Leave Type

Leave Type is under Leave.

The "Leave Type" is used to define and manage various types of leave available to employees. Here’s what you can do:

• Create Leave Types: Define different categories of leave, such as annual leave, sick leave, maternity leave, bereavement leave, etc.

• Set Leave Rules: Establish rules and policies for each leave type, including accrual rates, maximum allowable leave, and carry-forward policies.

• Assign Eligibility: Determine which employee classes or employers of employees are eligible for each leave type.

• Integration with Leave Entitlements: Ensure that each leave type integrates seamlessly with the overall leave entitlement system, reflecting accurate balances and usage.

This screen ensures a comprehensive and customizable leave management system, tailored to your organization's policies and employees' needs.

Leave Type is user definable, each Leave Type should belong to one Leave Nature, and the system defines Leave Nature.  See the definition of Leave Nature. 

When Leave Entry required Attachment is checked, the HRPro User must attach an attachment when adding Leave Entry for this leave type. E.g. Doctor's Certificate for Sick Leave.

WebLeave (Employee Portal) tab

This tab is available only if Employee Portal is enabled. 

General Functions

When Visible in WebLeave Application is checked, then this leave type is visible for the Employee Portal User to select to apply for leave. 

The WebLeave Day/Hour Decimal Place is to define the Day Decimal of this Leave Type in WebLeave, you can set it to based on Employee Portal Setup in the HRPro Setup Screen. 

The option When Balance less than is to set the minimum balance after application of this Leave Type. 

If Allow Application is selected, no balance checking is performed. 

If Disallow Application is selected, the application cannot be submitted if the balance after the application is less than the value of the minimum balance. 

If Give Warning is selected, a warning message will appear on the application screen if Enable Real-Time Validation When Applying for Leave in Employee Portal Setup, Leave Application Tabis turned on. 

When the Application Required Attachment is checked, the Employee Portal User must submit an attachment when applying for leave for this leave type. E.g. Doctor Certificate for Sick Leave unless the Application allows missing Attachment to be checked. 

If the Application Required Attachment and Application allow missing Attachment are both checked, the applicant can apply without Attachment. However, the Missing Attachment checkbox in Leave Entry will be automatically checked after the application is approved. 

When Application Required Remarks is checked, the Employee Portal User must enter the remarks when applying for leave for this leave type. E.g. describe the reason for the Leave. 

When Application Rejection Required Remarks is checked, The Approver must enter the remarks for this leave type when rejecting leave. E.g. describe the reason for rejecting the Leave. 

If Allow Unapproved Leave Application Withdrawal is turned off, the applicant cannot withdraw (delete) his/her unapproved leave application. 

If "Enable "Cancel Leave Request" for Leave not taken" is enabled, applicants can cancel the approved application with dates after the current date (i.e. future Leave). 

If Even for Current Date Leave is turned on and  'Enable "Cancel Leave Request" for Leave not taken' is enabled, applicants can cancel approved leave applications for the current date. 

If Even for Past Leave (Recommend No) is turned on and  'Enable "Cancel Leave Request" for Leave not taken' is enabled, applicants can cancel the approved leave application with dates before the current date. Caution: Cancelling past leave may impact calculations such as Annual Leave Pay, No Pay Leave Deduction and Leave Forfeiture. Depending on company policy, manual adjustment may be necessary.

Leave Date Restriction

This panel is to define the restriction of the date of leave. 

Allow Leave Taken Start Date  options are (After / On or After)

• • Join Date 

  • Probation End Date

  • 1 month of service

  • 3 months of service

  • 6 months of service

  • 1 year of service

  • 4 weeks (28 days) of service

  • 40 weeks (280 days) of service (e.g. Maternity Leave, Paternity Leave)

Allow Leave Taken Start Date 2 options are (After / On or After)

• • N/A

  • Period End Date of the generated payroll (good for the leave type that involved payroll. e.g. The employee is not allowed to apply for "No Pay Leave" to be taken in 2022 March if 2022 March Payroll is generated for the employee)

  • Employee User-Defined Date Fields defined in Master Setup, Employee User Defined Fields tab.

  • Company User-Defined Date Fields defined in Company Setup, Company User-Defined Fields panel.

