done from the start of the leave year in which that date falls, with consideration to any starting balance to the present.
However, if the employee does not have a master record for the leave type that has a valid last update date, a full recalculation is done.
In the Scheduler tab, click on the Schedule New Task hyperlink.
From the drop-box, select the Task as Manage Leave Entitlements. You will notice that the pop-up window changes and there are more fields within which data can be entered.
Task Name: Give the Task a Name (that corresponds to the Leave Type for which you are setting up
the Management of Entitlements)
Schedule the Manage Leave Types Task
Select the Start Date. (the date the Scheduler will begin processing the task). Select the End Date (the date the Scheduler will stop processing the task – if you leave the field blank, the Scheduler will process the task indefinitely).
Next, select the Leave Type to be managed and the Company Name.
Flag the Status as Active or Inactive.
Enter the name of the user to which results of the recalculation of that Leave Type should be emailed. Note that the application automatically displays the name of the user that is currently logged on.
Select Yes or No if you wish the system to email the results of processing leave for each employee to the stated user.
Use the diskette icon to save the record.
Payroll>>Pay Cycles>>Calendar Setup>>Create Calendar
OR
Benefits>>Leave>>Leave Setup>>Calendar Setup>>Create Calendar
Steps to setup a Calendar:
How do I set up the Calendar?
Before pay cycles are created, salary change transactions pro-rated and before leave can be processed, the Calendar must be set up and holidays flagged. The system will process leave based on the calendar days, either including or excluding holidays and weekends (as specified in Leave Types).
The Calendar can be created either manually or automatically. The latter is done via a task in the scheduler in the Leave module.
While setting up the Calendar is a one-time task, flagging of holidays must be reviewed and edited as required each year as the dates for some holidays do change on a yearly basis. If it is setup once on the application for example in the Payroll module, it is not required to be setup again in another module e.g. Leave module.
Prior to setting up the calendar on HRplus for the first time, one should review the pay cycles to be created (If the Payroll Module is being used) and then it can be determined which calendar years must be created. For some countries, the pay year does not necessarily run from January to December. For some countries the tax year is from April to March, and therefore the pay year and therefore the pay cycles must be setup to match this. So this information will inform the decision as to which calendar years must be created, so that it is available for the pay cycles to be generated correctly.
Step 1: Create Calendar
Create Calendar for Year: Enter the year for the calendar you wish to create.
Step 1.1: Enter the Year for New Calendar
Set holidays from last year: Select ""Yes"if you wish to flag holidays from the previous year or No if you wish to enter the holidays manually.
Create Calendar: Click this button to create the calendar.
If this is the first time a calendar is being set up, a message indicating that the calendar for the current year has not been created will be displayed. This message will be shown for any year for
which the calendar is not created.
The calendar will be created almost instantaneously and a message displayed.
Step 2: View message that Calendar is created Successfully
Calendar Type: Select the holiday type here:
Global: Use this option to flag global holidays. E.g. New Year's day
Country: If using a multi-company setup in different countries then use this option to flag country holidays.
Company: If there are holidays that are specific to the company then they can be flagged on this calendar.
Next, click on the day that you wish to be flagged as the holiday on the calendar.
Holiday Name: Enter the name of the holiday (if desired) and click the date on the calendar to flag it. Use the colour-coded key to view holidays/non-holidays. Click on the holiday again if you wish to unflag it.
Step 3: Flag Holidays on Calendar
Go through the calendar and ensure that holidays are flagged.
Step 4.1: View a Successfully Flagged Holiday
Leave>>Leave Setup>>Calendar Setup
How to remove a Holiday from the Calendar
Removing a Flagged Holiday
To remove a holiday that was flagged in error, click on the Holiday Name in the Calendar to remove it. To add the correct holiday, follow the steps provided in How to set up the Calendar
Example of Incorrect Day flagged as New Years Holiday
View Successful Removal of Holiday
Benefits>>Leave>>Leave Setup>>Leave Types>>Hide Leave Data
How to Hide Leave Data from being Visible Through the Employee Self Service
Hide Leave Data
HR Administrator Users are allowed to Hide Leave Data by Company, Leave Type and Year so that the records will be hidden on the View Detailed Leave History screen in the Employee Self Service. For the specific year, all leave entitlements for the company will be hidden up to and including that leave year.
Company Code/Name: Select your company code and name.
Hide Leave Data
Leave Type Code/Description: Select the leave type code to configure.
Up To Leave Year: Select the year all leave entitlements for the company and leave type will be hidden up to. Please note that this will include the selected leave year.
Hide Options: Select leave data to hide.
Hide Leave History: Hide leave history details.
Hide Self Service Leave Entitlements: Hide the selected years in self service leave entitlements.
Hide HR Leave Entitlements: Hide the selected years for HR users in View Leave Entitlements.
Home>>My Benefits>>My Leave>>[View Detailed Leave History]
View Detailed Leave History
Personnel>>HR Event Reminders>>HR Events Manager>>General Event Settings
How To Set Up Notifications in Leave
Leave Notifications
For Leave Taking and Leave Return, set up the criteria that determines when and to whom Reminders should be sent.
For each company, select an Event Type, define the Notification Lead Time for reminders and identify whether Manager, Employee, HR Users or user defined positions should receive these reminders.
Notification Lead Time (Days): Enter the number of days in advance of the event that the reminder
should be sent. Lead Time Notification Lead Time
Set Up General Event Settings
Send to Manager: Check this box if the employee’s Manager should be notified.
Send to Employee: Check this box if the Employee should be notified.
Send to HR: Check this box if the users specified in HR Users should be notified.
Send to Set Positions: Check this box if specific positions should be notified. Expand the Event record to identify these positions:
ALL of the boxes may be checked - the system will send Reminders to all employees so defined.
If none of boxes are checked then Reminders will NOT be sent.
If the Event Type is not set up, then Reminders will NOT be sent.
Reminders are generated when the Scheduler, which runs at midnight every night, checks for Event Types that have been set up and that meet the Date and Lead Time criteria. Once found, the Scheduler generates the Reminders to the specified employees.
Send to set Positions
Multiple Reminders
More than one reminder can be set up for the same event. For example, a reminder may be sent to an employee’s Manager, 10 days, 5 days and 3 days in advance, informing him/her that the employee is proceeding on leave. The system will generate and display the reminders at the appropriate times to the appropriate persons.
Reminder Messages
On logon to HRplus, the Event Reminders will be displayed via the HOME page:
• Reminders will be duplicated if an employee is entered more than once as messages indicate to whom they are directed i.e. HR, Employee, Manager, Position No.
SAVE your input. The HRplus Scheduler, on its midnight run, will ‘look for’ event types that meet the specified criteria, and will generate the Reminders.
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