To create a replacement leave type, you first need to create a leave type that is credit-based. This means the employee will apply for replacement leave credit, and once the request is approved, they can then book the replacement leave itself.
This feature allows employees to request a replacement day to be credited to their leave balance, with the HR Admin setting an expiry date by which the leave must be utilized.
Replacement leave settings can apply to all special leave types, such as maternity and paternity leave, compassionate leave, and more, ensuring that only relevant leave types are available to employees at the right time.
NOTE:
You cannot modify existing leave types to a credit-based leave type. You must create a new and separate credit-based leave type.
Step 1: How To Create A Replacement Leave Type
- In the HR Lounge, click on Employee Leave.
- In the Leave Policies dashboard, click on the +Add new leave type icon.
- In the Create a new leave type pop-up window, input all necessary information and click Save. Ensure you tick the checkbox for 'Leave earned via credit request.' Once selected, this will enable employees to request leave credit before booking the leave.
(Example: Requesting replacement leave credit to book replacement leave.)
NOTE:
This is a one-time action that can only be set during leave type creation and cannot be modified once saved.
- Once the replacement leave type is successfully created and the 'Leave earned via credit request' checkbox is selected, indicating it is a credit-based leave type, the new leave type will appear as shown in the sample screenshot below:
Step 2: How To Configure The Settings For Replacement Leave Type - General Configuration
A. Policy Availability
This setting allows you to define the availability of the policy, i.e., to be applicable to all employees or only to a certain group of employees.
NOTE:
If you restrict this policy to a certain group of employees, remember to check 'Assign policy' under the Tools section (scroll to the top of the page).
B. Approval (Approval Workflow Once Replacement Leave Credit Request Has Been Approved)
This setting allows you to set the approvers for the replacement leave application (NOT approval for replacement leave credit request).
NOTE:
If a second approver is enabled, the employee will require both first and second approvals for the leave to be approved. Approvals will be done in sequence.
C. Credit (For Replacement Leave Credit Request, Not For Replacement Leave Utilization)
i. Credit request approver:
This setting allows you to set the approvers for the replacement leave credit request. The approvers can be the same as the leave approval workflow above or can be a different approval process.
ii. Set the limit amount of the credit leave:
If the limit is set, employees will be entitled to a certain credited amount only, based on the specified limit. (Example: If the total limit is set for 5 days, the employee will be entitled to only 5 days of credit leave.)
NOTE:
The amount of credit leave set does not mean the credit request will be automatically approved. Employees still need to request the credit, and the approver(s) must approve the request.
iii. Set expiry for the credit:
By setting the expiry, it will require employees to key in a reference date for the credit requests. You can select the expiry period for day(s), week(s), or month(s) from the dropdown.
The reference date is a mandatory field that justifies the credit request. (Example: If an employee applies for a replacement leave, the reference date is the date they worked extra time or during weekends/public holidays.)
The reference date also defines the credit validation period (starting from the following day) or year (if expiry is not set). Please note that if the reference date is December 31, or a period ending on December 31, the credit belongs to the following year.
iv. Carry Forward:
a. Enable this feature to allow unused credit days to be carried over to the next year. You can either set the maximum number of days that can be carried forward to 'All' by ticking the checkbox or type in the number of days in the provided field.
b. Tick the 'Set expiry' checkbox and define the carry-forward expiry period by typing the amount and selecting the expiry period for day(s), week(s), or month(s) from the dropdown.
NOTE:
If the expiry period is not set, the carry-forward will expire in the following year.
v. Mandatory attachment, Enable overlapping reference dates, and Allow booking leave on reference date:
Enable these settings:
a. Mandatory attachment: To make attachment mandatory when employees request credit day(s).
b. Enable overlapping reference dates: To allow multiple credit requests over overlapping reference dates.
c. Allow booking leave on reference date: To allow employees to book leave on the same day as the reference date of the credit leave.
vi. Create custom fields:
a. You may create custom fields to appear in the employee's replacement leave credit request. Select Text, Number, Date, or Select from the dropdown list.
b. Click on +Add custom field to add more than one custom field.
c. Tick the Mandatory checkbox if you wish for the custom item to be a mandatory field when an employee creates a replacement leave credit request.
d. Click on the bin icon to remove the custom field.
D. Leave Advanced Settings (For Replacement Leave Utilization, Not For Replacement Leave Credit Request)
NOTE:
This configuration applies to replacement leave applications after the replacement leave credit request is approved.
