Staff Leave Documentation
Introduction of Employee's Leave
The Nucleus admin portal provides a comprehensive overview of employee leave usage over a specified period, serving as a record for HR management to track and manage leave entitlements, usage, and balances.
Leave Type
| Leave Type | Descriptions |
|---|---|
| Annual Leave | Paid time off for personal use typically accrued throughout the year. |
| Childcare Leave | Paid leave for employees to care for their child, subject to eligibility criteria such as the child's age. |
| Compassionate Leave | Time off due to death or serious illness of a close family member. |
| Hospitalization Leave | Leave for an employee's own hospitalization. |
| Marriage Leave | Leave for employees to take time off for their marriage. |
| Maternity Leave | Leave for expectant or new mothers before and after childbirth. |
| Maternity Leave Flexible | Allows for flexible scheduling of maternity leave. |
| National Service Leave | Time off for mandatory military or civil service duties. |
| No Pay Leave | Unpaid leave for personal reasons. |
| Off-in-lieu | Compensatory time off for working extra hours or on holidays. |
| Outstation Leave | Leave for work-related travel or assignments away from usual workplace. |
| Paternity Leave | Leave for new fathers following the birth of their child. |
| Public Holiday in-lieu | Compensatory day off for working on a public holiday. |
| Shared Paternity Leave | Allows fathers to share a portion of maternity leave. |
| Sick Leave | Time off for personal illness or medical appointments. |
| Training Leave | Leave for work-related training or professional development. |
Leave Type Setup
To modify the leave type setup, follow these steps:
Navigate to Leaves > Leave Type Setup and select the leave type that needs adjustment.
To edit, click on 'Edit'.
Edit Leave Type Settings.
Scroll down to Entitlement History & Planning to add a new entitlement history & planning record. When adding a record, you can copy all employee entitlements from a selected year to the new year.
Scroll down to Employee Entitlement to add new employee entitlement.
To edit or delete employee entitlement.
Leave Status
To view and modify an employee's leave balance, follow these steps:
Navigate to Leaves > Leave Status and search/filter for the employee.
Find the 'Action' option and click on 'Detail'.
Choose the specific leave type that requires adjustment.
Under 'Action', click on the 'pencil' icon to adjust the employee's leave balance.
1. Forfeit Effective Date (Till to next year)
How does it work?
Employee leave, 'forfeited effective date until next year' refers to the period when any unused leave that will need to be extended to next year.
Normally, each leave type has a maximum number of days that can be carried forward, and carry-forward and forfeit both happen on the first day of the new year (1 January) — any balance above the carry-forward limit is forfeited immediately. When an employee has a forfeit effective date (till next year), the forfeit is carried out later instead: the employee can carry forward their full remaining balance at year-end, and the excess is only forfeited on the configured forfeit effective date.
For instance, in the case of annual leave 2023 Balance: 5 days Carryforward to 2024: 5 days
Valid Period for 2024 Annual Leave: Start Date: 2024-01-01 End Date: 2024-12-31
Carryforward Leave Valid Period: Start Date: 2024-01-01 End Date: 2025-02-28
Forfeit Date: 2025-02-28
For HR Personnel:
To adjust an employee's forfeited leave balance under Employee Leave Status, follow these steps:
Click the 'pencil' icon to edit within the annual leave section.
Select the specific date to extend the 'Forfeit effective date' section.
Click 'Edit' to update accordingly.
This process allows HR personnel to manage and update leave balances effectively within the specified period.
2. Forfeit
How does it work?
'Forfeited' employee's leave refers to the period when any unused leave that cannot be carried over or utilized by the employee is forfeited or lost.
For HR Personnel:
To adjust an employee's forfeited leave balance under Employee Leave Status, follow these steps:
Click the 'pencil' icon to edit within the annual leave section.
Enter the specific amount to be forfeited in the 'Forfeited' section.
Click 'Edit' to update the forfeited balance accordingly.
Changes to eligibility will reflect in the 'Forfeit' column.
3. Taken Adjustment
For HR Personnel:
To adjust an employee's leave balance to be taken under Employee Leave Status, follow these steps:
Click the 'pencil' icon to edit within the annual leave section.
Enter the specific amount to be taken in the 'Taken Adjustment' section.
Click 'Edit' to update the taken adjustment balance accordingly.
Changes to eligibility will reflect in the 'Taken Adjustment' column.
4. Eligibility Adjustment
For HR Personnel:
To adjust an employee's eligibility leave balance under Employee Leave Status, follow these steps:
Click the 'pencil' icon to edit within the annual leave section.
Enter the specific amount to be eligible balance in the 'Eligibility Adjustment' section.
Click 'Save' to update the eligibility leave balance accordingly.
Changes to eligibility will reflect in the 'Eligibility Adjustment' column.
5. Employee's Leave Earned
How does it work?
The leave earned balance accumulates from 1st January to the current month, with the total number of days allocated monthly based on the staff's entitlement to each leave type.
6. Employee's Leave Taken
How does it work?
Employee leave taken this year encompasses all authorized absences that employees have taken from the beginning of the current calendar year up to the present moment. This includes leave for vacation, sick days, personal days, bereavement leave, and any other approved time off that the employee has utilized.
7. Carry forward from last year
How does it work?
'Leave carry forward from last year' refers to the practice where any remaining unused leave days from the current year can be carried over and used in the following year. This allows employees to retain their entitlement to leave days that they did not use within the current year's allocation.
Employers often set specific policies and guidelines regarding how many days can be carried forward, the timeframe within which they must be used, and any conditions or restrictions that may apply. These policies help ensure fair and consistent management of leave entitlements across the organization while providing flexibility to employees in managing their time off effectively.
8. Full Year Entitlement
How does it work?
'Full year entitlement', starting from January 1st, denotes the complete allocation of leave, such as annual leave, that an employee can accrue and use within a calendar year. This period begins on January 1st and allows employees to manage their time effectively while ensuring adherence to employment regulations.
9. Employee's Leave Available
How does it work?
'Available leave' refers to the leave type is configured with a condition such as 'Available after 3 months of employment'. An employee who has been employed for less than 3 months will not be able to apply for this leave type. The leave type will become available once the employee completes 3 months of service.
Additional Information
History
The 'History' section will navigate to a separate page, enabling HR to view the employee's application history and balance history. 
Run CF and Forfeit now
"Run CF and Forfeit now" refers to calculating the carry-forward leave from last year and the leave that was forfeited during that period. 
Recalculate
To sync the balance, use Recalculate. You can choose which leave type and from which year to sync, and the system recalculates the balance accordingly. 
Delete
The Delete option, shown as a dustbin icon, allows HR to remove leave types that employees are not entitled to. 
Review Leave Applied by Employees
Go to Leaves > Leave Records and choose the employee whose leave application you wish to view or modify.
Find and click on the 'kebab menu (three dots)'.
Summary of the employee's leave applications.
HR can determine whether to approve or reject the employee's leave request.
