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Annual leave Management

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Leave Regulation Definition:

The Leave Regulations page allows you to set regulations for the annual leave, sick leave, official holidays, and other leaves.

Balance Opening

There are 3 types of Balance Opening you can use in People365: Calendar, Employment, and Monthly. Below you will find a description for each type:

Accordingly, you may select in People365, the option that fits your policies to open the Annual Leave Balance. Below is a screenshot showing the “Calendar Year” selected.

Leave Type:

Indicates the type of the leave. It displays the different leave types (using the group related to the leave type definition) related to the selected leave regulation.

Leave Regulation Details:

  1. Paid Leave Type: used in case of termination. It indicates the leave type to use for the remaining number of leave days that will be added to the employee salary in case he/she left the company without taking the annual leaves he/she was entitled to take till termination date.
  2. Unpaid Leave type: used in case of termination. It indicates leave type to use for the excess annual leave number of days that will be deducted from the employee salary in case he/she left the company and took more than the entitled annual leaves right till termination date (ending balance is negative).

Balance Brought Forward: Appears only if “Monthly” is selected in Balance Opening field. Indicates that the leave balance can be carried forward to a certain number of months.

Balance Brought Forward Rule can be implemented in People365 as per the below:

Brought Forward Month: Indicates the number of months validity of an open leave balance.

For example, if you specify 24 in the Brought Forward Month, it indicates that the annual leave balance of a year can be used till end next year.

Brought Forward Max Days:

  • Fixed Value: Indicates the number of days to carry on an annual leave from year to year. For example, if you specify 10 in the Brought Forward Max Days, then it indicates that the employee can carry maximum 10 days of his remaining balance to the next year.
  • Percentage of Previous Year Right: Indicates the percentage of employee entitled right leave days allowed to carry on to the next year. suppose that you specify 50% in the percentage fields, and the employee is entitled for 15 days/year:
  • Scenario 1: the ending balance on 31/12 is more than 7.5 days; People365 will carry only 7.5 days, and the remaining balance expired.
  • Scenario 2: the ending balance on 31/12 is less than 7.5 days; People365 will carry all remaining balance.
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  • Skip Hire Date Year: if checked, People365 will not apply the brought forward rule on the first employment year
  • Break on Rule: if checked, People365 will not apply the brought forward rule when transferring employee from annual leave regulation to another annual leave regulation

Leave Balance Ceiling: indicates the maximum number of days   that a leave balance can reach, disregarding the Brought Forward Rule.

In the below example, Annual Leave Balance cannot exceed 60 days:

Rule on Range Change: Indicates the range that will be used to open the employee’s balance:

  1. Not Applicable: If selected, no ˜rule on range’ will be applied on the employee’s balance.
  2. Prorata: If selected, system will apply prorate calculation on the leave balance. For example, if an employee was entitled to take additional annual leaves after completing a specific period in the company, but he/she needs couple of months to complete this period. Prorate calculation will be applied. For example, suppose that employee benefits from 15 days annual leave for the first 5 employment years, then 17 days for the next 5 employment years. If the hire date is 01/04/2010, then he will complete the 5 years on 01/04/2015. On 01/01/2015, system will open the balance on prorate basis [(15/12)*4] + [(17/12)*8] = 5 + 11.3 = 16.3
  3. Minimum Amount: If selected, system will give the employees the minimum amount of the allowed annual leaves. For example if an employee was entitled to take additional annual leaves after completing a specific period in the company, but he/she needs couple of months to complete this period, system will open the annual leave balance and will give the employee the minimum amount of leave days between the yearly entitlement and the prorate days calculated. For the same example above, on 01/01/2015, system will open 15 days annual leave.
  4. Maximum Amount: If selected, system will give the employees the maximum amount of the allowed annual leaves. For example if an employee was entitled to take additional annual leaves after completing a specific period in the company, but he/she needs couple of months to complete this period, system will open the annual leave balance and will give the employee the maximum amount of leave days based on the yearly entitlement and the prorate days calculated. For the same example above, on 01/01/2015, system will open 17 days annual leave.

Opening On and Up To: Triggered if “Calendar” is selected in Balance Opening field.

  • Opening up to day: Opens the balance till the specified date (ex: 31)
  • Opening up to month: Opens the balance till the specified month (ex: 12)
  • Apply Opening on day: Opens the balance on the specified date (ex: 01)
  • Apply Opening on month: Opens the balance on the specified month (ex: 01)

If the above example is applied, system will open the balance from 01/01 until 31/12 of each year.

If you open the balance on a fixed date, different from the calendar year then you can specify the dates (i.e. 01/06) as per the below:

Year to open: Indicates the year to open the leave balance:

Prorata on First Employed Month: In case an employee was employed in the middle of the month, his/her balance will be calculated for the number of days worked in this month rather than the whole month.

For example, suppose that any employee benefit from 15 days annual leave each year, equivalent to 1.25 days each month. If the hire date is 16/04/2010, then People365 will open the balance on prorate basis (15*1.25)/30 = 0.625 days

Round Opened Balance: Allows the rounding of the open balance in case there is a fraction of days based on the selected Round Method. Suppose that the opened balance is 16.3, and one of the rounding rules is applied:

Apply Leave Settings:

  1. Apply Leave by Hours Depending on Leave Hours per Day: Indicates that the hourly leaves are calculated based on the number of hours defined in the “Leave Hours per Day” field in the Schedule screen, not on the schedule hours. Please check the “Leave Hours per Day” definition in the Schedule part.

For example, suppose that the employee works 9 hours/day and the “Leave Hours per Day” is 8. If the employee submits a leave of 4 hours (08:00 – 12:00), system will deduct 0.5 (4/8) days from the balance.

  • Apply Full Day Leave Depending on Leave Hours per Day: Indicates that the full day leaves are calculated based on the number of hours defined in the “Leave Hours per Day” field in the Schedule screen, not on the daily working hours. Please check the “Leave Hours per Day” definition in the Schedule part.

For example, suppose that the employee works 12 hours/day (Nursing Staff) and the “Leave Hours per Day” is 8. If the employee submits full day leave, system will deduct 1.5 (8/12) days from the balance.

Ranges:

Allows you to define the leave days entitled to an employee based on seniority brackets

For example, suppose that employee benefits from 15 days annual leave for the first 5 employment years after probation (3 months), then 17 days for the next 5 employment years, then 21 days for the rest of employment years. Ranges should be applied as per the below:

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