Leave Type and Rules
Last updated
Last updated
Under the leave rules of leave management, the system has already set up ten leave types: compensatory leave, sick leave (paid), annual leave, maternity leave, paternity leave, compassionate leave, jury service leave, no paid leave, statutory sick leave and statutory leave.
Administrators can use the "Edit" function on the right to modify holiday rules, set which holidays apply to which employees, configure leave request methods, quota issuance, balance deduction rules, etc.
In addition to holiday types other than those in the system, you can also add new holiday types through the "Add Rule" function on the upper right side, to in line with the company's holiday management system.
Operation steps: [Leave] > [Leave Settings] > [Add Rule]
① Set "leave rules": First fill in the name and description of the leave type, set applicable employees, holiday units, leave request methods and other settings. For detailed instructions, please refer to "2.1 Description of Leave Rules", and then click "Next".
Please note: Administrator need to select the holidays for appropriate employees before the system will apply the holiday settings to the employees. In addition, administrator can also set conditions for leave application. For example, employees must pass the probation period before they can apply for vacation.
② Set "Leave Granting Rules": If the issuance of leave quota is turned off, there will be no limit on the leave quota and employees can enjoy it upon application; if there is a limit on the issuance of leave quota, this option will be turned on.
For detailed instructions, please refer to "2.2 Description of Leave Granting Rules". After the settings are completed, click "Next".
③ Set "Leave Clearing Rules":
If the company allows employees to save their leave and carry it to the next year, you can set whether the outstanding leave will be cleared at the end of the period in the Leave Clearing Rules, and how long the remaining leave in the previous period can be extended.
The system also allows administrators to set the validity duration of the leave. For detailed instructions, please refer to "2.3 Description of Deduction Rules". After the settings are completed, click "Save".
This part of the description includes various instructions on leave rules, issuance rules, deduction rules, etc., which involved in the operation steps of leave rules.
Leave Type Unit Leave Application Unit Method of Calculating Leave Duration Method of Calculating Leave Duration - Case Example Limit Leave Days/Hours Used for Each Leave Application Leave Entitlement For New Joiners Time-limited submission Leave Can Be Overdraft
【Leave Type Unit】 The leave unit can be selected in days or hours. The unit for requesting leave is related to the method of requesting leave.
【Leave Application Unit】 You can apply for leave on a daily basis, a half-day basis, or an hourly basis.
(1) Apply by day: Select the leave time in units of one day, and attendance will be calculated by day.
(2) Apply by half-day: it is divided into automatic conversion based on shift and customized, and attendance calculated based on day. ① Automatic conversion based on shift: Automatically convert the number of leave days based on the attendance time setting of the shift. ② Customized definition: The management employee manually sets the number of leave days corresponding to the half-day in the morning and afternoon. The total number of morning and afternoon conversions should be 1.
(3) Apply by hour: Select the leave time in hours, and attendance will be counted in hours.
【Method of Calculating Leave Duration】 The calculation method of leave duration can be based on working days or calendar days.
The length of leave is calculated based on working day. The length of working days is based on the standard attendance time. The system will identify non-working time within the shift, such as rest time, non-scheduled weekends, statutory holidays, etc., and the calculation of the length of leave will be automatically deducted.
The long leave time is calculated based on the calendar day. A calendar day is 24 hours long, from 00:00 to 12:00 in the morning and from 12:00 to 23:59 in the afternoon. The leave period will not be reduced from non-working time, including rest days, and the leave period is as long as the requested leave.
【Method of Calculating Leave Duration - Case Example】 (1) Case 1 - leave application unit: Half-day request Half-day conversion standard: automatic conversion based on shift How to calculate the length of leave: Calculate based on working days
If an employee applies for a half-day leave in the morning, the system automatically applies for a 3-hour leave from 09:00 to 12:00 according to the shift. The length of leave is converted to 0.38 days (3/8=0.375, keep 2 as a decimal); if an employee applies for a half-day leave in the afternoon, the system automatically applies for 5 hours of leave from 13:00 to 18:00 according to the shift, the length of leave is converted into 0.63 days (5/8=0.625, round up to 2 as a decimal).
(2) Case 2 - leave application unit: Half-day request Half-day conversion standard: customized, 0.5 days in the morning, 0.5 days in the afternoon Conversion method for leave duration: Calculate based on working days
If an employee applies for a half-day leave in the morning, the system will ask for 3 hours of leave from 09:00 to 12:00 according to the shift, but the leave duration is converted into 0.5 days; if an employee applies for a half-day leave in the afternoon, the system will apply for 5 hours of leave from 13:00 to 18:00 according to the shift. The length of leave is converted into 0.5 days.
