To create a replacement leave type, you would first need to create a leave type that is credit based. Meaning, the employee will apply for replacement leave credit, and when the replacement leave credit request has been approved, the employee can then proceed to book the replacement leave itself.
This feature allows for employees to request a replacement day to be credited to their leave balance, with the HR Admin having the ability to set an expiry date by which employees have to utilize it.
It should also be noted that the replacement leave settings can apply to all special leave types, such as maternity and paternity leave, compassionate leave, and more. Meaning that only relevant leave types are available to employees, at the right time.
*NOTE : You cannot modify existing leave types to a credit based leave type. You must create a new and separate credit based leave type.
STEP 1 : HOW TO CREATE A REPLACEMENT LEAVE TYPE?
1. At HR Lounge, click on Employee Leave.
2. At the Leave Policies dashboard, click on the +Add new leave type icon.
3. At the Create a new leave type pop up window, input all the necessary information and click Save to complete the action. Remember to tick the checkbox 'Leave earned via credit request'. Once selected, it will then enable the employees to request for leave credit before booking the leave.
(Example : Requesting replacement leave credit to book replacement leave.)
*NOTE : This is ONE TIME ACTION that can only be set during leave type creation and can't be modified once saved.
4. Once the Replacement leave type has been successfully created, and the 'Leave earned via credit request' checkbox has been selected to indicate that it is a credit based leave type, the newly created leave type will appear as shown in the sample screenshot below :
STEP 2 : HOW TO CONFIGURE THE SETTINGS FOR REPLACEMENT LEAVE TYPE? - GENERAL CONFIGURATION
A. POLICY AVAILABILITY
This settings allows you to define the availability of the policy, i.e. to be applicable to all employees, or only to certain group of employees.
*NOTE : If you restrict this policy to certain group of employees, remember to check 'Assign policy' under the Tools section (scroll to the top of the page).
B. APPROVAL (Approval workflow once replacement leave credit request has been approved)
This settings allows you to set the approvers who will be approving the replacement leave application (NOT approval for replacement leave credit request).
*NOTE : If the second approver is enabled, the employee will require both first and second approvals for the leave to be approved. Approvals will be done in sequence.
C. CREDIT (For replacement leave credit request, NOT for replacement leave utilization)
i. Credit request approver :
This settings allows you to set the approvers who will be approving the replacement leave credit request (NOT approval for replacement leave application). The approvers set here, can be same as the leave approval workflow above, or can be defined as a another approval process.
ii. Set the limit amount of the credit leave :
If the limit is set, employees will be entitled to a certain credited amount only, based on the specified limit. (Example : If the total limit is set for 5 days, the employee will be entitled to only 5 days of credit leave.)
*NOTE : The amount of credit leave set, does not mean the credit request will be automatically approved. The employees are still required to request for the credit and the approver(s) has to approve the credit request.
iii. Set expiry for the credit :
By setting the expiry, it will require employees to key in a reference date for the credit requests. You can select the expiry period for day(s), week(s) or month(s) from the dropdown.
The reference date is a date or period, that justifies the credit request and is a mandatory field. (Example : If an employee applies for a replacement leave, the reference date is the date where the employee had been working extra time or during weekend/public holidays.)
The reference date is also used to define the credit validation period (starting from the following day) or year (if expiry is not set). Please note that in the case where the reference date is 31st December, or a period ending on 31st December, the credit belongs to the following year.
iv. Carry Forward :
a. Enable this feature, to allow unused credit days to be carried over to the next year. You can either set the maximum number of days that can be carried forward to All by ticking the checkbox, or type in the number of days in the field provided.
b. Tick the 'Set expiry' checkbox, and define the carry forward expiry period by typing the amount, and selecting the expiry period for day(s), week(s) or month(s) from the dropdown.
*NOTE : If the expiry period is not set, the carry forward will expire on the following year.
v. Mandatory attachment, Enable overlapping reference dates and Allow booking leave on reference date :
Enable these settings :
a. Mandatory attachment : To make attachment mandatory when employees want to request for credit day(s)
b. Enable overlapping reference date : to allow multiple credit requests to be made over the overlapping reference dates.
c. Allow booking leave on reference date : to allow employees to book their leave on the same day as reference day of the credit leave
vi. Create custom fields :
a. You may create custom fields to appear at the employee's replacement leave credit request. Select the options Text, Number, Date or Select from the dropdown list.
b. Click on +Add custom field to add more than one custom field.
c. Tick the Mandatory checkbox if you wish for the custom item to be a mandatory field when an employee creates a replacement leave credit request.
d. Click on the bin icon if you wish to remove the custom field.
