Leave Type Setup

This page explains the settings available when creating or editing a leave type. To configure a leave type, go to Leaves > Leave Type Setup, then create a new leave type or select an existing one to edit.

The settings are grouped into Leave Type General Settings, Allocation & Accrual Rules, Application Information, Entitlement History & Planning, and Employee Entitlement.

Leave Type General Settings:

Salary Payable: Indicates whether the company pays the employee's salary for this leave.
- YES: Salary is paid.
- NO: Salary is not paid.
Allow Half-Day Leave on Full Workday: Specifies whether half-day leave can be applied on a full workday.
Deduct On Half Work Day: Determines whether a half-day leave on a half-day work schedule is deducted as a full day or a half-day.
Allow Leave Application for the Next Year: Indicates whether remaining leave days can be carried forward to the next year. When set to YES, select one of the following Carry Forward Methods:
- No Carry Forward: Remaining leave is not carried forward. Any unused balance is forfeited at the end of the year.
- Taken Leave (Next Year): Carries forward the remaining balance only to the extent that it is actually utilised in the new year. The carried-forward amount is the lower of the remaining balance and the leave taken in the next year. If no leave is taken in the next year, nothing is carried forward.
- Remaining Balance (Up to max.limit): Carries forward the remaining balance, capped at the configured Max Days to Carry Forward.
  - For instance, in the case of Annual Leave with Max Days to Carry Forward = 20:
    1. Staff have a remaining annual leave balance of 23 days in 2023.
    2. Only 20 days can be carried forward to 2024.
    3. The remaining 3 days are forfeited.
- Remaining Balance (All unused): Carries forward the entire remaining (unused) balance to the next year, with no day limit.
Max Days to Carry Forward: Specifies the maximum number of days that can be carried forward to the next year. Applicable only to the Remaining Balance (Up to max.limit) method.
Deduct On Public Holiday: Indicates whether a public holiday (PH) included in the leave record is deducted from the leave balance.
- For instance, in the case of Annual Leave; December 25, 2024: Christmas Day.
  - Example:
    1. Deduct On Public Holiday: YES. Deduct 3 days of leave.
    2. Deduct On Public Holiday: NO. Deduct 2 days of leave.
Review from HR?: Determines whether the leave record must be reviewed by HR.
Application Deadline for Previous Year Leave: Specifies the deadline for applying for leave from the previous year.
- For instance, in the case of Annual Leave:
  - Application Deadline: August 1st.
  1. Staff can apply for 2023's Annual leave via the app on or before August 1.
  2. Applications are not allowed after this date.

Allocation & Accrual Rules:

Leave Allocation Strategy: Defines how the leave balance is allocated to staff.
- One-Time Allocation - Fixed Days: Each staff member has a single leave balance from the date of joining to the date of resignation.
- Recurring Allocation - Annually: Leave balance is reallocated annually.
- Manual Adjustment: Each additional leave record is manually allocated.
- As Per Request: A new strategy introduced for Maternity Leave. The leave does not appear on the employee's leave status page until they apply for it; once applied, it appears on the leave status page. The entitlement is reallocated annually when the staff member meets the qualifying conditions.
Leave Accrual Basis (if applicable): Determines the date basis used to accrue the leave. It is preset for specific leave types and cannot be changed for now. Not all leave types display this field.
- Calendar Year
- Marriage-date
- Birth-date

Application Information:

Specify the details employees must provide when submitting a leave request.

Leave for Family Members: Indicates whether the leave application is related to a family member.
- YES: The employee must select a family member.
- NO: Selection of a family member is not required.
- For instance, in the case of Compassionate Leave: Apply for Compassionate Leave for a family member.
File Attachment: Specifies whether attaching a photo is a mandatory field in the app when applying for leave.
Is Approver Required?: Indicates whether an approver is a mandatory field in the app when applying for leave.
Application Guideline: Free-text instructions shown to employees during leave application. Use it to add instructions for any additional information required during leave application.
Remarks: Indicates whether adding a remark is a mandatory field in the app when applying for leave.

Entitlement History & Planning:

Manage leave configurations by effective year. Select a record to update the conditions for that specific period. As the leave configuration may change over time, this keeps a history of each period so previous records are not lost.

