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Editing Leave Details

To edit leave details for a leave type:

  1. Go to Settings > Leave.
  2. Click View next to the relevant leave type.
  3. Click Edit Details.

On this page you will be able to edit the following:

Name

The Name of the leave type can be changed, if desired. This name refers to the leave type only, e.g. annual leave, study leave, or adoption leave – and not the entitlement policy. For example, do not name your leave type “Annual 20 days” if this is the name of your entitlement policy, as this will complicate your leave management.

Leave Cycle

  • The Cycle length can be changed, if desired. We generally do not recommend making changes to the Cycle length unless it will put your employees in a better situation than with the default cycle length.

Select the Cycle start date from the drop-down:

  • Appointment date: This means that the cycle will be different for each employee and will run according to each employee’s date of appointment. For example, if an employee joins the company on 1 March, then their annual leave cycle would run from 1 March until 28/29 February each year.
  • 01 January: This means that all employees are on the same leave cycle that starts on 1 January. This means that for annual leave, all employees have a leave cycle that runs from 1 January – 31 December each year. If an employee joins on 1 March, then their first leave cycle will run from 1 March – 31 December.
  • Custom: This means that all employees will have the same calendar cycle. You will need to then enter the Custom date to indicate when the cycle starts.

Visibility

By default, all new and existing leave types will have “Everyone” selected next to Visible for. If you would like to hide this leave type from those who do not have a recent, current, or future entitlement, click the dropdown, and select “Employees with a recent, current, or future entitlement”.

Unpaid Leave

Check the Unpaid leave box in order to classify the leave as such. This will mean that hourly paid employees will not be paid if they take this leave. If fixed salaried employees take this leave, there will be a deduction from their salary for the number of days that they were off.

Show on Payslips

Check the Show on payslips box to display the particular leave type and its corresponding balance on payslips.

Leave display

By default, the leave balances on payslips are displayed in days. However, you have the option to change the display to hours instead of days. You can read more here:

  • You can also click the Show leave expiry to employees (if applicable) box to display the date when employees’ leave will expire. This will show leave that expires within the six months following the payslip date.

Show leave expiry on payslips

There are two scenarios in which expiring leave will show on payslips:

  1. You have ticked the Allow leave to be carried forward to next cycle? box within the applicable entitlement policy. The expiry date will be based on the number of months you entered in the Leave carried forward expires after _ months field. More information is available here:

    Additionally, if you have set a limit on the number of leave days that can be carried forward to the next cycle, you might see two different leave expiry dates:

    • The date on which the carried forward leave will expire.
    • The date (end of current leave cycle) when the leave days that exceed the carried forward limit will expire.

  2. You haven’t ticked the Allow leave to be carried forward to next cycle? box, and leave cannot be carried forward to the next cycle. Therefore, unused leave will expire at the end of the current leave cycle, which is also the expiry date for that leave type.

Set Minimum Balance Rule

  • Check the Set minimum balance rule box if you would like to prevent employees from going into a negative balance, or put a limit on this.
  • You’ll then be able to set a Minimum balance. For example, if employees may not go into negative, the minimum would be 0.
  • You have the option to allow certain users to override the rule and approve leave anyway. You can do this by selecting the relevant user types from the Allow rule override drop-down.
    • If this is set to “Not Allowed”, and an employee tries to make a request taking them below the limit, they will be shown an error message and prevented from submitting the request.
    • If the override is allowed, the employee will see a warning message but will be able to continue with the request. The allowed user can then approve the request if appropriate.

Hide Balances in Self-Service

Check the Hide balances in Self-Service? box if you would like to prevent leave balances from being viewable in self-service for this leave type. Employees will still be able to submit leave requests.

Set minimum balance rule error message

If you have the Set minimum balance rule set up, the balance will still show in the error message if the leave request exceeds the balance set. The balance will also continue to show on the payslips until that is disabled separately as discussed in the Show on Payslips section above.

Save

When you are satisfied with the way that the leave type is set up, remember to click Save.