Leave Type
Last updated
Last updated
Name: This field specifies the name of the leave type and helps identify and distinguish different leave types in the system.
Leave Type: Defines the scope of days counted for the leave type and ensures that leave calculations align with the company's policies regarding workdays and non-workdays.
Working Day: Leave applies only to regular working days.
All Day: Leave applies to all calendar days, including working days, weekends, and holidays.
Period: Determines how leave entitlements are measured and renewed.
Year: Leave allocation and usage are tracked on a yearly basis.
Month: Leave allocation and usage are tracked monthly.
No Fixed Cycle: No specific period is associated; leave can be taken anytime as available.
Paid Ratio: Specifies the percentage of salary that will be paid during the leave period.
Enable: Display leave type's status.
User Range: Defines who is eligible to apply for the specific leave type
Step 1: On the top-right side of the page, click on the [Sort] button.
Step 2: Sort the leave by dragging and dropping them to achieve the desired sequence, then click "Save" to make the change.
Click on [Create] to add a new leave type.
Leave Name: Identifier for leave type, this field is mandatory and cannot be empty.
Salary: Determines the payment structure for the leave.
Unpaid Leave: Selected by default; indicates no salary will be provided during the leave period.
Paid Leave: When chosen, displays the "Paid Ratio" field for specifying the salary percentage.
Paid Ratio: Specifies the salary percentage paid during the leave period; must be an integer.
Remarks: Provides a description of the leave type for additional context or clarification.
Enable: A toggle to activate or deactivate the leave type, enabling flexible management of leave options without permanent deletion.
Default option
Only considers the time spent within a shift when calculating the leave period.
Ensures that leave is deducted only for hours that overlap with a predefined shift schedule.
Example: If a shift is from 9:00 to 18:00, and leave is taken from 17:00 to 19:00, only 17:00 to 18:00
Considers the total leave hours across entire days, including non-shift hours.
Deducts leave in increments based on the predefined minimum period.
Option:
None(Default): Leave is calculated in "minutes".
Leave by Half an Hour: Leave durations are rounded up to the next half-hour increment, even if the leave taken is less.
Example: If the calculation method is "Calculate Leave by Shift" + "Leave by Half an Hour," and leave is requested for 8:27 to 10:34:
Valid leave hours: 9:00 to 11:00 (adjusted to half-hour increments).
Total deducted time: 2 hours (converted to 0.22 days for a 9-hour workday).
Leave by an Hour: Leave durations are rounded to the next full hour.
Example: Leave from 8:50 to 10:20 is counted as 9:00 to 11:00 (2 hours).
Leave by Half Day:
Leave durations are rounded to half-day increments (typically half of a workday, e.g., 4.5 hours for a 9-hour shift).
Example: A leave duration from 9:00 to 12:30 would count as a half-day leave.
Leave by Full Day:
Leave durations are rounded up to a full day.
Example: A leave period from 9:00 to 15:00 would count as 1 full day.
Remark:
These rules affect only the deduction of leave balance in the Leave module.
Leave time calculation in the Attendance module is not influenced by these rules.
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.
Enable (Default): Prevents employees from taking leave when their balance is 0, ensuring leave usage stays within allocated limits.
Disable: Removes the restriction, allowing employees to take leave regardless of their balance. In this case, the fields like "Cycle," "Release Date," and others are not required.
Specifies how frequently the leave balance is reset or renewed.
Yearly: Resets every year (e.g., annual leave issued on January 1).
Monthly: Resets every month (e.g., monthly leave allocation).
No Fixed Period: A one-time leave that expires manually after issuance.
Determines when the leave balance is issued to employees.
The employee's start date for eligibility is based on their HR profile ("Onboarding day").
Defines the time frame during which the leave balance is available for use.
Default Setting: Leave expires after the validity period, and the balance is cleared at 23:55 on the last day of the cycle.
Allowed Extend Valid Period: Allows extending the validity for an additional N days/months after the default expiration (N must be an integer ≥ 0).
Describe how the leaves are released to the employees.
Manually: Administrators must assign leave balances to employees through the [Leave] menu.
Auto Release: The system automatically issues leave balances based on predefined rules.
Customized Rule: Requires configuring an external file for tailored leave issuance logic.
