How to Create and Manage Your Employee Leave Types

Leave types are categories of leave that employees can book, such as annual leave, medical leave, or unpaid leave.

Each leave type can have one or several leave policies that define the rules behind leave entitlements, balances, and other parameters.

For instance, under the annual leave type, you can define different policies for your offices in Malaysia and Singapore, each with its own rules.

More information on leave policies can be found in the following document: "How To Set Up Leave Policies"

Steps to Create and Configure Leave Types:

1. Create the Leave Type
2. Configure the Leave Policies
3. Assign Leave Policies (if any)
4. Adjust Leave Balances and Carry Forwards (if any)

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1. User Rights

1.1 Who can manage leave types?

• People in a user group with the HR Lounge page enabled and the Leaves module settings enabled can manage leave types.

2. Viewing Leave Types

You can find your leave types under HR Lounge/Leave Policies. This page is accessible only to authorized HR personnel. Click on any leave type in the list to manage its configuration.

3.  Creating a Leave Type

To create a new leave type, use the "Add New Leave Type" button at the top right of the screen. You will need to provide the following information:

• Leave Type Name: Examples include "annual" or "maternity."
• Leave Type Description: A note for HR colleagues to remember the rules and purpose of the leave type (not visible to employees).
• Color: Helps identify the leave type within the application.
• Auto-Assign Policy: Automatically assigns this leave type to new employees if enabled.

4.  Configuring Leave Types

From the leave policy menu, click on "View Leave Details" to access the configuration of a leave type. The configuration consists of three main sections:

• Top Section: Edit general details and delete the leave type.
• Tools: Adjust leave balances, set carry forward, and assign leave policies to employees.
• Policy Configuration: Add leave policies and set the rules behind them.

4.1. Leave Type Top Section

• Edit: Use the pencil icon to edit the name, color, description, and auto-assign settings.
• Delete: Use the bin icon to delete the leave type. Deleting a leave type also deletes all corresponding leaves. To prevent employees from using a leave type without deleting it, disable it in the "Assign Policy" section.

4.2. Initial Balance: Adjusting Leave Balances and Carry Forward

Initial balances can be found under the Tools section in the leave type configuration.

For each employee within a certain policy, the leave balance is calculated based on the entitlement and the leave taken, and the carry forward is calculated based on the previous year's leave balance as of December 31st. However, you might want to adjust the leave balance and the carry forward manually. This is what we call the "initial balance.

These balances are automatically set on January 1st and are independent of the current year's entitlement calculations.

Examples include:

• An employee with a negative balance due to excess leave taken last year.
• An employee with a positive balance for an extra leave day this year.
• Carry forward for unused leave from the previous year.

For more details, refer to the link: How to Adjust a Leave Balance or Carry Forward?

4.3. Assign Policy: Choosing Employee Policies

Assign Policy is in the Tools section. It allows you to:

• Check policy assignments for misconfigurations.
• Assign policies in bulk to selected employees.

For more details, refer to the link: Assigning Leave Policies to Employees

4.4. Leave Policy: Setting Up the Rules

Under each leave type, define different policies for different employee groups. The policy includes:

• Policy Availability: Determines who is eligible (e.g., specific office, department, gender, job grade, or employment type).
• Approval: Defines the leave approval workflow.
• Entitlement: Sets the rules for entitlement, balance calculation, and carry forward.
• Advanced Configuration: Additional options for the policy.
• Customization: Allows exceptions for specific employees.

For more details, refer to the link: How To Set Up Leave Policies

4.5. Checking Someone's Leave Policy

Go to the employee's profile and find the Leave Policy section. Here, you can view the applied leave policy for all leave types and key characteristics such as:

• Leave entitlement
• Seniority
• Carry forward and expiration date
• Leave approver(s)
• Specific customizations

Links are provided to check the leave balance and policy configuration.

 

 

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