Once you have all the leave types on the system that you need (such as annual leave, study leave, sick leave etc.), you will need to create entitlement policies that set the number of days of that leave type employees are entitled to. You can then assign these entitlement policies to the company as a whole or to individuals. This means that if you have some individuals on 16 days annual leave and others on 20 days annual leave, you will need to create 2 entitlement policies.
This can be done by going to Settings > Leave > View (next to the leave type) > Create Entitlement Policy. The following information can be entered:
Custom name
Click Use custom name? if required, and then enter the Custom name.
If a custom name is not used, the system will use the number of leave days as the name in the case of a fixed entitlement, or it will use a name such as “1 hour per 25 worked” in the case of leave accrual based on hours worked (discussed below).
Use hours worked
If you tick the box next to Use hours worked for accrual (casual staff), you will have the option to enter the number of hours an employee should work in order to earn one hour of leave.
For example, if it has been agreed that they earn 1 hour of leave for every 17 hours worked, you should enter 17 next to One hour of leave for every _ hours worked.
Please note: that the Use Hours Worked feature should only be assigned to hourly-paid employees. A fixed salaried employee will not accrue leave when assigned to an entitlement policy with the Use Hours Worked feature enabled.
Fixed entitlement
If you do not tick the box next to Use hours worked for accrual (casual staff), the following options will remain visible:
- Default entitlement: enter the number of days to which the employees are entitled per cycle.
- Entitlement only available after: If the entitlement will only become available after a certain period of the employee working for the company, you can set that by entering the number of months in this field. Please note that the number of months entered here must be less than the cycle length for this leave type.
- Use upfront accrual?: Set this checkbox if employees receive all their leave days at the beginning of the leave cycle. If employees earn leave as they work, leave this unchecked.
Leave expiry
Regardless of how the entitlement is determined, you can tick the box next to Allow leave to be carried forward to next cycle? if you want that option to be available to employees. If you tick the box, you will also have the option to select the Limit type:
- “No Limit”: all unused leave days will be carried forward to the next cycle.
- “Percentage of balance”: the maximum number of leave days that can be carried forward to the next leave cycle will be calculated as the specified % of the employee’s leave balance. You must enter a number from 1 – 100.
- “Percentage of entitlement”: the maximum number of leave days that can be carried forward to the next leave cycle will be calculated as the specified % of the employee’s leave entitlement. You must enter a number from 1 – 100.
- “Fixed number of days”: the maximum number of leave days that can be carried forward to the next cycle will be a specified number of days.
Cycle-Specific Rules (Advanced)
You can configure these for cases where an employee’s entitlement is determined by their current leave cycle (i.e. they do not necessarily get the default entered above) and where the box next to Use hours worked for accrual (casual staff) has not been ticked.
For example, in a situation where the company default is 15 days, but employees are only entitled to 10 days for their first two cycles, you would create a rule with the following values:
| First cycle | Last cycle | Entitlement |
|---|---|---|
| 1 | 2 | 10 |