Allow Leave Taken End Date options are (On or Before, 1 month before up to 12 months before, 1 month after up to 12 months after)

• Termination Date 

• Contact End Date

• Leave Year-End Date (i.e. allow apply for leave for this leave year only. e.g. on or before December 31, applicable to Annual Leave, Additional Annual Leave, Full Pay Sick Leave, and Causal Leave only)

• Next Leave Year-End Date (i.e. allow apply for leave for this leave year and next leave year only, e.g. on or before December 31 next year, applicable to Annual Leave, Additional Annual Leave, Full Pay Sick Leave, and Causal Leave only) 

• Resignation Date

• Employee User-Defined Date Fields defined in Master Setup, Employee User Defined Fields tab.

• Company User-Defined Date Fields defined in Company Setup, Company User-Defined Fields panel.

When the Allow Backdate Application is checked, the Employee Portal User can apply to backdate leave for this leave type. 

When the "Maximum days between Leave Date and Apply Date" is defined, the application must be submitted no later than X days after the Leave Date. For example, a sick leave application must be submitted no later than 14 days after the sick leave. This applies to backdate applications.

When the Allow Future Date Application is checked, the Employee Portal User is allowed to apply Future Date leave for this leave type.   

When the "Minimum days between Apply Date and Leave Date"  is defined. The application must be submitted no less than X days before the Leave Date.  For example, an annual leave application must be submitted 7 days before the annual leave. This applies to future date applications.

When the ‘Maximum days between Apply Date and Leave Date’ is specified, the leave must be taken within X days of the application submission date. For example, the compensation leave must be taken within 30 days after the apply date. This applies to future date applications.

On Calendar

The Colour defines the appearance of this Leave Type on the Company Calendar, Event Calendar and HRPro Calendar. 

When the Visible in Company Calendar is checked, the leave of this leave type will be visible in the Company Calendar. 

When the Visible in Event Calendar is checked, the leave of this leave type will be visible in the Event Calendar. 

When the Visible in HRPro Calendar is checked, the leave of this leave type will be visible in the HRPro Calendar. 

When Show as [OFF] in Company Calendar is checked, the leave of this leave type will be shown as [OFF] rather than the original leave code. 

When Enable link to Leave Details on Company Calendar (Recommend No) is turned on and Enable link to Leave Details on Company Calendar (Recommend No) in Employee Portal Setup, Employee Self Service Tab is turned off, hyperlinks are available on the Calendar and allow to click the link to view the original Leave Applications/Leave Entries including remarks and attachments for this Leave Type.  Be cautious about privacy. 

Explanation on Employee Portal

When defined, will show on Apply Leave screen in Employee Portal under Leave Type combo box. 

Leave by Whole Day

When Leave by Whole Day is turned on, Leave by Whole Day is allowed for this Leave Type.

When Minimum Days to Apply is defined. The applicant must apply at least the defined days when applying leave by whole day.

When Maximum Days to Apply is defined. The applicant must apply not more than the defined days when applying leave by whole day.

Leave by AM/PM

When Leave by AM/PM is turned on, Leave by AM/PM is allowed for this Leave Type. If Leave by Whole Day and Leave by AM/PM are both turned on, and the Enable Leave by Whole Day + Half Day is turned on in Leave Module Setup, General tab, AM + Whole Day, AM + Whole Day + PM and Whole Day + PM will be available as Leave Time in the Application.

Leave by Time

When Enable Leave by Time is turned on: This means that for this leave type, employees are allowed to apply for leave based on specific start and end times, rather than just full or half days.

Minimum Minutes to Apply: When this setting is defined, it specifies the minimum amount of time (in minutes) that an employee must apply for when requesting leave by time. For example, if the minimum is set to 30 minutes, the employee cannot apply for leave for less than 30 minutes.

Maximum Minutes to Apply: When this setting is defined, it specifies the maximum amount of time (in minutes) that an employee can apply for when requesting leave by time. For example, if the maximum is set to 480 minutes (8 hours), the employee cannot apply for more than 8 hours of leave in a single request.

These settings help ensure that leave requests are within acceptable limits, making it easier to manage and process them. They provide flexibility while maintaining control over how leave is applied for and used.

