A Guide to Using the Leave Module

Updated on Nov 25, 2024

Leave Module Pre-requisutes

Leave Types: Define different leave types (e.g., vacation, sick leave) with specific codes, descriptions, units (days/hours), default amounts, and reset intervals.
Company Leave Policy: Document unique policies for each leave type, including eligibility criteria, accumulation rules, and carryover limits.
Leave Type Unit & Default Amount: Set whether leave is measured in days and determine the default entitlement for each type.
Use Leave Type Default: Decide if the default amount applies when additional rules don't.
Apply To: Specify gender applicability (e.g., paternity leave for men, maternity leave for women).
Years of Service Required: Define probationary periods before eligibility.
Process Employees with Less than Required Service: Set exceptions for early access to leave.
Accumulate Unused Leave & Accumulate Days per Year: Determine if leave accumulates annually and set accumulation limits.
Calculate Return Date: Establish how return dates are calculated, considering weekends and holidays.
Leave Reset Interval: Specify how often leave balances reset (e.g., monthly, yearly).
Additional Settings:
Use Leave Type in Entitlement Calculation: Include/exclude leave types in entitlement calculations.
Automatically Post Leave Entries: Enable/disable automatic posting of leave approvals.
Leave Rules: Configure accrual and entitlement rules for cumulative (e.g., vacation) and non-cumulative (e.g., bereavement) leave types.
Overrides: Allow special configurations for specific employees or scenarios.
Scheduler: Automate tasks like leave calendar generation, entitlement management, and posting leave entries.
Opening Balances & Leave-Payroll Links: Enter initial leave balances during implementation and link leave records with payroll for accurate deductions or payouts.

Roles

Employee

Role: An individual who works for a company and is eligible for various types of leave. They can apply for leave through the HRplus Employee Self-Service (ESS) portal or have an HR representative submit a leave request on their behalf.

HR Leave Administrator

Role: Works in the human resources department and manages employee leave requests. They can enter leave requests for employees, approve or reject leave applications, and generate leave reports. Responsibilities include setting up workflows, defining leave types, and troubleshooting system-related issues.

Direct Supervisor

Role: Oversees an employee's work and approves their leave requests. They receive notifications of leave applications and can approve or reject them using the Manager Self-Service portal.

HR Manager

Role: Oversees the HR department and has the authority to approve leave requests. They receive notifications about leave applications already approved by the direct supervisor and make final decisions on approval or rejection.

