LEAVE MANAGEMENT

Leave Management

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THE LEAVE MODULE CONSISTS OF THREE MAJOR PARTS:

  • Administration section where the following items are setup
    • Leave Types (Example: Annual Leave, Sick Leave, Maternity Leave etc.)
    • Leave Group. Each employee is linked to a leave group which assigns the employee to a pre-determined list of leave types. Each leave type in the leave group has the following attributes:
      • Cycle Length (months) - Length of the leave cycle entitlement
      • Cycle Amount (days) - Number of days entitled to during the Cycle Length
      • Cycle Start - When should the leave cycle start (1 January / Date engaged)
      • Cycle Accrual - When should the entitlement be issued (At cycle start / Daily / Monthly)
      • Balance viewable by user: If selected, the leave balance will be viewable in the booking screen (Yes / No)
      • Show the leave type if its balance is zero: If selected, an employee is able to see this leave type if the balance is zero. (Yes / No)
      • Allow booking in advance: If selected, a leave type can be booked even though there are no days available in the leave balance. (Yes / No)
      • Allow Max Carry Over - Number of days to carry over into the next cycle
      • Enable half day booking - Allow the user to book half days
      • Maximum balance - The maximum allowed balance for this leave type. Extra leave days above this balance will be lost.
      • Forfeit Period (months) - The number of months the employee has to take the leave difference between balance and carry over. -99 indicates no forfeit applicable.
      • Enable time booking - Allow the user to book a period of time for the day
      • Forfeit Amount - The number of days the employee has to take balance and carry over. "-99" Indicates no forfeit applicable.
      • Allow accrual on first cycle: An employee is allowed to accrue leave in their first cycle (yes / No)
    • Define a list of public holidays, used to calculate non-working days
    • Define list of work schedules (Example: 5 day worker, 6 day worker) and identify the days that are working days
    • Rule sets are used to calculate leave accruals based on relevant leave groups and leave types
    • Identify Peak Period groups. These groups can be used to indicate peak periods to managers when having to approve leave requests

  • Employee leave record administration where updates to employee records are conducted. This section is available as part of the employee profile:
    • Leave: (administration side)
      • Detail
        • Leave Group (Drop down list)
        • Work Schedule (Drop down list)
        • Peak Period (Drop down list)
        • With an option to Save or Process Leave
      • Leave Balances
        • Shows Leave Balances per type
      • Leave Records (an option to search using the following criteria)
        • Leave type (Drop down list)
        • Status (Drop down list)
        • Dates between (Calendar provided)
        • With an option add, delete and print leave records submitted either by the employee or on his behalf by HR
      • Leave Cycle (an option to search using the following criteria)
        • Leave type (Drop down list)
        • Dates between (calendar provided)
        • With an option to Print leave Cycle Records
      • Leave Adjustment (an option to search using the following criteria)
        • Leave type
        • Dates between (Calendar provided)
        • With options to add, delete, correct and Print Leave Adjustments Records
      • Leave accrual (an option to search using the following criteria)
        • Leave type
        • Dates between (Calendar provided)
        • With options to Print Leave Accrual Records
      • Leave transactions (an option to search using the following criteria)
        • Leave type
        • Dates between (Calendar provided)
        • With options to Print Transaction Records. This screen is a summary of all transactions, including leave records, leave adjustments and leave accruals of an employee's leave

  • Employee self Service (ESS) section where employees apply for leave and managers respond to these requests:
    • Request Leave
    • View my leave history
    • View leave calendar of employees reporting directly to me
    • View who's on leave calendar

  • When employee requests leave:
    • Leave balances for available leave types are shown
    • Leave Type has to be selected
    • Employee has to stipulate:
      • I will be on leave from...
      • I will be on leave to...
      • Start Time...
      • End Time
      • I will be back at work on...
      • I will be on leave for ... days
      • During my leave please contact...
      • Supporting documentation
      • During my leave I can be contacted at
      • Comments