When the setting “Allow Leave Hours only in multiples of” is defined, it means that employees must request leave in specific increments. For example, if the increment is set to 0.5 hours, employees can only apply for leave in multiples of 0.5 hours. This means they can request leave for 0.5 hours, 1.0 hours, 1.5 hours, 2.0 hours, and so on. This ensures that leave requests are standardized and easier to manage. It prevents employees from requesting leave in irregular increments, which can complicate scheduling and payroll calculations.

When the “Enable One Minute Increments” setting is turned on, it allows employees to apply for leave in one-minute increments. This means that when they are selecting the time for their leave, they can choose any minute value, such as 01, 02, 03, 04, 05, and so on, up to 59. For example, if an employee wants to apply for leave from 9:00 AM to 9:37 AM, they can do so because the system allows them to specify the exact minute. This provides greater flexibility and precision in leave applications, accommodating more specific scheduling needs. However, it can complicate scheduling and payroll calculations.

Leave Type Balance (Not applicable to Annual Leave, Additional Annual Leave, Sick Leave (Statutory), Sick Leave (Full Pay), Compensation Leave, Casual Leave Nature)

When Enable Leave Type Balance is turned on, leave entitlement per year can be defined for this particular leave type. This is good for defining the balance if the Leave Nature itself does not have entitlement defined. 

When the Maximum Number of Hours allowed to apply per year (for leave by TIME only) is defined. The applicant must apply not more than the defined hours per year (only applicable to applying for leave by time, the leave by whole day/AM/PM will not count). The calendar year period is defined in Started at. There is no first-year pro-rata calculation in this option. 

When the Maximum Number of Days allowed to apply per year is defined. The applicant must apply not more than the defined days per year. The calendar year period is defined in Started at. There is a first-year pro-rata calculation in this option (unless the No Prorata for first-year check-box is checked). 

"Started at" can be the 1st of each Calendar Month or the date of the Anniversary. 

Leave Type Balance will only be shown on the Employee Portal when 

• Enable Leave Type Balance check-box (in Leave Type) is checked

• Show Leave Type Balance check-box (in Leave Type) is checked

• Show Leave Type Balance check-box (in Employee Portal Setup, Leave Application Tab, show items panel) is checked

These settings are applicable only if the Leave Nature is not Annual Leave, Annual Leave Additional, Sick Leave (Statutory), Sick Leave (Full Pay), Compensation Leave, and Casual Leave.

Birthday Leave (applicable to Birthday Leave Nature)

• Allow Birthday Leave during the Birthday Month only: When enabled, the Birthday Leave date must fall within the employee's birthday month. 

• Allow Birthday Leave before Birthday (days): If not set to "N/A," employees may take their Birthday Leave no earlier than the specified number of days before the birthday. For example, it cannot be taken more than 30 days before the birthday.

• Allow Birthday Leave after Birthday (days): If not set to "N/A," employees may take their Birthday Leave no later than the specified days after the birthday. For example, it cannot be taken more than 30 days after the birthday.

• Allow Birthday Leave before Birthday (working days): If not set to "N/A," employees may take their Birthday Leave before the birthday within a specified number of working days. For example, it can be set so that the leave cannot be taken more than 2 working days before the birthday.

• Allow Birthday Leave after Birthday (working days): If not set to "N/A," employees may take their Birthday Leave after the birthday within a specified number of working days. For example, it can be set so that the leave cannot be taken more than 2 working days after the birthday.

These settings apply exclusively to the Birthday Leave Nature.

Approval Workflow

Approval Workflow

The available options are:

• Employee Portal Setup

• All Approvers

• Any Approvers

• By Level

• Self Approval

When "Employee Portal Setup" is selected, the setting is defined in the Employee Portal Setup, Leave Application tab's Approval Workflow panel. This setting can be overridden by the setting defined in the Employee Master, EPortal tab.

Approver 1-5

This setting defines the number of approvers required and the approval sequence (if by level) for this leave type. It allows for different approvers to be assigned to different leave types.

See also: What is "Approval Workflow"?

Employee Class tab

When one or more Employee Classes are checked in the Employee Class Tab, this leave type will only apply to those employees belonging to that Employee Class(es). (this option applies to both HRPro and Employee Portal).

Employer tab

When one or more Employers are checked in the Employer Tab, this leave type will only apply to those employees belonging to that Employer(s).  (this option applies to both HRPro and Employee Portal).

