Table Of Contents
Introduction to Leave Entitlement Profiles
Leave Entitlement Profiles allow to specify the hours entitlement for a set of Leave Types along with holidays into a single profile record. Such profile can then be assigned to employees in HR > Employees > select employee > Leave Details collapsible > Entitlement profile dropdown.
If you assign a Leave Entitlement Profile at the employee creation, the system will automatically populate the Leave Types specified hours in HR > Employees > double click on the employee > select the Leave Entitlement tab.
📋 Note
If you forget to assign the Leave Entitlement Profile when creating a new employee and you want to do it afterwards, the system won't automatically populate the Leave Types in the Leave Entitlement tab as explained above.
To correct this, first assign the Leave Entitlement Profile and ✔️ Save the employee. Next, go to HR > Employees > double click on the employee > Leave Entitlements tab and click on the magic wand icon 🎇 in the toolbar.
Creating Leave Entitlement Profiles
Leave Entitlement Profiles are configured from Payroll & Leave > Leave > Leave Entitlement Profiles.
To create a new profile, click Insert ➕. A new, blank entry will show ready for you to populate with a unique Code for the profile along with a Description. You can also specify a Holiday List applicable for this Leave Entitlement Profile, which will be accompanied with a Holiday Description.
💡 Tip
You can create or modify a Holiday List going to Payroll & Leave > Leave > Holiday Lists and clicking on the Insert ➕ button.
Once done, you can select the Holidays tab and Insert ➕ , Edit ✏️ or Delete 🗑️ a Public Holiday record using the corresponding buttons on the far left of the toolbar.
Configure and Manage a Leave Entitlement Profile
Hours tab
In the Hours tab you can configure the Leave Types for the Leave Entitlement Profile being set up, by allocating the available hours for leave. Those will be the Leave Types' hours the employee can avail of when being assigned the Leave Entitlement Profile from within the Employees Profile.
You can add a Leave Type to the list by clicking on the ➕ Insert button on the toolbar within the Leave Entitlement Profile's Hours tab.
Fill up the following fields accordingly:
Leave type: Leave profile code.
Leave type description: Select the Leave Type for this profile.
Can request this leave: Make leave available to employee
Show Balance on Payslip: This will show the leave balance on payslip
Show taken on Payslip: This will show the leave taken on payslip
Show Entitlement on Payslip: This will show the leave entitlement on payslip
Annual leave hours: The number of annual leave hours for this type of leave.
Request this leave after number of days: This setting defines the earliest an employee can use specific leave types.
For example, some regulations require a waiting period for paid sick leave. In such cases, the Payroll Administrator sets a waiting period of 182 days (six months) for both full and half-pay sick leave. The system tracks leave requests and compares them to the employee’s start date. If a sick leave request falls within the waiting period, the system prioritizes other leave types for deduction, checking them in a specific order until it finds a suitable option. ‘Sick No Pay’ leave always has the lowest priority.
Editing a Leave Type in a Leave Entitlement Profile
To modify the existing Leave Types in the Leave Entitlement Profile, highlight the Leave Type by clicking once on the respective row and click the ✏️ Edit button. Don't forget to click on ✔️ Save once done.
Deleting a Leave Type in a Leave Entitlement Profile
To delete a Leave Type record in an existing profile, single click on it to highlight it and click on 🗑️ Delete.
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