Official Holiday Management
Leave Regulation Definition:
Official Holiday Regulation allows you to define the different public holidays allowed.
However, some types of businesses require employees presence even on official holidays, such as Nursing and Restaurant. People365 provides the possibility of accruing the holidays worked by each employee and manage it by a Balance.
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.
If the Official Holiday is not managed by balance, please skip this part and go directly to “Add Official Holiday” part
Official Holiday Managed by Balance: If checked, means that your employees might work on official holidays, and People365 will accumulate these days in balance disregarding if the employee attended or not. For example, if you define 16 official holidays in the regulation, system will add these days to the balance on the holiday date. Labor Day is on 01/05 of each year, People365 will add 1 day to the official holiday balance on 02/05.
- Open Balance When Employee Has Duty and Is Present: If checked, means that People365 will add days to the official holiday balance only in case the employee attended to work. For example, Labor Day is on 01/05 of each year, if the employee worked on 01/05, People365 will add 1 day to the official holiday balance on 02/05. If not, People365 will not add 1 day to the official holiday balance on 02/05
Leave Regulation Details:
- 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 holidays he/she was entitled to take till termination date.
- Unpaid Leave type: used in case of termination. It indicates leave type to use for the excess holiday 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 balance till termination date (ending balance is negative).
Balance Brought Forward: 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 month’s validity of an open leave balance. For example, if you specify 24 in the Brought Forward Month, it indicates that the holiday 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 a holiday 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 only 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.
- 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 holiday leave regulation to another holiday 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, Holiday Balance cannot exceed 60 days:
Apply Leave Settings:
- 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.
Add Official Holidays:
Click on “Add New Record”, People365 will open a new window to add the holiday details:
- Description: Indicates the name of the official holiday (ex: New Year)
- Official Holiday Length: Indicates the official holiday period (ex: New Year 1 day, Adha 2 days)
- Official Holiday Type: Indicates the type of the official holiday whether it is fixed or flexible.
- Fixed: indicates that the holiday does not change every year such as New Year.
- Flexible: indicates that the official holiday changes per year such as Adha.
- Day: Indicates the day of the official holiday.
- Month: Indicates the month of the official holiday.
- Year: Indicates the year of the official holiday. Appears only for Flexible Holidays
- Official Holiday Unit: Indicates the duration of the official holiday. Below you will find a description of the selected fields.
- Full Day: Indicates that the official holiday is a full day holiday (ex: New Year)
- Half Day: Indicates that the official holiday is a half day holiday (ex: Christmas evening)
- Last Working Hours: Indicates that the official holiday is just for a certain number of hours of the day at the end of the schedule time. For example, suppose that you have 3 schedules that start at 08:00, and end at (14:00, 16:00, and 17:30). If you set the Last Working Hours as 02:00, then the employees related to above schedules will leave respectively at (12:00, 14:00, 15:30).
- Taken Hours: Works when the “Auto Register Taken Official Holiday Hours” in the Schedule Details is checked. In case the employee did not attend to work on an official holiday, disregarding if it is a day off or a normal working day, system will register for the official holiday the hours defined in the “Taken Hours”. The purpose of this feature is to allow certain number of hours for each holiday.