Contents of this article are applicable to the following users
Tier: NA
Product: EngageAny
Platform: Web
Access Level: Owner & Manager
In StaffAny, we introduce a new leave template, Annual Leave, where you can include all of the different annual leave entitlement based on your company rules.
This guide will cover the following:
Create an Annual Leave
Create an Annual Leave
Set up New Annual Leave
To set up a new annual leave, you can follow these steps:
Go to Settings > Off and Leave > Add Leave.
Fill in the desired Leave Name and Leave Tag, then select the "Annual Leave" template.
Click next. An “Add New Leave Type” pop-up should appear. Double-check the modal to make sure the settings are correct.
Set Up Entitlement Period
Calendar day (1 Jan to 31 Dec)
If your company sets the entitlement period and carry-forward start from 1st January to 31st December.Anniversary of join date
If your company sets the entitlement period and carry-forward start based on the staff's join date.
Set Up Allocation Method
Available upfront
Leave entitlement is allocated to staff upon joining, based on the years of service specified in the leave grade setup. Optionally, proration can be automated based on the Join Date and Contract End Date.
Accrued by completed months
Leave entitlement will be accrued or granted based on the completed months since the staff's join date if they joined within the same year. Otherwise, it will be given on the last day of each month if the staff is in their second year or beyond.
The formula for calculating the number of days of leave accrued is:
For example:If a staff member joins on 10th February 2023, the accrual will occur on 9th March, 9th April, and so on throughout 2023. In 2024, the accrual will shift to the last day of each month, such as 31st January, 29th February, 31st March, etc.
Set Up Unused Leave
Carry Forward
Set the amount of leave staff can carry over to the next period, and configure limits or expiration periods for the carried-over leave.Forfeit at the end of the period
Set up if the remaining leave period will be forfeited on the last entitlement day.
Set Up Request Settings
Allow Leave Assignment
Allow Owners and Managers to assign leave for staff via the schedule and timesheet. If unchecked, staff must request leave through their mobile app.
Attachment required
When requesting leave, staff must attach proof, such as a doctor’s note, for medical leave.
Set Up Other Setting
Working day
Set the leave type to be counted as a working day. Leave hours will be counted in the timesheet exports.
Unpaid Leave
When selected, the leave taken can be used to deduct the staff's pay. See how unpaid leave would be counted in PayrollAny here.
Default to staff’s leave hours when assigning
Default hours will be automatically used when assigning/requesting leave. See how to set the default hours in My Team here.
Set Up Leave Grade
Leave grades can be applied to categorize annual leave entitlements, allowing for different leave allocations based on years of service within each grade. To set up the leave grade, you can follow these steps:
To add a new Leave Grade or/and Year of Period:
Click on + Add Year/Period or + Add Grade if you wish to add a new grade or new period.
Hover over the cell to reveal edit functions to edit your grade name.
To Delete a Grade and year of period:
Hover to the grade name title to reveal a delete button. Please note that you cannot delete a grade that still has staff tagged to it.
Hover over the last column of the year of the period to reveal a delete button. Deleting a year-period column will remove the specified year across all grades.
Leave Promotion
Setting up annual leave grades allows organizations to offer different leave entitlements for staff at various levels. When an employee is promoted, their leave grade can change through the leave promotion flow. This ensures their annual leave is prorated based on the new grade. Check out [Leave Promotion article] here to understand the leave promotion flow in detail.
Leave Promotion Balance Calculation
When a promotion is triggered, the annual leave balance for the calendar year is prorated according to the effective promotion date.
Example:
Annual Leave (Staff Grade): 10 days per year
Annual Leave (Manager Grade): 14 days per year
Promotion Date: 3rd July 2024
Leave entitlement is based on calendar year and calculated based on completed months.
Upfront Proration Calculation:
Staff Grade (1 Jan - 2 Jul 2024):
Completed months = 6 months (rounded)
6 completed months / 12 months x 10 days = 5 days
Manager Grade (3 Jul - 31 Dec 2024):
Completed months = 6 months (rounded)
6 completed months / 12 months x 14 days = 7 days
Base Balance After Promotion: 5 days (Staff) + 7 days (Manager) = 12 days
Accrual-based Proration Calculation:
For organizations using accrual-based leave (leave granted monthly), the balance is given with this mechanism:
Leave Accrual Before Promotion (Staff Grade):
31 Jan 2024 — +1 day
29 Feb 2024 — +1 day
31 Mar 2024 — +1 day
30 Apr 2024 — +0 days (no accrual in this month)
31 May 2024 — +1 day
30 Jun 2024 — +1 day
Leave Accrual After Promotion (Manager Grade):
31 Jul 2024 — +1 day
31 Aug 2024 — +1 day
30 Sep 2024 — +2 days
31 Oct 2024 — +1 day
30 Nov 2024 — +1 day
31 Dec 2024 — +1 day
Base Balance After Promotion: 12 days (calculated across both grades).
Leave Proration Calculation
Proration for balances for a new joiner or resignee applies only to leave settings with the leave dispatch/allocation method "Upfront." Proration will be based on the number of completed months within the period, using their join and contract end dates on the staff's work information.
The formula used to calculate prorated leave entitlement is:
Note: If the fraction of a day is less than one-half, it will be rounded down. If it is half or more, it will be rounded to one day.
Example:
Case 1: If an employee started work on 14 Mar 2014 and left service on 31 Jul 2014, the number of completed months of service is:
14 Mar 2014 to 13 Jul 2014 = 4 completed months
*)The period from 14 to 31 July 2014 is disregarded as it is not a completed month.If an employee has completed 4 months of service and is entitled to 10 days of leave a year, the pro-rated annual leave is:
(4 completed months ÷ 12 months) × 10 days of leave = 3.33 days
Case 2: If an employee started work on 14th March 2014 with an entitlement of 12 days of leave and continued working through 2015, where they were entitled to 14 days:
14 Mar 2014 to 31 Dec 2014 = 9 completed months.
(9 completed months ÷ 12 months) × 12 days of leave = 9 days1 Jan 2015 to 31 Dec 2015 = 12 completed months
(12 completed months ÷ 12 months) × 14 days of leave = 14 days
Tag Staff to Annual Leave
Tagging staff to an annual leave type can be done in 2 ways:
Tagging Via My Team
Go to My Team > Staff Profile > Off and Leave
Under the Add/Remove Leave Types, Click on the box and choose the intended Annual Leave TYpe and the leave grade for the staff member.
Click Save.
Tagging Via Leave Mass Update
Go to Settings > Off and Leave > Mass Update.
For Mass Edit All, download the CSV file directly from the screen.
For Select Staff, choose the staff you want to edit and download the CSV file.
On the CSV file, you can enter the leave grade you want to assign to your staff in the column of Leave Grade [Leave Name] ([Leave Grade 1], [Leave Grade ],...
Save the edited file and upload the file on the same screen. Click Submit.
Existing Annual Leave Migration
Suppose you already have an existing annual leave with a regular leave type and wish to migrate to the new Annual Leave type. In that case, you can contact our customer service team through Intercom for assistance with the migration.