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Leave Entitle Plan Setup
Make sure you have completed following session(s)
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None
What is
Leave Entitle Plan
A Leave
entitle Plan is a group of settings about how to entitle Leave days (or hour/minute)
to employees automatically. In our system, you may create more than 1 Leave
entitle plan depends on your company policy. At least 1 Leave entitle plan
should be created for each Leave Type which you want the system to auto
calculate and entitle leave days to employees. Sometimes, say Annual Leave, if
your company has 2 entitle policy for different group of employees (e.g.
General staffs and Manager), you should create 2 Leave entitle plan for them.
In each
Leave entitle plan, it include 5 main components, and they are:
|
|
Brief
explanation |
|
Period |
Defines
how long as a period. Depends on Leave type, the period should be different.
For example, the period of Annual Leave (AL) should be a year, the period of
Pay Sick Leave (PSL) should be a month, the period of Compensation Leave (CL)
may also be a month if it turns monthly total OT hours into CL. |
|
Calculation |
Defines
how many days (or hours) to be entitled. Again, depends on Leave Type, the calculation
is different. For example, Annual Leave should be calculated on service year,
while Pay Sick Leave should be fixed. Compensation Leave should be auto
calculate total OT hours. Rest day may depends on how many Sunday within the
month. |
|
Entitle style |
Defines
when to entitle the calculated Leave days to staffs. For example, Staff A
will be entitled 12 annual leave days per year. Depends on your company policy, these
12 days can be entitled at the beginning of the year, year end, or even
prorated day by day within the year. |
|
Expiry |
Defines
when to auto forfeit the remain Leave days. You may make it forfeit after
certain periods or months. You can also define how many days can be carry
forward to next period (year). |
|
Balance |
Defines
how to handle Leave balance. You can define the ceiling of the Leave balance
during the period, or carry forward to next period. |
Please
follow below steps to create Leave Entitle Plan
Steps
1
In main screen menu, select the [Setup] > [Leave Entitlement]
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2
The Leave Entitle Planning setup windows will be
shown.
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3
Click the [New]
button to create a new plan
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4
Enter
the “Plan Name” and “Remark”
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5
Define
the period of the plan
|
Data Field |
Explanation |
Normally used for |
Example |
|
By Year – Common Year |
The entitlement will calculated by year with
a custom defined cutoff date. |
Annual Leave Entitlement Company Full Pay Sick Leave Entitlement |
Cutoff date: 12/31 Period will be: 2018/01/01 – 2018/12/31 2019/01/01 – 2019/12/31 … |
|
By Year – Employment Year |
The entitlement will calculated by year, each
employee’s join date will be the cutoff date |
Annual Leave Entitlement Company Full Pay Sick Leave Entitlement |
Staff A join date: 2017/06/05 Period will be: 2017/06/05 – 2018/06/04 2018/06/05 – 2019/06/04 … Staff B join date: 2017/10/01 Period will be: 2017/10/01 – 2018/09/30 2018/10/01 – 2019/09/30 … |
|
By Month – Common Month |
The entitlement will calculated by month with
a custom defined cutoff date. |
Rest Day Entitlement 4/5 Pay Sick Leave Entitlement Compensation Leave Entitlement |
Cutoff date: 99 Period will be: 2018/01/01 – 2018/01/31 2018/02/01 – 2018/02/28 … |
|
By Month – Employment Month |
The entitlement will calculated by month,
each employee’s join date will be the cutoff date |
Rest Day Entitlement 4/5 Pay Sick Leave Entitlement Compensation Leave Entitlement |
Staff A join date: 2017/06/05 Period will be: 2017/06/05 – 2017/07/04 2017/07/05 – 2017/08/04 … Staff B join date: 2017/10/01 Period will be: 2017/10/01 – 2017/10/31 2017/11/01 – 2017/11/30 … |
|
By every N days |
The entitlement will calculated by every N
days |
Rest Day Entitlement |
Staff A join date: 2017/06/05 Period will be: 2017/06/05 – 2017/06/11 2017/06/12 – 2017/06/18 … Staff B join date: 2017/10/01 Period will be: 2017/10/01 – 2017/10/07 2017/10/08 – 2017/10/14 … |
|
Fixed 1 period |
Fixed 1 period |
Statutory Holiday Entitlement Compensation Leave Entitlement |
|
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6
Select
the [Calculation] tab, define the calculation method of the plan. Different
method tells the system how many days (or hours) will be entitled for a
particular period defined above.
|
Data Field |
Explanation |
Normally used for |
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|
Fixed number of day |
Fixed entitlement. A fixed number of days will be entitled to
every period, for example : 1.
