Employee leave details

Click on Leave…Employee leave details.

This view contains the leave details of each employee. You are able to manage the employees’ leave accrual and capture leave transactions to keep track of leave days taken.

You can currently manage annual, sick, family responsibility and maternity leave.

This view will only be available if you selected to use the leave module in a company. Click on Leave…Leave setup.

Terminology

Leave Type – A short description used to group similar types of leave rules. There are four leave types currently: Annual, Sick, Family and Maternity.

Leave Rule – Leave rules are linked to a leave type, and is where all the rules relating to the leave is defined such as how the leave is accrued, how long the leave cycle is, etc.

Leave summary view

Manage the employees’ leave accrual on the leave summary view. Click on Leave…Employee leave details.

Leave summary grid
Field Description
Leave Rule Description This is the system description for the rule and cannot be changed.
Entitlement per Cycle This is the number of leave days the employee will get in every leave cycle.
Cycle Start Date This is the cycle start date linked to the specific leave rule.
It is important to pay attention to these dates, as some leave cycles don’t recur (so, they are only applicable once), or some leave cycles are only applicable for a specific time period. There can also be multiple leave rules linked to the specific leave definition, so there may be more than one active rule at a given point in time.
Next Cycle Start Date If the rule is recurring (so, not once off but the cycle repeats itself), then there will be a date displayed here. This is the date when the next cycle will start.
Opening Balance This is the employee’s opening leave balance as at the start of the period. Note: if you are only starting to use the leave module now, ensure that you do a leave recon and update the employees’ leave balances!
Accrual this Period This is the number of leave days allocated to the employee in the current period.
Taken this Period This is the number of leave days taken this period (and is based on the transactions you enter).
Closing Balance This is the employee’s leave balance as at the end of the period. The closing balance = the opening balance + the accrual this period – the leave taken this period.
Planned Leave This is the number of leave days that the employee is taking in future periods (and is based on the transactions you enter).
Capture a leave transaction

A transaction popup will open, and depending on the settings selected on the Manage Leave Definitions view, certain options will be displayed:

Field Description
The employee is taking Select the leave type for which you want to add a transaction.
From date The first day of the employee’s leave.
To date The last day of the employee’s leave.
Units The number of leave days that must be deducted from the employee. The system calculates the number of days based on the dates entered, the employee’s leave settings (so whether calendar days or working days must be used) and public holidays. You can overwrite the calculated value (if the employee only took half day leave, for example).
Comments You can type your own comments here.
Reference number Enter a reference number for the transaction. This field will only be available if the setting was activated on the Manage Leave Definitions view.
Was a note provided? Tick this option if the employee provided a note for the leave, for example a sick note. This field will only be available if the setting was activated on the Manage Leave Definitions view.
Click here to add a new file You are able to upload documents with each leave transaction, such as a leave application form or sick note. Click in the block and browse to the file you want to upload. You can upload 2 files with a maximum size of 200 Kb. You are able to upload the following file types: bmp, jpg, jpeg, gif, png, tif, tiff, doc, docx, xls, xlsx and pdf.
Leave settings

The employee’s start date will default to his date engaged. If that is not the case, the employee’s leave start date can be altered here.

Indicate whether the employee’s leave is based on calendar days or on working days.

If you indicate working days, ensure that the employee’s working days per week are indicated correctly. The default working days are set to Monday to Friday.

For example: an employee accrues 20 calendar days annual per year, and when the employee takes leave, weekends must be taken into consideration when calculating the number of leave days taken.

Another employee might accrue 15 days annual leave per year, and when leave is taken, only working days are taken into consideration when calculating the number of leave days taken.