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:
The balance 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.
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.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.
Note: For staffs that's newly joined, their accrual will be based on their join dates for their first period (So their balance will be given based on the dates they joined on the company). It will follow the settings (accrued at the end of the months) once they reached their second period.
Proration of leave balances
Proration for balances for a new joiner or resignee applies only to leave settings with the leave dispatch/allocation method "Upfront." For accrued by completed months, the balance will start accruing from the join date and will cease on the contract end date.
To enable the proration, simply select the checkbox for Join Date & Contract End Date Proration:
When selected, new joiners or resignees will have their leave entitlements prorated based on the number of completed months within the period, using their join and contract end dates on the staff' work information.
The formula used to calculate prorated leave entitlement is:
Number of completed months
-------------------------- x Annual Entitlement = Prorated Entitlement
12 months
If the fraction of a day is less than one-half, round it down.
If it is half or more, round it up to one day.
Example
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
Rounded down to 3 days as the fraction is less than 0.5.
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 days
1 Jan 2015 to 31 Dec 2015 = 12 completed months
(12 completed months ÷ 12 months) × 14 days of leave = 14 days
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.