This is the representation of an employee’s contractual entitlement to absence. It covers whether an absence allowance is fixed, accrues over time (and in which time period) or a combination. Sickness tracking and optional additional allowances can also be defined here as well as working hours and approval flows.
Full time UK
Part time UK
Mon - Weds Australia
The allowance is the absence entitlement to be managed. It can be considered a bucket which is refilled either once per leave year, or on an accrued basis. Some of its balance is emptied each time a deducted leave request is approved.
Length of Service
An Allowance entitlement based upon job start date. This can be prorated. When a Length of Service increment is set an additional tab appears on the Leave Profile in which to define the changed entitlement. Multiple Length of Service increments can be specified
Absence requests follow the approval workflow defined on the employee’s Leave Profile. There must be at least one approver defined but there can be multiple approvers and multiple levels of approval. At least one approver will be defined as the primary approver.
All Primary Approvers are notified by email that a request is awaiting approval. They will also see outstanding approvals in their dashboard by default. Secondary approvers will need to click to show additional requests
Public Holidays Profile
These are set up under by a user with the Admin role under Process Configuration, Public Holidays. They are assigned on a Team Profile. Default sets of Public Holidays are available for most countries and always published 2 years ahead. Custom holidays can also be maintained if desired.
Carry Over refers to any unused allowance from one leave year and how it should be handled in the following leave year. Each Leave profile configures the rules for whether it is allowed, a maximum value and a use within period. Carry Over Debt refers to how the system should handle a case where an employee has taken more leave than their entitlement in one leave year and whether this deducts from the following year’s allowance.
Bill has 20 days annual leave but only took 15 last year.
The system allows carry over, so Bill has 20+5 days annual leave this year.
TOIL (Time off in Lieu) refers to compensation time claimed by employees where permitted on their Leave profile, for work done outside normal working time which results in an adjustment to their standard leave allowance. Settings on the Profile form determine whether and how much TOIL can be carried over from one leave year to another. Where desired the name of this allowance can be amended under System Config, General Settings, Leave Settings.
Bill worked last Sunday to provide emergency cover.
Bill has a team profile which allows him to claim so he submits a request for 1 day of TOIL which has the effect of allowing him 1 additional day of leave.
Managers have an ability to create pre-approved absence requests on behalf of staff in their team(s). It can be found under Leave Admin, Request History. Such requests will normally be retrospective, especially when getting onboard with the service midway through a leave year, but they can also be used to book time off for future dates.
There are several dimensions to reporting depending on whether you need to report on employee profile data (see Reporting, HR Reports), absence data (see Reportng, Leave Report Builder), Sickness periodicity (see Reporting, Bradford Factor), an extract of organisation data and absence records (see Reporting, Data Export), or periodic summaries of absences (configured under Reporting, Digest Email Notifications),
Most notification emails for absence requests can be customized by a user with the Admin role under Process Configuration, Email Templates.
Leave Types can be customized by a user with the Admin role under Process Configuration, Leave Types. A collection of defaults is available to be loaded if desired and/or custom values added.. These are used when composing a request for absence. Each Leave type is set either to be Deducted (request an absence of this type will reduce the relevant allowance) or Non-Deducted in which case the duration of the absence will have no impact on the user’s allowance for the relevant leave year..
Sickness Types can be customized by a user with the Admin role under Process Configuration, Sickness Types. A collection of defaults is available to be loaded if desired and/or custom values added. These are used when composing a request for absence.
This is a 12 month period starting at the defined Leave Year Start Month. Moving the Leave Year Start Month can only be achieved by growing or shrinking an existing Leave Year. This can be done by a user with the Admin role under System Settings, Leave Settings. For any system with existing data this should only be done in conjunction with the Adjust Allowance Range tool found under Leave Admin.