Creating Leave Types-EmployWise

Creating Leave Types

This section helps you in creating/managing different Leave Types as per your Leave Policies. You can define rules for different leave types as per your leave policies, this section helps you in creating the same.

Steps for creating leave types:
A. Leave Without Pay(LWP)- This type of leave is unpaid, i.e the company do not give salary while the employee is on LWP

1. To create LWP, click Leave & Attendance in Settings section and select “Leave Types

    Leave & Attendance > Leave Types

   

2. Click “Create” Leave Type and enter the leave type name with some description.

3. For making it  LWP, Select "Yes" from the dropdown as shown below

4. If halfday is allowed select "Yes"from the dropdown

5. For allowing leave accrual adjustment during the LWP days, select yes else no in the dropdown.

   If you want accrual adjustment to occur, select the already created other leave types for which the adjustment should be done

  

6. Click "Save" and a leave type with the same name gets created.

Note: It will applicable to all the employees of your organization.

  

B. Paid Leaves: These types of leave are paid leaves.EmployWise categorizes these types of leaves into 3 categories.

Compensatory off: When an employee works on a holiday, weekly off or overtime he/she is eligible to earn special compensatory leave which must be requested in the same manner as the other types of leaves. The policies of compensatory off leave can be set while creating this category of leave

Diversity: A diversity/floating leave is an employee benefit that employers provide for employees. Paid diversity holidays allow employees to take paid time off when their practices/festivals/occasions don’t match the typical work schedule. Employers honor the needs of diverse employees when they offer diversity holidays.

Others: All the other types of leave such as Casual leave, Privilege leave, Annual leave, Short leave, Maternity leave, etc fall in this category.

Steps for creating leave types belonging to each of the 3 categories are mentioned below. Identify the category to which your leave type belongs and follow its steps accordingly.

 

i, Creating Compensatory Leave

1. Follow till step 2 of creating LWP

2. Select leave without pay dropdown as "No" and select the category as "Compensatory off"

i. For compensatory off to be credited automatically select "Yes" else "No". In case of "No" the employee has to apply for a compensatory off manually.In case of automatic, system will automatically credit the balance as per the  defined rule.

ii. Set Rules for calculating compensatory off:

Field Explanation
Is there any maximum period to avail comp off balance- Y/N Is there a maximum period before which the comp off has to be availed, if Yes give the time else No
Is there any maximum period to credit Compensatory off balance - Y/N Once employees have worked and their attendance has been marked, is there a limit on the period within which comp off should be credited to employees’ account, or not. If yes, enter the time period
   
Compensatory off can be given to an employee if he has:  
a. Worked extra hours on a working day Select the option in lieu of which you want comp off to be credited. And give the min and max hours requires to get half/full day credit
b. Worked on a company holiday
c. Worked on a weekly off

 

3. Select if half day is allowed or not and define the applicability to employees on the basis of company, business unit, function etc as shoen in the screen shot. Employees who are applicable will only be able to apply this leave type.

  

4. Define Maximum Balance Rule:

Field Explanation
What is the maximum balance of this leave, that an employee can have at any time? Unlimited: If employee can have unlimited leave balance in his/her leave account at a particular time.
Not more than: If employee cannot have more than a fixed amount of balance at a particular time. For this case, enter the maximum balance that employee can have at any time
Depends on Age/Tenure: If the amount of balance with employee depends on his/her age or tenure with the company.Define the rule as per your leave policy

 5. Set Carry Forward Rule:

Field Explanation
Can this leave be Carried Forward to next leave year? If the leave balance of this leave type can be carried forward to next leave year.
i. If Yes answer the following options else select No  
a. What is the maximum leave balance an employee can carry-forward at the end of a year from the leaves earned in that year? All leaves earned in the year: All the leaves that employee earned in the current leave year can be forwarded to the next year
Not more than: If employee cannot have more than a fixed amount of balance at a particular time. For this case, enter the maximum balance that employee can have at any time
Depends on Age/Tenure: If the amount of balance with employee depends on his/her age or tenure with the company.Define the rule as per your leave policy
b. What is the maximum balance of this leave, that an employee can have at any time? Unlimited: If employee can have unlimited leave balance in his/her leave account at a particular time.
Not more than: If employee cannot have more than a fixed amount of balance at a particular time. For this case, enter the maximum balance that employee can have at any time
Depends on Age/Tenure: If the amount of balance with employee depends on his/her age or tenure with the company.Define the rule as per your leave policy

