Leave Type ~ WIP

1. Type List

Remark:

  1. Click the [Sort] button to sort the holidays by dragging and dropping.

  2. Edit or delete the leave.

2. Create New Type

Click on [New] to add a new leave type.

2.1 Basic Settings

Remarks:

  1. Leave Name is required and cannot be empty.

  2. "Unpaid Leave" is selected by default. If "Paid Leave" is selected, "Pay Ratio" will be displayed, and an integer greater than 0 must be entered.

  3. "Remarks" is used to describe the leave.

  4. Newly created leave is enabled by default

2.2 Leave Calculation Rule

2.2.3 Calculate the length of leave by working day

This is the default method. Only shift time is counted for the leave period under this method. (e.g., if the shift is from 9:00 to 18:00 from Monday to Friday, a leave is taken from 17:00 to 19:00 on Friday, then the valid leave time is only 17:00 to 18:00.)

2.2.4 Calculate the length of leave by calendar day

This method is calculated as "leave hours per day", which includes all non-shift days or time. (e.g., after work, double holidays, holidays, etc. A day on a natural day is calculated as a 24-hour day.)

2.2.5 Minimum leave period

The leave balance is deducted based on the minimum leave period set (the setting here does not affect the calculation of leave time in the Attendance module. This is only effective for the deduction of leave balance in the Leave module)

Remark:

  1. When the value is "None", the leave is calculated in "minutes". (Default)

  2. "Leave by Half Hour" means that even if the leave duration is less than half an hour is counted as half an hour. This rule applies to the Hour, Half-day, and Day options.

  3. How does the calculation take place? e.g.: if the calculation method is "Calculate leave by working day" + "Leave by half hour", the user's shift is 9:00-18:00, and the requested leave period is 8:27-10:34. The actual leave duration under this calculation method is 9:00-11:00 (it is not a working day before 9:00, and 4 minutes of leave is taken after 10:30, which is equivalent to the leaves taken up to 11:00 as the leaves is counted according to half an hour). So the total leave taken is 2 hours. As the user's schedule is 9 hours a day, the conversion to days is 2/9 = 0.22 days, which will be deducted from the user's leave balance.

2.3 Leave Balance Setting

The "Limit Leave Balance" is enabled by default. The default setting is as shown below, which means the leave is annual leave, and the leave balance will be issued on January 1 every year. This leave is valid for one year from the date of issuance. You need to set the leave balance manually for your employees.

2.3.1 Limit Leave Balance

Enabling this means that there is a limit on the amount of this vacation. The user cannot take any more leave when their balance is 0. When this is disabled, the leave has no balance limit, and none of the following fields need to be set.

2.3.2 Leave Period

This means the period for which the leave is cycled. "Yearly" is one cycle per year; "Monthly" are one cycle per month; A "No fixed period" is equivalent to a one-time vacation and is manually set to expire as soon as it is issued.

2.3.3 Release Date

Refers to the day on which the leave is released. The employee's start date is calculated based on the HR profile - "time of participation in work".

2.3.4 Valid Period

Leave is available within the validity period and will expire to clear the leave balance beyond the validity period. Checking the box will allow an extension of the validity period. Checking "Allow Extended Validity" allows the system to retain the leave's validity for N days/months after the system expiration date. (N should be an integer greater than or equal to 0.) The expired balance will be cleared on 23:55, the last day of the cycle.

2.3.5 Leave Balance Release Method

Describe how the leaves are released to the employees.

  1. "Manually" requires users to go to [Leave Management] to manually set up leaves for employees.

  2. "Auto Release", the system will issue the leave regularly according to the set rules, for details of the rules, please refer to Leave Balance Setting.