Example: Employee A joined on September 1, 2019. With the release method set to January 1 annually:
On January 1, 2020, A is not eligible for 5 days of leave due to less than one year of service.
On January 1, 2021, A receives 5 days of leave, valid until December 31, 2021.
With a 3-month extension, A can use these 5 days until March 31, 2022.
Monthly release: Starting from July 1, 2020, 0.833 days of leave will be released each month.
Daily Release Method: Starting from July 1, 2020, 0.027 days of leave will be released daily.
If Release Date: "Release on Employee Onboarding Date Every Year" is selected, Employee A will receive 5 days of annual leave on September 1, 2020, which will expire on November 30, 2021.
This rule determines how leave is automatically allocated when the Leave Balance Release Method is set to "Auto Release."
Quota allocation rule:
Fixed Quota (Default): Releases a predefined number of days (N) annually.
Quota Based on HR Profile Data: Allocates leave dynamically based on specific employee attributes:
Working Experience: Calculated from the "Time of Participation in Work."
Length of Service: Based on "Join This Unit Time."
Age: Calculated from the "Date of Birth."
Remark:
Fixed Quota's N is sourced from quota
If the corresponding field in the user's personnel file is empty, it is counted as 0.
All at once (Default): The system automatically releases the entire leave balance on the release date each year.
Monthly payment: The balance is added and updated on the 1st of each month starting from the release date.
Accordingly to the day of release: The system adds and updates the balance daily, starting from the release date.
Example:
Assuming Employee A has 3 days of leave per year, and their shift is 9 hours/day, which totals to 27 hours of annual leave (3 * 9 = 27 hours). Assuming today is 26th May 2020.
All at Once (One-Time Payment): Employee A will receive 27 hours of leave on the release date (annually).
Monthly Payment: Leave is distributed monthly. The total leave (27 hours) will be divided by 12 months, then multiplied by the number of months elapsed.
From January 1 to May 26, 5 months have passed.
Leave received = (5/12) x 27 = 11.25 hours.
According to the Day of Release: Leave is distributed daily based on the number of days that have passed in the year.
Days from January 1 to May 26: Total days = 31 + 29 + 31 + 30 + 26 = 147 days
January: 31 days; February: 29 days; March: 31 days; April: 30 days; May: 26 days
Daily leave rate = 27/366 = 0.0738 hours/day.
Leave received = 147×0.0738=10.84 hours as of today.
When ticked, then Personnel File - Legth of Service must have value, otherwise it will be calculated as absence of actual working hour and recorded as 0.
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.
Begin new annual leave balance cycle on the set custom date and the current validity period and balance for the current cycle of the corresponding leave type will be immediately updated.
If the validity is set for one year from the issue date, the leave balance will expire at 23:55 one year later.
Example: If the custom issue date is 09-02, the leave balance expires on 09-01 of the following year at 23:55.
Remark:
Only available when Leave Cycle is Yearly
Format: mm-dd
Fixed to the 1st of each month and cannot be modified.
The leave balance is valid only for the current month by default.
If checked, the leave remains valid for N additional days or months beyond the current month.
Manually: Administrators must manually assign leave to employees via the Leave List.
Auto release: The system automatically issues N days or hours of leave each month.
Customize rule: Requires configuring an external file address to define customized rules.
Forever: Leave balance remains valid indefinitely after being issued.
It becomes invalid after how many days: Specifies that the leave balance will expire after N days.
Example: Today is May 29 and the leave expires 3 days after issue, the leave balance will be cleared by the system at 23:55 on June 1.
Custom expiration date:
Allows manual selection of a specific date range for leave validity.
The system will automatically clear the leave balance at 23:55 on the last day of the validity period.
Leave can only be applied if both the start and end dates fall within the selected range.
Example: If the validity period is set from March 5, 2023 to March 20, 2023, leave requests will only be approved if they fall entirely within this period.
Automatically issues N days/hours of leave to employees who joined within the current year.
Default is 0.
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.
Step 1: Click ··· for more options, and click "Edit".
Step 2: Make the necessary changes and click "Save" to implement the new changes.
Step 3: What to do with the current leave balance?
Remark:
After editing or modifying the leave balance, the system adjusts the balance based on usage.
Example: If 4 days were issued and User A has used 1 day (leaving 3 days), and the balance is updated to 3 days, User A's remaining balance will be 2 days.
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.