Fixed 4 days full pay SL for every month. 2.
Fixed 2
rest days for every week. |
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Company Full Pay Sick Leave
Entitlement l
Rest Day Entitlement |
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|
By Table |
Look up to the pre-defined table by service
year. User has to define the table like this :
For each period, system calculates the
corresponding service years of the employee, and get how many days to be
entitled by referring to the table. Example : 1.
Period Type : Common year (1/1-12/31) 2.
Join date : 2017/7/1 3.
Period to be calculated : 2019/1/1-2019/12/31 4.
Service years as at period end date (2019/12/31) : 2.5 years Result : 8 days |
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Annual Leave Entitlement l
4/5 Pay Sick Leave Entitlement |
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|
By counting weekday(s) |
By counting weekday(s) User has to define which weekday(s) will be
counted, say Sat & Sun. Then the system will count how many Saturday and
Sunday within the period. Example : 1.
Period : 2019/9/1 – 2019/9/30 2.
Weekday selected : Sat, Sun Result : 9 days Sometimes if there are some “special days”
(e.g. public holiday) are defined in the system, which may be the same day as
the weekday counted here. User can define which kind(s) of “special day” have
to be checked and excluded so that to avoid double entitlement. The most
common scenario of this is “Rest day” should not be entitled on “public
holiday”. |
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Rest Day Entitlement |
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|
By counting Overtime hours |
By counting Overtime hours with specific OT
type(s) User has to define which OT type(s) will be
calculated, such as “Normal OT”, and “Holiday OT”. Then the system will
calculate how many OT hours of these 2 selected OT types within the period. Example : 1.
Normal OT : 14.5 hours 2.
Holiday OT : 3 hours 3.
Other OT : 5 hours (not selected) Result : 17.5 hours |
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Compensation Leave Entitlement |
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|
By Holiday |
By “Special Day” list User has to define the date list with Holiday
Type code, say “SH”. Then the system will count how many days with same
Holiday Type code within the period. Example : 1.
“Special day” list :
2.
Holiday Type code : SH 3.
Period : 2019/2/1-2019/2/28 Result : 3 days |
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Statutory Holiday Entitlement |
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|
Table with Date range |
By a service year table with date range Look up to the pre-defined table by service
year and date range of join date. User has to define the table like this :
For each period, system calculates the
corresponding service years of the employee, and get how many days to be
entitled by referring to the table with considering join date. Example : 1.
Join date : 2017/7/1 2.
Period to be calculated : 2019/1/1-2019/1/31 3.
Service months as at period end date (2019/1/31) : 19 months Result : 7 days |
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Company Full Pay Sick Leave Entitlement |
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|
Table with Service years |
For common year calculation, look up to the
pre-defined table by service years. User has to define the table like this :
For each common year, system calculates the
corresponding service years of the employee, and get how many days to be
entitled by referring to the table. Example : 1
Common
year : 1/1 – 12/31 2
Join date : 2017/2/1 3
Period : 2017/2/1-2017/12/31 3.1
No. of
days : 334 days 3.2
Service yr : 1st year, 7 days 3.3
Entitled
days : 6.41 days 4
Period : 2018/1/1-2018/1/31 4.1
No. of
days : 31 days 4.2
Service yr : 1st year, 7 days 4.3
Entitled
days : 0.59 days 5
Period : 2018/2/1-2018/12/31 5.1
No. of
days : 334 days 5.2
Service yr : 2nd year, 8 days 5.3
Entitled
days : 7.32 days Result : Total entitled days for common year 2017 =
6.41 days Total entitled days for common year 2018 =
0.5945 + 7.3205 = 7.92 days |
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Annual Leave entitled by common year with service year calculated by
join date. |
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By checking birthday |
By checking if the employee’s birthday within
the current month. If you want to make it happen on the 1st
day of the month, you may select “Entitle at period start” option in
“Entitle
style” tab. If you choose “Prorata” option, it will be
entitled on the day of the birthday. |
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Birthday
Leave |
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7
Select
the [Entitle style] tab, then define the entitle style of the plan
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8
Select
the [Expiry] tab, then define the expiry method of the plan
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9
Select
the [Balance] tab, then define the leave balance options of the plan
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10 Click on the [Update] button to save changes.
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See also
Example
- Full Pay Sick Leave Entitle Plan (Monthly Cut Off)
Manual assign a Entitle
Plan to Employee
Manual
assign a Entitle Plan to Employee(Bulk)