Length of service is a reflection of how much leave allowance an employee is given in regards to the duration of years they have been working at the company. 


This can either be based on the employee start date or the continuous start date of the employee. As an HR Manager/ Administrator, you can define which date the length of service should be based upon in the 'Leave Start Date' field. 




Contents:


What is Length of Service based upon?


There are two date fields that auto calculates the Length Of Service applicable to the employee. Theses are listed below:


1. Job Start Date


The Job Start Date defines the start date of the employee current employment. If the Start Date is in the future, the Employee Status will be set to Joining. Joining Employees cannot log into the system, and can only be accessed by users with the HR Manager role. The status will automatically change to Active on the Start Date, thereby granting them access to the system if configured to do so.


2. Continuous Start Date


Continuous Start Date defines the Start Date from which Continuous Employment is measured.


Where Is Length Of Service Configured?


The Length of Service is configured on two places on the system; the employee and the leave profile.


1. The Employee


When an employee is added to system; whether by manual registration, integrated import (Office 365 or G-Suite), or CSV import. The start date of the employee can be defined in all methods of user registration.





Job Start Date and Continuous Start Date are fields also supported when adding users by the CSV import process.  Finally, the employee's start date can also be edited on the employee profile and the user profile, after registration.




2. Leave Profile


The Length of Service is configured under Leave Admin, by first selecting the Leave Profile you want to add Length of Service entitlement to, going to the Entitlement Settings tab and locating the sub-tab for Options.

Here you can define how many years an employee has to be in a company for, to be awarded the additional entitlement.  As you can see in the illustration you have have many Length of Service increments.



A new tab the appears to allow you to configure what the entitlement at that Length of Service should be.  This can be either annual or accrued allowance but must be the same allowance type as the default entitlement.


How Is Length Of Service Calculated?


The Length Of Service is calculated based upon the Employee Start Date/Continuous Start Date and the Leave Profile Start month. This value can be pro-rated if necessary.


eg.


Alice has a Start Date of 20-12-2011, therefore on 20-12-2016, she would have been at the company for 5 years. Under her Leave Profile, there is an entitlement for 4 years of service and 5 years of service. On As Alice's Leave Profile, start month is January 2017. She will not be on the 5-year entitlement until 1st January 2017, although her 5 year anniversary is 20-12-2016. 


Pro-rated length of service entitlement can be configured in 4 different ways:


  • None

    • In this case, the allowance is not pro-rated. 

      • The amount of allowance allocated to an employee is based on the number of years that employee has been in employment for at the start of each leave year. If the employee’s anniversary falls within that year, then the increased entitlement does not kick in until the following year.

  • Months

    • In this case, the additional allowance is pro-rated based on the number of full months between the employee’s start date anniversary, and the end of the leave year. 

      • In our above example, the employee’s 1st year anniversary is 3rd April 2016, so the number of full months remaining in the leave year span from May until December, which is 8. Since the employee is entitled to an additional 10 hours in the second year of service, the total amount of allowance will 150 hours +  8/12 of the additional 10 hours. 150 + (8/12*10) = 156.67 hours.

  • Months (Inclusive)

    • In this case, the additional allowance is pro-rated based on the number of months between the employee’s start date anniversary, and the end of the leave year, inclusive of the anniversary date. 

      • In our above example, the employee’s 1st year anniversary is 3rd April 2016, so the number of inclusive months remaining in the leave year span from April until December, which is 9. Since the employee is entitled to an additional 10 hours in the second year of service, the total amount of allowance will 150 hours +  9/12 of the additional 10 hours. 150 + (9/12*10) = 157.5 hours.

  • Days

    • In this case, the additional allowance is pro-rated based on the number of days between the employee’s start date anniversary, and the end of the leave year. 

      • In our above example, the employee’s 1st year anniversary is 3rd April 2016, so the number of days remaining in the leave year span from 3rd April 2016 until 31st December 2016, which is 272. Since the employee is entitled to an additional 10 hours in the second year of service, the total amount of allowance will 150 hours +  272/366 of the additional 10 hours. 150 + (272/366*10) = 157.43 hours. (Note that 2016 was a leap year, hence the 366 days).


Note that users with appropriate access rights can find a breakdown of Employee Allowances through the Org Admin menu, selecting an employee and viewing Leave Allowances.


Changes made to the entitlement settings on the leave profile will not affect the employee's allowance until the allowance calculator is used. The Allowance Calculator is also used to prorate an employee's allowance.


For further information regarding allowance entitlement, please see here.