How to grant employees Leave Entitlements via their Employment Term

Objective

This page describes the process of adding Leave Entitlements during the creation of the Employment Terms.

Process

HR Manager
Open employee's Employment Term
HR Manager
Insert the amount of entitlements
HR Manager
Set Employment Term to valid
Employee
Real time access to the Leave Entitlements

Prerequisites

  • To be set up by HR Manager
  • Employment Term Templates are already created
  • Make sure that the Employment Term assigned to the employee is not yet set to valid

Click Through

  • Start in HR HUB
  • Under Administration, click on Employees
  • Open the file of the desired Employee
  • Go to the Tab Employment Terms & Wages
  • Open the employee's Employment Term
  • In the table Leave Entitlements, click on + New Leave Entitlement
  • Add the Absence Type (e.g. vacation)
  • Add the Amount of entitlements in days
  • Add the Process Remaining
    • Define if remaining days at the end of the period automatically get transferred to the new period, automatically get booked out or if they are transferred manually
  • Add the Entitlement Type
    • Define if this is a new entitlement or a carried forward entitlement
  • Save
  • Set the Employment Term's status reason to valid

Hint

  • Once the Employment Term is set to Valid, it is no longer possible to add or edit the entitlements inside the Employment Term.
  • The amount of leave entitlements in the first year of employment will be automatically calculated based on the combination of the start date of the Employment Term Template and the actual start date of the employee.
    • For example, if someone has a yearly entitlement of 30 vacation days and starts working on July 1st, their entitlement for the first year will automatically be set to 15 days, if the Employment Term Template year starts on January 1st.


  

Result

Once the Employment Term is set to valid, the amount of entitlements can be seen by the employee, the supervisor and the manager, inside the table 'Leave Summaries'.
The system will automatically create the amount of leave for the current year, and the total of entitlements for the next year.
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