Use working days:
Enable this field for the day count of a leave application to be based on the employee's office
(Example: Office A working days are Monday - Friday, and off days are Saturday - Sunday. Hence, if an employee applies for leave from Monday - Sunday, the day count for the leave application will only be 5 days, i.e., Monday - Friday, which are the working days for Office A. Saturday and Sunday, being off days, will not be included in the day count.)
Allow booking half day:
Enable this field to allow employees to apply for a half-day (0.5 day) leave.
Allow employee to apply leave in the past:
Enable this field to allow employees to apply for leave on a past date (within the year). Usually applies to leave types such as Medical leave.
Allow employee to modify leave in the past:
Enable this field to allow employees to modify past approved leave utilization.
NOTE:
Modification of past-date approved leave will trigger approval.
Set a minimum/maximum time for leave to be booked in advance:
Select 'Yes, set a limit' if you wish to set a time limit for leave to be booked in advance. You can select the limit for day(s), week(s), or month(s) from the dropdown.
a. Set a minimum limit of time for the leave to be booked in advance:
(Example: If the limit is set for 3 days, an employee who wishes to book leave for March 27, 2024, needs to apply at least 3 days earlier, i.e., by March 24, 2024.)
b. Set a maximum limit of time for the leave to be booked in advance:
(Example: If the limit is set for 1 month, an employee who wishes to book leave in April can create the leave application only 1 month in advance, i.e., in March. The employee will not be able to create the leave application for April in January or February, as the limit is set for 1 month in advance only.)
Set a minimum/maximum limit to the period that can be booked at a time (consecutive days):
Select 'Yes, set a limit' if you wish to set a limit to the period that can be booked at a time.
a. Set a minimum number of leave days that can be booked at a time (consecutive days):
You can select the limit for day(s) from the dropdown.
(Example: If the limit is set for 2 days, the employee needs to book a minimum of 2 days at a time or per leave application.)
b. Set a maximum number of leave days that can be booked at a time (consecutive days):
You can select the limit for day(s), week(s), or month(s) from the dropdown.
(Example: If the limit is set for 7 days, the employee can book leave for a maximum of 7 days at a time or per leave application.)
Set a reminder for leave balance:
a. Enable this option to send emails and quick access reminders to employees with leave balance.
b. Select day, week, month, or quarter from the 'Send a reminder every' dropdown list. (Example: If you select 'quarter,' then the email reminder will be sent every yearly quarter, on the first day of the month at 6pm.)
c. Type the number of days in the 'Send only to employees whose balance exceed' field if you wish reminders to be sent only to employees with a specific number of leave balance. (Example: If you insert '20,' only employees with leave balance of 20 and above will receive the reminders.)
Sending leave approval notification to employees:
a. Insert the email address of employees who wish to receive notifications when their leave application is approved. Hit 'enter' to add multiple recipients.
b. Tick the 'Attach email calendar invitation' checkbox if the employees wish to link their leave application to their Google Calendar.
NOTE:
There is no need to add the approvers of leave, as they will be notified by default.
Mandatory attachment & Mandatory justification message:
a. Tick the 'Mandatory attachment' checkbox to set attachments as a mandatory field when employees create a leave application. Once enabled, employees will not be able to proceed with their leave application without attaching the mandatory attachment first.
b. Tick the 'Mandatory justification message' checkbox to set a justification message as a mandatory field when employees create a leave application. Once enabled, employees will not be able to proceed with their leave application without inputting a comment in the 'justification' field first.
Leave request custom fields:
a. You may create custom fields to appear in the employee's replacement leave application. Select Text, Number, Date, or Select from the dropdown list.
b. Click on +Add custom field to add more than one custom field.
c. Tick the Mandatory checkbox if you wish for the custom item to be a mandatory field when an employee creates a leave application.
d. Click on the bin icon to remove the custom field.
Once you have completed the configuration settings, click Save settings to complete the action.
Step 3: How To Assign Leave Policies To Employees
Once you have created the leave type and configured the settings, the next step is to assign employees to the leave policy. To learn more about how to assign leave policies, click on the link below:
Assigning Leave Policies to Employees
Step 4: How To Customize The Configuration For Specific Employees Only - Custom Configuration
If you want certain employees to follow specific rules and not the company policy, select a customization type under the All employees - CUSTOM CONFIGURATION field.
To learn more about how to customize leave configuration, click on the link below:
How to set up leave custom configuration?
NOTE:
Any change in the company policy will not affect the customized employees any longer.
- Select the customization type. (Example: Credit First Approver.)
- Select the employees for whom you would like to apply a customization, and click Next to proceed.
- Choose the new values, and click Apply customization.
- The applied customization will be displayed as follows:
Need Assistance?
If you have any questions or require assistance, please reach out to our support team via live chat or email us at support@briohr.com.