Contents of this article is applicable to the following users
Tier: GROWTH, SCALE
Platform: Web
Access Level: Owner & Manager
This guide will cover the following:
Entitlement Period
The Leave Entitlement Period defines when the staff’s leaves should be refreshed/carried over.
In Web app, go to Settings > Off and Leave > Leave Types.
Choose a leave type > Click More > Click Edit.
Scroll down until you see Entitlement Period.
Calendar year (1 Jan to 31 Dec)
Choosing calendar year means that leave entitlement is calculated from 1 Jan to 31 Dec. Entitlement period for all employees will be the same when you select this option. For first-year joiners, the leave entitlement start date will be their join date, instead of 1 Jan.
Example:
Join Date: 1 June 2021
Note: Entitlement for first-year staff is prorated by default for Calendar Year. New balances for the next period will be awarded on 1st Jan.
Anniversary of employee’s join date
The start of each period will always be calculated from the employee’s join date. Thus, different employees have different leave cycles depending on their join date.
Example:
Join Date: 1 December 2021
Note: New balances for the next period will be awarded on the join date anniversaries.
Unlimited Balance
This option is recommended for special leave types like Off, Rest days and Unpaid Leave. This option essentially makes it 'unlimited', and StaffAny will not track the balance.
Note: Use this option if you want new staff to automatically have these types of leaves!
Non-entitlement based leave types
This option is for leave types that do not have a fixed entitlement like Off-In-Lieu and PH Replacement Leave. Learn more about how to set-up such leave types here.
Click Save.
Note: Leave days' decimals are rounded.
If the pro-rated day is less than 0.5, its rounded down.
E.g. 13.3 days is rounded down to 13 days
If the pro-rated day is 0.5 or more, its rounded up.
E.g. 18.5 days is rounded up to 19 days
Leave Dispatch/Allocation Method
This section allows you to set how many leaves a staff should receive at a given point in time and how to do it.
In Web app, go to Settings > Off and Leave > Leave Types.
Choose a leave type > Click More > Click Edit.
Scroll down until you see Leaves Dispatch/Allocation Method.
Available upfront
If this option is chosen, staff will receive the leave entitlement upfront, at the start of each period.
Accrued by completed months
By choosing this option, it means that employees will earn leaves according to the number of completed months they have worked for the company.
The formula for calculating the number of days of leave accrued is:
Note: "Leave Entitlement" here will be prorated for new staff if the leave type has proration enabled
Example:
A staff joins on 1st January and has 7 days of leave entitlement. The leave type has ‘Calendar year” as the entitlement period setting.
The staff's balance as of 31st July will be:
(7 days leave entitlement ÷ 12 months) x 7 completed months = 4 days
The table below includes the detailed accrual schedule for the staff throughout the year. The total number of leaves by the end of the year should add up to 7.
Proration of leave balances
Proration for balances for a new joiner is applicable for leave types with a "Calendar Year" entitlement period setting.
To enable proration, simply select the checkbox for Join Date Proration:
When selected, new joiners will have their leave entitlements prorated, based on the number of completed months left in the calendar year. Once they are in their second year, they will receive the full annual entitlement.
The formula used to calculate prorated leave entitlement is:
Balance calculation for different Entitlement Period & Allocation Method settings
Explained using the example below, with the following assumptions:
Assume for Year 1 => Entitled days = 14
Assume for Year 2 => Entitled days = 28
Check the following logic table with this configuration to understand how the system works.
Note: Decimals with .5 and above will be rounded up, while decimals below 0.5 will be rounded down.
Click on the following articles to learn more about setting up your Leave Accruals.