Steps	Description
Step 1	Leave Setup:
	Leave>>Leave Setup>>Leave Types Leave>>Leave Setup>>Leave Types>>Link Leave Types to Companies Leave>>Leave Setup>>Vacation and Other Cumulative Leave Rules Leave>>Leave Setup>>Non-Vacation/Non-Cumulative Leave Rules Leave>>Leave Setup>>Leave Not Earned Rules Leave>>Leave Setup>>Leave-Payroll Links Leave>>Leave Setup>>Maternity Leave for Salaried Employees Only Leave>>Leave Setup>>Post Leave Type Against Another Leave>>Leave Setup>>Return Date Parameters Leave>>Leave Setup>>Scheduler Leave>>Leave Setup>>Calendar Setup>>Create Calendar
	Leave Types	Multiple Leave Types can be created to accommodate several categories of leave that employees can request. Leave Types adhere to specific rules that may be overridden in different areas of the module. Leave is processed as follows: Leave Types - default values applied first Leave Rules - where applicable these rules override the default Leave Types. Leave Overrides - Further overrides may apply if available, superseding both Leave Rules and Types. How to set up a new leave type? How to set up different Leave types(examples)
	Link Leave Type to Company	Select Leave Types to link to your company. How to link a Leave Type to a Company?
	Leave Rules	Set up Leave Rules for varying types of leave. How to set up Vacation and Other Cumulative Leave Rules? How to set up Non- Vacation /Non-Cumulative Leave Rules? How To Set Up Leave Not Earned Rules
	Leave - Payroll Linkages	Define payment rules for specific rules for specific leave types. Posted Leave Taken transactions automatically generate cycle changes for relevant pay cycles. How to set up Leave - Payroll Linkages How to set up Leave-Payroll Linkages for No Pay Leave for a Salaried Employee?
	Maternity Leave for Salaried Employees Only	Define the rate at which salaried employees are paid for Maternity leave. The leave transaction generates cycle changes for the relevant pay cycle. How can I manage Maternity Leave Payments for Salaried Employees?
	Post Leave Types Against Another	Define rules for leave which exceed the allotted entitlement to be posted against other leave types according to company policy. How To Post Leave Types Against Another
	Return Date Parameters	Leave rules may vary by Job, Pay Group, or Shift Status, and can be defined to determine accurate Return Dates for employees on Leave. How To Set Up Return Date Parameters? How To Turn Off Automatic Calculation Of Return Dates
	Scheduler	The Scheduler automates essential Leave Module tasks, ensuring leave data remains up-to-date and calculations are performed regularly. Three options that can be managed are: The Leave Calendar The Automatic Posting of Leave Managing Leave Entitlements How do I Set Up the Scheduler?
	Calendar	The Calendar must be set up and holidays flagged. The Calendar can be created manually or automatically. Review flagging of holiday yearly. Setup is only required once and can be done via the Leave or Payroll modules. How do I set up the Calendar? How to remove a Holiday from the Calendar
Step 2	Leave Overrides:
	Leave>>Leave Overrides>>Opening Balances Leave>>Leave Overrides>>Vacation and Other Cumulative Leave Rules Leave>>Leave Overrides>>Non-Vacation/Non-Cumulative Leave Rules
	Opening Balances	Update opening leave balances for all employees. Opening balances help carry forward cumulative leave (e.g., vacation) and future leave calculations. One opening balance record per leave type is permitted for each employee. Opening balances, must be entered for a specific date, followed by a required recalculation of leave balances. How to use the Opening Balances? How To Upload Opening Balances Using HR Plus Templates How To Delete Opening Balances
	Leave Overrides	Administrators can use Leave Overrides to create exceptions to the standard leave rules for specific employees or groups. This is useful for handling unique situations not covered by the general rules. The Scheduler first checks for Override records related to these rules, if found these will be used for calculations. Otherwise, standard rules apply for calculations. How To Set Up Leave Overrides For Vacation And Other Cumulative Rules How To Set Up Leave Overrides for Non-Vacation/Non Cumulative Rules How to set up Leave Overrides for Employees On and Off days
Step 3	Leave Transactions:
	Leave>>Leave Transactions>>Recalculate Leave Balances Leave>>Leave Transactions>>View Leave Entitlements Leave>>Leave Transactions>>View Projected Leave Entitlements Leave>>Leave Transactions>>Leave Taken Leave>>Leave Transactions>>Pay in Lieu Of Leave Taken
	Recalculate Leave Balances	Leave is recalculated nightly for the current year, and previous year balances are unaffected. To affect prior year's balances, recalculate employee leave without specifying a leave to date. To project leave for a specific date, enter that date in the recalculation screen to view the results on the projected leave entitlement screen specific to the user. How To Recalculate Leave Balances?
	Leave Entitlements	View employee's leave entitlements. How To View Leave Entitlements? How To View Projected Leave Entitlement
	Leave Taken	Record Leave Taken by employees and request leave for future dates. HR representatives can enter leave request on behalf of employees. How To Use Leave Taken? How to use Leave Taken - Maternity (example) How to use Leave Taken - No pay (Example) How To Edit Or Delete Leave Taken How to use Leave Taken - Time Off ( Example) How To Enter A Pay In Lieu of Leave Taken
	Projected Leave Entitlements	Analyze projected leave balances based on accrual rates and future dates. How To View Projected Leave Entitlement
Step 4	Punctuality:
	Leave>>Punctuality>>Late Records - Detailed Leave>>Punctuality>>Late Records - Summary
	Late Record	Track employees' tardiness and corrective measures taken. How To Create A Late Record - Detailed How To Create A Late Record - Summary
Step 5	Leave Workflow:
	System Configurations>>Workflow>>Company-Workflow Links System Configurations>>Workflow>>Workflow Definitions System Configurations>>Workflow>>Workflow Roles Personnel>>Personnel>>Employees>>Contact Info My Benefits>>My Leave>>Entitlements My Benefits>>My Leave>>Pending Requests My Benefits>>My Leave>>Rejected or Voided Requests My Benefits>>My Leave>>Leave Taken Home>>Notifications
	Leave Workflow	Setup user-defined steps to process leave. How To Set Up A Leave Workflow
	Workflow Definitions	Setup general workflow parameters. How To Set Up Workflow Definitions
	Workflow Roles	Identify appropriate person(s) to send Leave Request to for approval. How To Set Up Workflow Roles
	Notifications	Setup contact info for all employees to receive notifications. How To Set Up Notifications in Leave
	Self Service Leave Request	The Self-Service portal enables employees and managers to actively participate in the leave management process. Employee Self Service: Employees can submit new leave requests, track the status of their leave requests (pending, approved, rejected), view their leave balances and history. The following can be accessed via the Self Service: Entitlements Pending Requested or Voided Leave Taken How To Apply for Self Service Leave Request - Entitlements How To Check Employee Self Service Leave Request - Pending Request? How To Check Self Service Leave Request - Rejected or Voided? How To Check Leave Taken in the Self Service
	Managers Self Service - Approve/Reject Leave Requests	Manager Self Service: Managers can approve or reject leave requests from their team members, view their team's leave calendar to anticipate potential staffing issues. How to use Managers Self-Service to approve/reject leave requests from staff?
Step 6	Leave Reports:
	Leave>>Reports>>Leave Reports
	Leave Reports	Generate various leave reports. How to generate Leave Reports?

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