【Limit Leave Days/Hours Used for Each Leave Application】 When the company has a single leave time limit, the limit will be turned on.
If the leave method is day or half-day, the leave duration limit is in days. For example, the duration of a single leave shall not be less than half a day and shall not exceed 4 days at most.
If the leave method is hourly, the leave duration limit is in hours. For example, the duration of a single leave request shall not be less than 0.5 hours and shall not exceed a maximum of 8 hours.
【Leave Entitlement for New Joiners】 Leave for new employees refers to when new employees can take leave or under what conditions they can take leave.
Leave is allowed since day 1: employees can enjoy it after joining the company
Leave is only allowed after probation: Employee can take leave after pass probation period
Customization: Customize how many months after joining the company employee can take leave. After setting, the effective time will be calculated based on the joining time of the employee file.
【Time-limited submission】 Limited time submission means that employees need to submit leave applications a few days in advance. This setting is associated with the approval module. Early application rules such as resubmission of applications are set under Approval.
【Leave Can Be Overdraft】 Set leave can be overdrafted, which means employees are allowed to take leave for longer than the current holiday balance, and the holiday balance can be a negative number. Please note: This configuration item will have no effect when the leave quota is unlimited.
Balance granting method Allocation rule Will not be granted until having joined for certain period Leave will not be granted if the accumulated leave balance has reached to certain number Maximum value accrued of quota granted Block leave
【Balance granting method】 The system provides 7 balance granting method. After the leave balance granting rules are modified and stored, the balance will be distributed in a new method in the next cycle.
【Allocation rule】 To align with the company's annual leave policy, which may increase based on the year of joining or length of service, the system allows administrators to set corresponding rules according to company requirements. The system provides 6 types of allocation rules for calculating the amount of leave types enjoyed by employees. (1) Fixed quota: Each employee is given a fixed number of days of leave per year (2) According to the social work years (total years of participation in work): the leave quota is allocated according to the service length of the employee file (3) According to the years of employment (years of service in the company): The leave quota is allocated based on the length of service in the company in the employee file. (4) Add up the social work years quota and years of employment quota: the leave quota is allocated based on the length of service in the employee file and the company’s service years (5) The larger number will be applied from the social work years and the years of employment: allocate the leave quota according to the length of service in the employee file or the company's service years, whichever is greater (6) According to the year of employment with corresponding job grade
【Will not be granted until having joined for certain period】 After activation, you can customize the number of years/months/days that employees have been employed and the amount of leave will be granted. This setting will take effect after being turned on. The system allows you to set restrictions or conditions for issuance, such as a certain period of time before being granted leave, etc.
【Leave will not be granted if the accumulated leave balance has reached to certain number】 The upper limit of the effective balance, that is, the effective leave amount shall not exceed this amount. After reaching this amount, it can still be distributed, but the balance will not exceed this amount. When turned on, this setting takes effect; when turned off, distribution is unrestricted.
【Maximum value accrued of quota granted】 The maximum cumulative number of payment quotas, that is, the maximum cumulative payment amount of this type of leave for employees starting from the date of joining. If it reaches or exceeds the limit, no more leave will be issued. This setting takes effect when turned on, and there is no limit when turned off.
【Block leave】 Some companies may require employees to take block leave every year, that is, employees must take a specific number of consecutive days of leave every year. If you want to make this setting, you can turn on "Block leave" and set the minimum number of consecutive working days of leave that employees can take each year. Later, the administrator can also check whether colleagues who need to take mandatory annual leave have met the relevant conditions on the "Leave Balance" page.
After setting the leave granting rules, next will be the setting of leave clearing rules, including whether the quota will be cleared or the retention time will be extended after the leave period expires. After the setting is completed, the system will automatically deduct the remaining leave quota.
The clearing rules for the 6 different leave granting rules are different:
(1) Annual leave granted in one lump sum / Annual leave granted by monthly ① Clear at the end of each cycle, clear directly ② If it is not cleared at the end of each cycle, the validity period of the holiday balance will be extended and the upper limit of the amount that can be extended will be set. ③Permanently valid
(2) Automatically distribute once a month ① One month from the issuance date, after the validity period expires, the balance retention period can be customized ②Permanently valid
(3) Manual issuance ① According to calendar year (January 1st - December 31st), after the validity period has expired, the balance retention period can be customized ② Based on 12 months from the anniversary of joining the company in that year, after the validity period expires, the balance retention period can be customized ③ One month from the issuance date, after the validity period expires, can customize the balance retention period ④Permanently valid
(4) Overtime hours are automatically included in the balance (adjustment of leave) ① Invalid at a fixed time every year, customize the date ② It will be invalid after a few days of overtime work or customize the number of days. ③Permanently valid
(5) Grant according to employee's birthday ① The last day of the month of birthday ② It will be invalidated after a few days of issuance or customize the number of days. ③ Permanently valid
(6) Grant according to statutory holidays or public holidays ① It will be invalidated after a few days of issuance or customize the number of days. ② Permanently valid
Administrators can use the "Edit" function to modify the leave rules of the system's default leave types and set leave applicable to the company. The following will show how to set annual leave and unpaid leave by example.
