First of all, 【Leave Type】 is all leave types that employees can enjoy. This is the first part to set well.
There are 10 built-in common leave types in the system: Annual Leave, Personal Leave, Long Service Leave, No Pay Leave and Compensation Leave).
If you need some leave types which are not in the system, you can add in by clicking 【+ Add】.
Operation Steps:
Click【+ Add】on the upper right hand corner > finish relevant settings in the page 【Add-Leave Type】> Click 【Save】
Relevant Settings Details:
Name: self-defined name
Leave Code: English abbreviation, to help the system to mark this leave type
Unit: decide this leave type is calculated by day or by hour
Paid Leave: decide this leave type is paid leave or no pay leave. If it is paid leave, switch it on to blue; If it is no pay leave, switch it off to grey.
Notice ⚠️: The settings here will influence payroll calculation result. If you set leave type as no pay leave, the system will deduct salary automatically after the employee applied for this leave type. If you also use our payroll function, please make sure all settings here are completely accurate.Applicable by Employees?: Switching it on to blue represents employees can apply for this leave type. Switching it off to grey represents this leave type can only be seen and operated by HR.
Leave Balance Calculation Formula: There are 6 major calculation formulas
Unlimited Leave: the leave type without specific quota, such as no pay leave and work injury leave,etc.
One-time Leave: the leave type that the system will generate leave quota only for one time when the employee joins the company (the leave quota will not be generated by month or by year automatically). This calculation method is applicable for leave types such as maternity leave, marriage leave, paternity leave, compensation leave, and Jury Duty Leave, etc.
Calculation Based on Length of Service: this calculation method supports leave types with leave quota increasing year by year, for example, the annual leave.
Fixed Yearly/Monthly Quota: it's applicable for company's extra welfare leave, such as paid sick leave, birthday leave, company anniversary, etc. There's a fixed quota for every month/year.
Lasted Sick Leave: it's only applicable for the calculation of sick leave (>= 4 consecutive days). The system defaulted the leave quota and it cannot be adjusted manually.
AU Leave Accrued: Calculate the total amount of leave that an employee has accumulated based on their work hours and entitlements under Australian employment law.
Statutory Holiday: To track and display the available leave balance for statutory holidays. Employees who are required to take turns off for these holidays can view and request their leave based on availability.
Notice ⚠️
For detailed settings of special leave types such as sick leave, you can refer to Settings of Special Leave Types
Here is just for the basic setting of leave type. As for leave quota generation, you need to make settings in Leave Policy
The 12 system built-in leave types may not match your practical need, you can make adjustments according to your company policy one by one.
Set Up the Leave Accrued
Click【Settings】on the upper right hand corner > finish relevant settings in the page 【accumulative Leave Balance】> Choose a leave type and adjust how work hours increment or decrement the accrued leave balance > Click 【Save】
After you added or adjusted all needed leave types, you can start the Second step of Leave setting: Determine Leave Policy.
Must-Read for Leave Policy Setting
Simply put, leave policy is the rules of how the company gives the right of rest to staff. You can set different leave types for different employees with different leave entitlement in leave policy settings.
There's a built-in leave policy template in the system and you can edit it directly to save time. You can also create multiple leave policies. There are 5 steps of leave policy setting:
Set Policy Name
Set Working Days, Working Hours Per Day and Public Holidays
Check Public Holidays
Add Leave Type and Leave Application Settings
Check Policy Overview and finish policy setting
It takes a lot of time to finish a set of policy settings. With that in mind, the system provides default settings in every step. It aims to help you finish the creation of a set of policies in a few minutes, and then come back to edit every detailed setting.
Detailed five-step explanation of Leave Policy Setting:
Step 1
Set Policy Name：It aims to help you distinguish different leave policies quickly when you have any sets of leave policies. Click [Add] on the upper right-hand corner, input [Policy Name] in the pop-up page and press [OK].
Step 2
On the page of Leave Management, set Working Days, Working Hours Per Day and Public Holidays. Click [Next] when you finish setting.
Working Days: It is to help the system identify working days and rest days when employees ask for leave and decide if there's a need to deduct leave balance
Working Hours Per Day: System usually calculates working hours according to standard 8 hours
Public Holidays: choose your corresponding states to allow the system generate the correct public holiday for your employees
Step 3
Get in the page of checking Public Holidays, the system will generate a list of public holidays this year. There will be marks for Statutory Holiday and Public Holiday. We suggest you use the default setting when you create a leave policy for the first time. Click [Next] on the upper right hand corner to finish policy setting, and then come back to this page to edit detailed changes.
Notice for Editing Content of This Page:
The system will update the public holidays calendar according to Australia laws and regulations automatically every year. If your company does not need any built-in holidays, you can just unselect the checkbox. Then, the holiday will not be valid.
If you need to add other holidays, you can press the button [+ New] at the bottom left. In the pop-up page of [New-Public Holidays], input Name, Type and Date, press [Save] to finish self-defined operation.
Your operation of adding and editing holidays is only valid in this year, you need to readjust and set next year again.
Step 4
After you have finished the settings for public holidays, click [Next] to get in the page of adding Leave Type. The system built-in template has 12 default leave types. You just need to check them one by one and set the leave entitlement.
If it is a set of brand new leave policies, this page will be blank without data. You need to add the leave type by yourself.
For how to add leave type and set leave entitlement, we prepared a detailed description in the next article.
Step 5
This is the last page of adding leave policy- Policy Overview, helping you check the basic setting of leave policy. Click [Finish] and a new leave policy will be created. You can also get back to previous steps to make changes by clicking [Previous].
Last Notice ⚠️: The leave policy will be created only after you clicked [finish] in step 5. You can go back to any page to make changes after it is created. If you do not click [Finish] or the policy setting is interrupted for some reason, all established settings may disappear. So we strongly recommend you to quickly create a policy leave according to system default settings, and then get back every page to make detailed settings in stages based on the actual situation.