From Effective Year / To Effective Year: The period this leave configuration applies to. Leave To Effective Year empty for an open-ended (ongoing) configuration. When creating a record, you may copy all entitlements from a selected year to the new year.
Is Cut-off Day Applicable: Indicates whether cut-off dates are used when allocating leave. Set to YES to configure the cut-off dates below. The cut-off day is a day of the month (1–31).
- Cut-off date for new join (system: cut off join): If the employee joins on or before this day of the month, leave is allocated for that month.
  - For instance, cut-off day: 15.
    - Example:
      1. Staff joining on January 15 will be allocated leave for January.
      2. Anyone joining between January 1 and January 15 will be allocated leave for January.
- Cut-off date for leave grade change (system: cut off grade change): If the employee's leave grade changes on or before this day of the month, the new leave grade is used for that month; otherwise, the new leave grade applies from the next month.
- Cut-off date of resign (system: cut off resign): If the employee resigns on or after this day of the month, leave is allocated for that month.
  - For instance, cut-off day: 15.
    - Example:
      1. Staff resigning on January 15 will also be allocated leave for January.
      2. Anyone resigning between January 15 and January 31 will be allocated leave for January.
Anniversary Cut-off Day: Currently not in use.
Event-based Validity (for event-based leave types such as Paternity Leave and Shared Parental Leave): Replaces the previous "Leave Expiration After" setting.
- Event Date: The event the validity is calculated from (for example, Youngest Child Date of Birth).
- Validity from Event: The number of years (From–To) after the event during which the leave remains valid.

Employee Entitlement:

Employee Eligibility

Select the condition(s) from the Employee Profile that the employee must fulfil to be entitled to this leave type. Leave inapplicable fields blank.

Leave Grade: Restricts the entitlement to employees of a selected leave grade. Supports an IS / IS NOT operator.
Pay Group: Restricts the entitlement to one or more selected pay groups.
Eligible After: The probation/service period the employee must complete before becoming eligible for this leave.
- For instance, Annual Leave with Eligible After: 3 months — a staff member joining on January 12, 2024 can start applying for leave from April 1, 2024.
Length of Employment: The number of years (minimum–maximum) the staff member has been employed with the company.
Nationality: Restricts the entitlement to employees of a selected nationality.
Marital Status: The marital status of the staff member (Married / Single / Divorced / Widowed / Separated).
Gender: The gender of the staff member (Male / Female).
Employee Age: The age range (minimum–maximum) of the staff member.
Classification: Restricts the entitlement to one or more selected employee classifications.
In Resigned Year: Indicates whether the condition applies to a resignation year or a non-resignation year. Leave unset if the resignation year is not relevant.
- Months in Resigned Year: Shown when In Resigned Year is YES. The range (minimum–maximum) of months served in the year of resignation.

Family Information

Leave inapplicable fields blank.

Has Spouse: Indicates whether the staff member has a spouse (Yes / No).
- Spouse Nationality: Shown when Has Spouse is YES. The nationality of the spouse.
Marriage Leave Validity: The number of years after marriage during which Marriage Leave can be taken.
Has Child: Indicates whether the staff member has a child (Yes / No). When YES, the child fields below apply.
- Age of Youngest Child: The age range of the youngest child.
- Nationality of Youngest Child: The nationality of the youngest child.
- Birthdate of Youngest Child: The birthdate range of the youngest child. This leave type is available only to employees whose youngest child was born within the specified date range.
  - For instance, in the case of Shared Parental Leave:
    - Each parent is eligible for 3 weeks of Shared Parental Leave by default if their child is born between April 1, 2025, and March 31, 2026.
- No. of Eligible Children: The maximum number of children (less than or equal to) for the staff member to be eligible for this leave.
  - For instance, in the case of Maternity Leave:
    - Staff with no children or one/two children are eligible for this leave.
    - Staff with three children are not eligible for this leave.

Entitlement

Entitlement Type: Determines how the entitlement is measured.
- Days
- Weeks
- Weeks (One time application) — used for Maternity Leave
- Days (Per work calendar week) — set the number of weeks; the system converts it to days based on the employee's work calendar
- Per Occurrence
- Manual Allocation
- Unlimited Days
Proration Method: Determines how an allocated balance accrues. The available methods depend on the selected Entitlement Type.
- Full Entitlement: Grants the full annual amount based on the latest grade.
- Full Upfront: Grants a weighted annual total upfront based on monthly status.
- Monthly Accrual: Earned and credited monthly.
- By Entitlement Settings: Applies advanced or custom configurations.
- Availability by Entitlement Type:
  - Days: all four methods are available.
  - Weeks and Days (Per work calendar week): only Full Entitlement is available.
  - Weeks (One time application), Per Occurrence, Manual Allocation, and Unlimited Days: no Proration Method is required.