Recommended Settings

Annual Leave

• Nature (Annual Leave)

• WebLeave allow Backdate Application (False)

• Enable Leave Type Balance (False)

Sick Leave (Full Pay)

• Nature (Sick Leave (Full Pay))

• WebLeave allow Backdate Application (True)

• Application required Attachment (True)

• Application required Remarks (True)

• Enable Leave Type Balance (False)

In/Out Time Correction Request

• Nature (In/Out Time Correction Request)

• Visible in WebLeave Calendar (False)

• WebLeave allow Backdate Application (True)

• WebLeave Allow Future Date Application (False)

• Enable Leave by Whole Day (False)

• Enable Leave by AM/PM (False)

• Enable Leave by Time (True)

• Enable Leave Type Balance (False)

Maternity Leave

• Nature (Maternity Leave)

• Enable Leave by Whole Day (True)

• Enable Leave by AM/PM (False)

• Enable Leave by Time (False)

• Enable Leave Type Balance (False)

• WebLeave Day/Hour Decimal Place (0)

• Allow Leave Taken Start Date (After 40 weeks (280 days) of service)

• Minimum Days to Apply 70 Days (98 Days on or after 2020/12/11)

• Maximum Days to Apply 70 Days (98 Days on or after 2020/12/11)

If the Maternity Leave Policy of your company allow non-continuous Maternity leave, see How to enable Maternity/Paternity Leave Balance Checking. 

Paternity Leave

• Nature (Paternity Leave)

• Enable Leave by Whole Day (True)

• Enable Leave by AM/PM (False)

• Enable Leave by Time (False)

• Enable Leave Type Balance (False)

• WebLeave Day/Hour Decimal Place (0)

• Allow Leave Taken Start Date (After 40 weeks (280 days) of service)

• Minimum Days to Apply 5 Days

• Maximum Days to Apply 5 Days

If the Paternity Leave Policy of your company allows non-continuous Paternity leave, see How to Enable Maternity/Paternity Leave Balance Checking.

Birthday Leave

• Nature (Birthday Leave)

• WebLeave Day/Hour Decimal Place (0)

• Allow take Leave during the month of birthday only (True) or set the "Allow take leave before birthday (days)", "Allow take leave after birthday (days)"

• Enable Leave by Whole Day (True)

• Enable Leave Type Balance (True)

• Maximum Number of Days allowed to apply per year (1)

• No Prorata for the first year (True)

• Started at (N/A)

• Show Leave Type Balance (True)

Marriage Leave

• Nature (Working Day Leave (Full Pay))

• WebLeave Day/Hour Decimal Place (0)

• Allow Leave Taken Start Date (On or After Marriage Date - Marriage Date is an Employee User-Defined Field)

• Allow Leave Taken End Date (Marriage Date plus 1 month)

• Enable Leave Type Balance (True)

• Maximum Number of Days allowed to apply per year (3)

• No Prorata for the first year (True)

• Started at (N/A)

• Show Leave Type Balance (True)

Business Trip

• Nature (Not Absent)

• Visible in WebLeave Application (True)

• Visible in WebLeave Calendar (True)

• WebLeave allow Backdate Application (False)

• Enable Leave by Whole Day (True)

• Enable Leave Type Balance (False)

Typhoon Leave

• Nature (No OT Leave)

• Visible in WebLeave Application (False)

• Visible in WebLeave Calendar (False)

• WebLeave allow Backdate Application (True)

• Enable Leave by Time (True)

• Enable Leave Type Balance (False)

Injury Leave

• Nature (Injury Leave (Statutory))

• Visible in WebLeave Application (False)

• Visible in WebLeave Calendar (True)

• WebLeave allow Backdate Application (True)

• Enable Leave Type Balance (False)

Holiday Leave

• Nature (Holiday Leave)

• Visible in WebLeave Application (True)

• Visible in WebLeave Calendar (True)

• WebLeave allow Backdate Application (False)

• Enable Leave Type Balance (False)

• Enable Leave by Whole Day (True)

• Enable Leave by Time (False)

• Enable Leave Type Balance (False)

Rest Day

• Nature (Rest Day (Full Pay))

• Visible in WebLeave Application (True)

• Visible in WebLeave Calendar (True)

• WebLeave allow Backdate Application (False)

• Enable Leave Type Balance (False)

• Enable Leave by Whole Day (True)

• Enable Leave by Time (False)

• Enable Leave Type Balance (False)