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What is Leave Entitlement?
Leave Entitlement enables you to assign Leave Types and the corresponding hours to your employees. By doing so, you grant the employees the right to apply for those leave types. In other words, an employee is entitled to take a certain amount of leave hours per year, as specified in their Leave Entitlement.
The Leave Entitlement tab
If you navigate to HR > Employees > select an employee > click on the Leave Entitlement tab, you will be able to consult a grid showing the current leave allocation per Leave Type for that employee.
In the first column, you can see the Leave Type name, followed by a Description. Under the Entitlement (hrs) column you can check how many hours have been assigned to the Leave Type. You can also check the Balance including or excluding pending leave along with any available Remarks.
📋 Important Note!
In most cases, the Leave Entitlement tab is already populated with Leave Types and hours. This is because in Indigo you officially assign Leave Entitlement to your employees by:
Assigning the Leave Entitlement Profile at the employee creation.
This action automatically populates what is set up in the Leave Entitlement Profile in the newly created employees' Leave Entitlement tab. The Leave Entitlement Profile is what actually rules the whole leave system in Indigo.
Running the Global Leave Entitlement Utility every end of year to update the new Leave Entitlement for the upcoming year.
The Shireburn staff usually pushes the new Leave Types into your Leave Entitlement Profiles (e.g. VAC, SFP, SHP) towards the end of the current year. However, it is your responsibility to officially assign those hours to all your employees using the Global Leave Entitlement Utility. This tool is very useful as it allows to allocate hours for a specific Leave Type in bulk to all your employees.
So, What's the Leave Entitlement Tab for?
You can use it to consult a single employee's Leave Entitlement situation, or to perform targeted amendments to a a specific employee Leave Entitlement.
I Am a Useful Example, Expand Me 😉
I Am a Useful Example, Expand Me 😉
Let's say that you are turning an Hourly Pay Standard (PT) employee to a Full-Time Standard employee (FT).
In such case, we highly recommend to terminate the current Hourly profile and create a new Full Time employee profile.
Once you assign the Leave Entitlement Profile to the newly created Full-Time employee, the system will automatically calculate the pro-rata Leave Entitlement from the 'new' employment date up to the end of the current year.
However, all the accrued leave hours from the previous Hourly Profile won't be included in such calculation, thus a manual amendment is needed.
This amendment has to be performed by the HR in the new Full-Time Employee Profile, in the Leave Entitlement tab.
So, if the person accrued 10 hours when working as an Hourly Employee–and the system automatically calculated a Full-Time Leave Entitlement of 200 hours (pro-rata)–then the HR would have to insert 210 hours in the Entitlement (hrs) column for the new Full Time employee profile.
Adding Leave Types' Entitlement hours for an Employee
To assign new Leave Types to the Employees' in the Leave Entitlement tab
Go to HR > Main > Employees.
Click once on the employee you would like to add a Leave Entitlement for.
Click on the Leave Entitlement tab, followed by the ➕ Insert icon.
Click the 🔍 magnifying glass in the first field under Leave type to select one.
Select the desired Leave Type and click Ok in the bottom right to continue.
Once done, you will get back to the Leave Entitlements screen in edit mode. Here look for the Entitlement (hrs) column and enter the desired amount of hours.
Click on Save ✔️ to commit changes.
Editing an existing Leave Type's Entitlement
To edit an existing record in the Leave Entitlement tab, highlight the Leave Type in the grid by clicking once on the respective row, and click the ✏️ Edit button.
Deleting a Leave Type's Entitlement
To delete an existing record in the Leave Entitlement tab, highlight the Leave Type in the grid by clicking once on the respective row, and click the 🗑️ Delete button.
🤔 Remember
If the employee's already requested leave for a specific Leave Type, it won't be possible to delete it from the Leave Entitlement tab.
Related Articles
Assign Leave Entitlement to All Employees
Set Up New Leave Entitlement Profiles
Set Up New Leave Types