 6. Encashable Rule: If the leave balance is encashable, i.e., if not used the leaves can be encashed or not.

To make this leave type encashable select "Yes" and enter the availing rules as per your leave policy,as shown in the screen shot:

 Encashment acn be HR Intitaed or Can be requested by an Employee

7. Select whether it can be adjusted against any other leave type, subject to approval

8. Approval Settings:

For availing this leave type specify if approval is required or not. If required select "Yes" else "No"

You can set prior approval as mandatory and can even specify if prior notice is to be given in case nuber of leave days exceeds a specified number of days. Refer to screen shot given below

You can add more rule by clicking Add more record

 9. Specify if this leave type is Gender or Family Specific

10. Set the rule for minimum and maximum number of days leave that can be taken at one time. For allowing half day enter 0 in the text box

11.Set rule for counting Prefix/Sufix or intervening weeklyoffs/holidays for a leave period. Refer screen shot

12. You can also restrict clubbing of leave types by selecting the ones which cannot be clubbed with this leave type

13. Define the maximum number of times that an employee can take this type of leave in ayear and in his tenure

14. Leave types can also be made available to employees on the basis of thier tenure in the company. You can set the tenure after which an employee is eligible to take this leave

15. For adding any declaration in this leave type select the checkbox and enter the text you want to add. this declaration will be visible to employee when applying for this leave type

16. As per your leave policy you can allow:

Can apply for leave in Previous Leave year
Can approve leave of Previous Leave year
Can Request for cancellation of leave of Previous Leave year
Can Approve cancellation of leave of Previous Leave year

by selecting "Yes" from the dropdown. If not select "No" but you can give grace time for all the above actions to be completed in that time

17. If an employee has 0 Leave balance he will not be able to apply that leave. To allow this you can allow deviations subject to approval, in which case the leave balance will become negetive

18. For allowing only confirmed employees to be eligible select the checkbox for "Only confirmed employee can apply for leave"

19. Click "Save" and the leave type gets created

You can Edit/Mark Inactive an already created Leave type by following the same steps

 ii., Creating Diversity Leave

1. Follow till step 2 of creating LWP

2. Select leave without pay dropdown as "No" and select the category as "Diversity"

3. Select if half day is allowed or not and define the applicability to employees on the basis of company, business unit, function etc as shoen in the screen shot. Employees who are applicable will only be able to apply this leave type.

  

 4. Fixed Entitlement Rule:

If a Leave type has fixed entitlement employees will be entitled specified amount of leaves every leave year . And the leave balance will get accrued after every accrual period. To make this leave type with fixed entitlement select "Yes" and enter the entitlement days and define the applicability to employees

Note: You can have different entitlements for different employees by Clicking "Add More"

i. Select the Acccrual Frequency and Accrual on from the dropdown

ii. Select whether Accrual should carry forward to the next accrual period

iii.Select if balances yet to accrue in the year can be availed

5. Define Maximum Balance Rule:

Field Explanation
What is the maximum balance of this leave, that an employee can have at any time? Unlimited: If employee can have unlimited leave balance in his/her leave account at a particular time.
Not more than: If employee cannot have more than a fixed amount of balance at a particular time. For this case, enter the maximum balance that employee can have at any time
Depends on Age/Tenure: If the amount of balance with employee depends on his/her age or tenure with the company.Define the rule as per your leave policy

