Leave Types

Create Leave Types that your organization uses, e.g. Annual Leave, Meeting, Sickness, Compassionate etc. We set you up with some to get you going, but you can add more or change these to best suit your company.

For each Leave type you can set different options such as;

  • Whether it affects allowance and if so from which Leave pot(s) the allowance should be deducted,
  • Who can use the Leave Type
  • Which level of approval (if any) the leave type needs.

Tip: Make sure to set who (which groups) can see / request the Leave type otherwise staff may not be able to request it or even see it in the calendar views!

CREATE LEAVE TYPES

  • From the Leave menu, select Leave Types, then Create new Leave Type.
  • Select a Code which will be displayed in the calendar i.e. H for Holiday
  • Enter a name and Select a colour
  • Select if the leave is given in Hours or Days*
  • Then, if the leave type affects Allowance,  select the Allowance pot**

Then click Save, you will then find the other tabs on the left become available.

*This will be important if you have chosen to deduct allowance from a specific allowance pot, as staff will need to have the same allowance pot and unit to use this type of leave

**After clicking Save you will see an option "Deduct Allowance" appear, here you can set how the leave type will deduct allowance either Based on Working Time or Based on Duration.

  • Based on Working Time - When you submit a leave request, the allowance to be deducted will be based on your Working Time i.e. if you book Monday to Sunday off it will deduct 5 Days if you only work Mon - Fri
  • Based on Duration - When you submit a leave request, the allowance to be deducted is based on the duration of the request and not the working time i.e. if you book Monday to Sunday off it will deduct 7 Days even if you only work Mon - Fri.

LEAVE POTS

Here you can set which Allowance Pots are associated with this leave type, you can either have 1 allowance pot i.e. Paid Leave or you can have multiple Pots - so that when your staff run out of Paid Leave, Holiday will deduct from the next pot such as Time Off In Lieu.

**Please Note**

Carryover (if applicable) will be deducted from each pot first. Once all the Carryover, from all pots (if applicable) has been exhausted, the Leave will then be deducted from each pot, again based on the Order of Deductions shown on the Leave Pots page (within the leave type itself).

APPROVALS

You can set here if the Leave type requires Approval, or multiple approval;

  • No Approval required - When leave is submitted it will automatically approve
  • Single, First Approver Only - Leave will require approval from your first approver only and will not required further approval
  • Single, Any Approver - Leave can be approved by either your First or Second Approver (if you have a second approver) and will be approved after the first approval.
  • Both Approvers - Leave will require approval from both your first and second approver, in any order, if one Approver declines the request it will be declined immediately and will not require further approval - if you only have one approver, the request will be finalised after the approver has taken action.
  • Chain, First Approver then Second Approver - Leave will require approval from both your first and second approvers but the first approver must take action first, before it goes to your second approver. If your first Approver declines the request it will be declined immediately and will not require further approval - if you only have one approver, the request will be finalised after the approver has taken action.

You can also choose who will receive certain emails and notifications from the system during the request leave / approval process. You can also choose whether the leave type can be Auto Approved when your Approvers / Administrators submit leave on a persons behalf or to Never allow the requests to be auto approved.

RESTRICTIONS

From here you can set certain parameters around how much time off can be requested and whether a certain amount of notice is required.

  • Min. Interval - The minimum amount of time off that can be booked in a single request i.e. You might only want staff to be able to request 1 day off minimum
  • Max. Interval - The maximum number of working days that can be booked in a single request i.e. Staff can only book off 2 weeks at a time
  • Notice Period - How much notice do your staff have to give when booking leave i.e. If they book holiday, they have to give 2 weeks notice*
  • Max. Notice Period - Set how far in advance staff are allowed to book leave i.e. they cannot book leave more than 6 weeks in advance.
  • Cancel Period - This allows you to prevent staff from cancelling leave if the request falls within the set number of days i.e. Staff cannot cancel leave occurring within 14 days of "todays" date - By Default, the Cancel period is set to 0, meaning that staff cannot cancel leave in the past - in order to do so, staff will need to contact either their Line Manager or Administrator.*

*If these values are set to a minus i.e. -14 Days, staff will be able to book or cancel leave upto 14 days in the past.

OPTIONS

Select if Notes must be entered on request, approval, both, never (disables notes) or leave as Optional, though there is no way to enforce what content is supplied with Notes.

If you use Minimum / Maximum Group Staffing levels or Restriction type Rules, then check the boxes if this leave type is to be included each kind of Rule.

For example Annual Leave would be included, but a leave type such as Meeting would probably not be.

GROUPS

From here you can choose which Groups have access to this particular type of leave as well as what the Group is able to do with the leave type. At the bottom of the screen you can Add the Groups that should have access to the leave type, and what permissions they can have.

Permissions

  • Requested by
    • Anyone in Group - Users within this Group will be able to request this leave type
    • Anyone in Group, plus users approver - As above, but Approvers will be able to request leave on behalf of users that they approver for, even if the Approvers are not in this Group
    • Users Approver Only - Approvers will be able to request leave on behalf of users that they approver for, even if the Approvers are not in this Group
    • Leave / Overtime Admin only - Any user with the "Leave Admin" user role permission will be able to request this leave type on behalf of users within this Group, even if they are not in this Group*
  • Seen by
    • Anyone in Group - Users within this Group will be able to see this leave type for anyone that they can see already.
    • User only - Users will only see their own leave with this type of leave via My Leave as well as any other views within the system
  • Notes visible to
    • None - Users will only see their own Notes with this type of leave via My Leave
    • Anyone in Group - Users will still see their own Notes via My Leave - any user with access to Reports, Pending Leave or Leave Admin will see notes for any staff that they can See.

Sometimes companies have particular policies whereby they only want certain Groups to SEE types of leave but not request them, the Grouping function within WhosOffice will allow you to create specific Groups that carry certain Leave Type permissions, these can be setup in addition to a staff member's normal Group (Department).

*Users with the leave admin user role permission, will be able to enter leave on behalf of staff under all Requested By options - except where this is set to NONE

HISTORY (LOG)

Allows you to keep track of any changes made to the leave type, along with who made the change and when it was changed. You can refer to this page when enquiries are made about the Leave Type.


Title: Leave Types
Category: Leave
Posted: Friday, 21st Mar 2014
By: Phil Cross
Direct link: https://www.whosoffice.com/support/knowledgebase/leave-types


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