  3. "Customized Rule" needs to configure the external address file, suitable for two customers. (适合二开客户)

2.4 Annual Leave Balance Setting

For example: Employee A joined the company on 1st September 2019, and the [Give method] is set to release all leave at once on 1st January every year. On 1st January 2020, Employee A has not yet completed one year of service, so Employee A will not be entitled to 5 days of annual leave in 2020. However, on 1st January 2021, Employee A will receive five(5) days of annual leave. These five(5) days of annual leave should have expired on 31st December 2021, but because of the setting that allows for a 3-month extension, Employee A can use the five(5) days of annual leave from 1st January 2020 to 31st March 2021.

Remark:

"Monthly": Starting 1st July 2020, 5/(12-7+1) = 0.833 days will be released each month.

"According to the day of release": Starting 1st July 2020, 5/(31+31+30+31+30+31)=0.027 days per day will be released.

If [Release date] is "Employee onboarding date every year" is selected, then Employee A will receive 5 days of annual leave on 1st September 2020, which will expire on 30th November 2021.

2.4.1. Auto Release - Quota Allocation Rule

When [Leave balance release method] is "Auto release", [Quota allocation rule] must be configured.

The default value is to release "Fixed quota" every year and the configuration is to release N days per year(N must be an integer >= zero).

The remaining options are based on the data in the HR profile.

  1. "Working Experience" is calculated from the "time of participation in work".

  2. "Length of Service" is calculated from the "Join this unit time".

  3. "Age" is calculated based on the year of birth

  4. If the corresponding field in the user's personnel file is empty, it is counted as 0.

2.4.2. Auto Release - Give Method

There are three(3) release methods for Auto Release Leaves.

Remark:

  1. "One-time payment" is selected by default, which means that the system will automatically release the entire leave balance on the release date of each year.

  2. "Monthly payment" means the balance will be added and updated on the 1st of each month from the release date.

  3. "Accordingly to the day of release" means the system will add and update the balance every day from the release date.

For example:- An automatically released leave with three days of quota per year, and the shift is 9 hours/day, which Employee A has 3*9=27 hours per year of leave. Assuming today is 26th May 2020.

  • In "One-time payment", A will receive 27 hours of vacation on this year's release date.

  • In "Monthly payment", A will receive (5/12)27=11.25 hours of vacation until today.

  • In "According to the day of release", A will receive (31+29+31+30+26)/36627=10.84 hours of vacation time as of today.

2.4.3. Employee enrolled this year

Default to untick, if ticked then HR Profile

For example, each employee is given 6 days of leave every year, and new employees are onboarded in October (HR Profile - Join this unit time). This year's working time in the company is from October to December (3 months). If this option is checked, the leave balance of new employees this year would be 6*(3/12) = 1.5 days, if not, it will all be 6 days.

2.4.4. Custom Date

2.5. Monthly-Release Leave ~ WIP

2.5.1.

2.5.2.

2.5.3.

2.6. One-Time Leave ~ WIP

2.6.1.

2.6.2.

2.7. Application Range

Remark:

  • Set the user range to whom the leave applies, which is the permissions for each leave.

  • All staff is checked by default. After unchecking "All staff", three selectors will appear: users, departments and roles.

  • New employees under the department/role will automatically apply the corresponding rules.

3. Edit Leave

Step 1: Click ··· for more options, and click "Edit".

Step 2: What to do with the current leave balance?

Remark:

  • After editing and modifying the leave balance, the new balance will be added or subtracted from the issued leave. e.g.: 4 days have already been issued, but user A has used 1 day and has 3 days left. If the balance has changed to 3 days, user A's leave balance will be 2 days.

  • If you make changes to the leave balance settings (turn on/off the leave limit, change the leave cycle, change the give method), when saving, a pop-up window will be prompted to ask what to do with the current leave balance, the admin can choose to keep it or clear it.

4. Delete Leave

Step 1: Click ··· for more options, and click "Delete".

Step 2: Confirm Deletion

Remark:

  • Leave can still be deleted even if there are employees with leave balances under it.

  • Leave types that have already generated leave data cannot be deleted.

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