For example: The company stipulates an annual leave system. Employees who have been employed for more than 3 months are entitled to annual leave. To take annual leave, they must submit an application 3 days in advance. They must take at least 1 day, and can take up to 5 consecutive days at a time. The company distributes annual leave uniformly on January 1 every year, and the amount that employees enjoy in each annual leave cycle is calculated based on their service year at the company. Employees with cumulative service experience of less than 1 year are entitled to 8 days of annual leave; employees with cumulative service experience of 1 year but less than 2 years are entitled to 9 days of annual leave; employees with cumulative service experience of 2 years or more but less than 3 years are entitled to 10 days of annual leave; Those who have reached the age of 3 years are entitled to 11 days of annual leave. The balance of untaken annual leave in the current year can be extended for one month. The setting operation is as follows:
Operation steps: ① [Leave] > [Leave Settings] > Annual Leave > "Edit"
② The system presets the Leave Application Unit: Daily Method of Calculating leave duration: by working days (i.e. shift length) Manually enable "Limit Leave Days/Hours Used for Each Leave Application": 1 day ≤ single leave request ≤ 5 days Leave Entitlement For New Joiners: Leave is only allowed after probation Manually enable "Time-limited submission": set required to apply for leave 3 day(s) in advance Click "Next" ③ Enable "Leave Granting Rules" Balance granting method: Annual leave Entitlement issue once per year Granting period: January 1 every year Granting date: Start Date of the Granting Period Allocation rule: Quota allocated according to the years of employment (0) years ≤ seniority < (1) years, you are entitled to (8) days of vacation (1) years ≤ seniority < (2) years, entitled to (9) days of vacation (2) years ≤ seniority < (3) years, entitled to (10) days of vacation (3) years ≤ seniority < (4) years, enjoy (11) days of vacation Manually turn on "Will not be granted until having joined for certain period": Set it to be paid after 3 months of employment. Click "Next" ④ Set the "Leave Clearing Rules", and the Leave Balance within the Existing Leave Cycle could be Extended to 1 month. Then there will be no zero selection at the end of each cycle (the next time the holiday is issued). The balance within the cycle can be extended to one month after the end of this cycle. There is no upper limit to the amount that can be extended. Click "Save"
For example: The company's personal leave system stipulates that all employees (not limited to probationary or regular employees) can take unpaid leave, if necessary, after joining the company. The unpaid leave must be at least half an hour and no longer than 3 days at a time. Generally, the application is made one day in advance. The setting operation is as follows:
Operation steps: ① [Leave] > [Leave Settings] > No Pay Leave > "Edit" ② The system presets the Leave Type Unit: request by hour Calculation method of leave duration: By working days (i.e. shift length) Manually enable "Limit Leave Days/Hours Used for Each Leave Application": 0.5 hours ≤ single leave duration ≤ 24 hours (The standard attendance time of the shift in this example is 8 hours, then the total number of hours in 3 days = 3*8 = 24 hours) Leave Entitlement For New Joiners: Leave is allowed since day 1 Manually enable "Time-limited submission": Required to apply for leave 1 day in advance Click "Next" ③ Do not enable the issuance of vacation quota, that is, there is no limit on vacation quota. Employees can enjoy personal leave by applying ④ Click "Save"
Operation steps: [Leave] > [Leave Settings] > Click "Delete" under the corresponding leave operation Click "Confirm"
Please note: If there is an employee’s leave record under this leave type, it cannot be deleted!
You need to go to [Attendance] > [Attendance for the month] > [Leave Records], find the employee leave records for this type of leave, and click "Delete"
After deleting employee leave records, go back to [Leave] > [Leave Settings] to successfully delete the Leave type.
This leave balance and quota usage record of all employees will be cleared after deletion and cannot be recovered. Please operate cautiously!
If you need to set holiday rules in different languages, you can click the "Globe" icon on the right, and then follow the instructions to enter the display names corresponding to different languages. After entering the relevant information, you will see the set display name in the corresponding language interface.
