Step 1. Creating Leave Type Description

Step 1. Creating Leave Type Description

Location: Leave -> General Setting-> Leave Type Description

This section will guide you on how to create a new Leave Type. Leave Type basically means a type of leave, such as Annual Leave, Medical Leave, etc

For more information you can go to this link Leave Type Description. 

2. At the page of Home -> Leave -> Setup -> Leave Setup, click 'Create'.






3. Enter the Code that you want to represent the new Leave Type, for example you can use AL to represent Annual Leave.

4. If supporting document is required, tick the box when you want the applicant to attach the supporting document. If support document is not needed, leave both box blank.

5. Do note that if the option of supporting document is ticked, the applicant MUST attach the document before they can submit for Leave Application. 


Tips 
Leave Addition means manually adding certain number of leave for an individual



6. In the system, there are a list of pre-defined System Type of Leave (click on the drop down button to see the full list). A few example for System Type Leave are Annual Leave, Paid Leave, Marriage Leave, etc. .

7. The System Type Leave are the most commonly used Leave Type. If there is no System Type that is match your to-be-created Leave Type, choose the one that is closest, such as Paid Leave and Unpaid Leave.

8. For Entitle Type, there are 3 types:

  • Per Annum: the leave type entitlement is calculated base on year, in other word, the entitlement will restart from zero every year. For example, Annual Leave and Medical Leave are calculated based on Per Annum basis.
  • Per Incident: entitlement is based on the occurrence of the incident. For example, Maternity Leave and Paternity Leave.
  • Life Time: can only apply for one time throughout the whole working tenure. For example, Marriage Leave.


Tips 
The reason for having System Type Leave is to minimize the work to create a Leave Type. There are many type of Leave that each and every company can have, by choosing from the System Type Leave, the system will automatically know how to treat them. For example, Company A may allow Employee to be on leave for every raining day (which is obviously something very uncommon, especially in Malaysia) but the system will not know whether it is a raining day and may treat the Employee as absent from work instead of on leave. To solve this problem, you can create a Leave Type named Raining Day and choose the System Leave Type as Paid Leave.


9. Deduct Balance Method is for you to decide how employee's leave will be deducted. There are 2 options here: 

  • Based on Current Balance: System will deduct the leave from the current number of leave from Employee's leave bank 
  • Based on Year of Application Date: System will deduct leave based on the year that the leave to be taken. For example, in Dec 2011, if employee apply to be on leave on 2nd Jan 2012, system will deduct the leave balance based on 2012's leave entitlement and NOT 2011.  

10. The above is the setting for the Leave Type you want to create here. If you tick the box of 'Include Non Working Days For Leave Taken (Block Leave)', then even weekend and public holiday will be included as Leave day. Example of Leave Type that includes non working days is Maternity Leave, the 60 days of Maternity Leave is basically 60 calendar days.


11. 'Prorate' means the Leave will be prorated instead of getting full entitlement immediately. For example, Annual Leave is typically prorated but for Medical Leave cannot be prorated.

12. 'Earn on Last Day of Month' means the Leave will only be 'deposited' to Employee on the last day of the month. For example, assuming an Employee is entitled for 12 days of Annual Leave per year (1 leave day for every month). Assuming leave is only earn on last day of month, if the Employee check his leave balance on 15th of Feb, it will only show 1 day. If the leave is not earn on last day, then it will show 1.5 days.

13. If the system type selected is Unpaid Leave, an additional checkbox (Check Annual/Carry Forward/Replacement Leave balance before allow to take this leave) will appear which functions to check employees' annual/carry forward/replacement leave balance. If this checkbox is enabled (marked), the system will not allow employees to submit unpaid leave application if there is balance in either annual leave, carry forward leave, or replacement leave.

14. 'Allowed Cross Year Advanced Leave' means whether you want to allow Employee to apply Leave in the current year for next calendar year.

15. You can choose to allow Employee to take Leave only for certain days on the Next Calendar Year and also set the limit on number of days that Employee can take. Reason of having this option is certain companies does NOT allow Employee to take Advanced Leave, except for the first few days of the next calendar year.

16. If you want to notify certain personnel in the company whenever some one apply for this Leave Type. You can use the browse button on the right to choose emails that already entered in the system.

17. 'Sequence Number' is just to determine the sequence for this Leave Type to be shown compare to other Leave Type. If you enter 0, then it will appear as the first (on top of the list).

18. Once done, check all the details again and click the 'Save' button. You have just successfully created a new Leave Type.


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