 6. Set Carry Forward Rule:

Field Explanation
Can this leave be Carried Forward to next leave year? If the leave balance of this leave type can be carried forward to next leave year.
i. If Yes answer the following options else select No  
a. What is the maximum leave balance an employee can carry-forward at the end of a year from the leaves earned in that year? All leaves earned in the year: All the leaves that employee earned in the current leave year can be forwarded to the next year
Not more than: If employee cannot have more than a fixed amount of balance at a particular time. For this case, enter the maximum balance that employee can have at any time
Depends on Age/Tenure: If the amount of balance with employee depends on his/her age or tenure with the company.Define the rule as per your leave policy
b. What is the maximum balance of this leave, that an employee can have at any time? Unlimited: If employee can have unlimited leave balance in his/her leave account at a particular time.
Not more than: If employee cannot have more than a fixed amount of balance at a particular time. For this case, enter the maximum balance that employee can have at any time
Depends on Age/Tenure: If the amount of balance with employee depends on his/her age or tenure with the company.Define the rule as per your leave policy

 7. Encashable Rule: If the leave balance is encashable, i.e., if not used the leaves can be encashed or not.

To make this leave type encashable select "Yes" and enter the availing rules as per your leave policy,as shown in the screen shot:

 Encashment acn be HR Intitaed or Can be requested by an Employee

8. Select whether it can be adjusted against any other leave type, subject to approval

9. Approval Settings:

For availing this leave type specify if approval is required or not. If required select "Yes" else "No"

You can set prior approval as mandatory and can even specify if prior notice is to be given in case nuber of leave days exceeds a specified number of days. Refer to screen shot given below

You can add more rule by clicking Add more record

10. Specify if this leave type is Gender or Family Specific

11. Set the rule for minimum and maximum number of days leave that can be taken at one time. For allowing half day enter 0 in the text box

12.Set rule for counting Prefix/Sufix or intervening weeklyoffs/holidays for a leave period. Refer screen shot

13. You can also restrict clubbing of leave types by selecting the ones which cannot be clubbed with this leave type

14. Define the maximum number of times that an employee can take this type of leave in ayear and in his tenure

15. Leave types can also be made available to employees on the basis of thier tenure in the company. You can set the tenure after which an employee is eligible to take this leave

16. For adding any declaration in this leave type select the checkbox and enter the text you want to add. this declaration will be visible to employee when applying for this leave type

17. As per your leave policy you can allow:

Can apply for leave in Previous Leave year
Can approve leave of Previous Leave year
Can Request for cancellation of leave of Previous Leave year
Can Approve cancellation of leave of Previous Leave year

by selecting "Yes" from the dropdown. If not select "No" but you can give grace time for all the above actions to be completed in that time

18. If an employee has 0 Leave balance he will not be able to apply that leave. To allow this you can allow deviations subject to approval, in which case the leave balance will become negetive

19. For allowing only confirmed employees to be eligible select the checkbox for "Only confirmed employee can apply for leave"

20. Select the eligibilty for credit of leave balance, refer the screen shot below

21. Select the First period Entitlement and Round Off rules as per your leave policy

22.Click "Save" and the leave type gets created

You can Edit/Mark Inactive an already created Leave type by following the same steps

iii., Creating "Others" Leave Types

The "Others" type of Leave can further be classified into:

a. Contingent Leave: These leaves are taken on need basis that is when there is a contingency. For example Maternity, Paternity, Bereavement Leave etc. These Leave are created with no fixed entitlement i.e there is no fixed balance that accrues after every period.

For creating these types of Leaves select Leave category as "Others" and start following the steps of "Creating Compensatory Leaves" from Step No. 3

b. Fixed Entitlement Leave: Casual Leave, Annual Leave, Privilege Leaves etc. with fixed entitlements of leaves every leave year. And the leave balance will get accrued after every accrual period

Note: These types of leave can be created in a similar fashion as of Diversity Leaves.Select the Leave category as "Others" and then follow the steps of "Creating Diversity Leave"

c. Short Leave: Any Leave of "Others" Leave category can be made a Short Leave  by selecting the check box "This is a Short Leave" and by entering the leave hours. 

 

 

 

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