D. LEAVE ADVANCED SETTINGS (For replacement leave utilization, NOT for replacement leave credit request)
*NOTE : This configuration settings will only apply for replacement leave applications, after the replacement leave credit request has been approved.
i. Use working days :
Enable this field for the day count of a leave application to based on the employee's office.
(Example : Office A working days are set as Monday - Friday, and off days are Saturday - Sunday. Hence, if an employee applies for leave from Monday - Sunday, the day count for the leave application will only be 5 days, i.e. Monday - Friday, which are the working days for Office A. Saturday and Sunday being off days, will not be included in the day count.)
ii. Allow booking half day
Enable this field to allow employees to apply for a half-day (0.5 day) leave.
iii. Allow employee to apply leave in the past :
Enable this field to allow employees to apply for leave on a past date (within the year). Usually applies to leave types such as Medical leave.
iv Allow employee to modify leave in the past :
Enable this field to allow employees to modify past approved leave utilization.
*NOTE: Modification of past-date approved leave will trigger the approval.
iv. Set a minimum/maximum of time for leave to be booked in advance :
Select 'Yes, set a limit' if you wish to set a time limit for a leave to be booked in advance. You can select the limit for day(s), week(s) or month(s) from the dropdown.
a. Set a minimum limit of time for the leave to be booked in advance:
(Example : If the limit is set for 3 days, the employee who wishes to book a leave for 27th March 2024, he needs to apply at least 3 days earlier, that is latest by 24th March 2024)
b. Set a maximum limit of time for the leave to be booked in advance:
(Example : If the limit is set for 1 month, the employee who wishes to book a leavein the month of April, the employee can create the leave application only 1 month in advance, i.e. in March. The employee will not be able to create the leave application for April in January or February, as the limit has been set for 1 month in advance only.)
iv. Set a minimum/maximum limit to the period that can be booked at a time (consecutive days) :
Select 'Yes, set a limit' if you wish to set a limit to the period that can be booked at a time.
a. Set a minimum number of leave days that can booked at a time (consecutive days)
You can select the limit for day(s) from the dropdown.
(Example : If the limit is set for 2 days, the employee need to book minimum of 2 days at a time or per leave application)
b. Set a maximum number of leave days that can booked at a time (consecutive days)
You can select the limit for day(s), week(s) or month(s) from the dropdown.
(Example : If the limit is set for 7 days, the employee can book a leave for maximum of 7 days at a time or per leave application)
v. Set a reminder for leave balance :
a. Enable this option to send emails and quick access reminders to employees with leave balance.
b. Select day, week, month or quarter from the 'Send a reminder every' dropdown list. (Example : If you select 'quarter', then the email reminder will be sent every yearly quarter, on the first day of the month at 6pm.)
c. Type the number of days in the 'Send only to employees whose balance exceed' field, if you wish for the reminders to be sent only to employees with a specific number of leave balance. (Example : If you insert '20', only employees with leave balance of 20 and above will receive the reminders.)
vi. Sending leave approval notification to employees :
a. Insert the email address of employees who wish to receive notifications when their leave application has been approved. Hit 'enter' to add multiple recipients.
b. Tick the 'Attach email calendar invitation' checkbox if the employees wish to link their leave application to their Google Calendar.
*NOTE : There is no need to add the approvers of leave, as they will be notified by default.
vii. Mandatory attachment & Mandatory justification message :
a. Tick the 'Mandatory attachment' checkbox: to set attachments as a mandatory field when employees create a leave application. Once this field has been enabled, employees will not be able to proceed with their leave application without attaching the mandatory attachment first.
b. Tick the 'Mandatory justification message' checkbox: to set justification message as a mandatory field when employees create a leave application. Once this field has been enabled, employees will not be able to proceed with their leave application without inputting comment at the 'justification' field first.
viii. Leave request custom fields :
a. You may create custom fields to appear at the employee's replacement leave application. Select the options Text, Number, Date or Select from the dropdown list.
b. Click on +Add custom field to add more than one custom field.
c. Tick the Mandatory checkbox if you wish for the custom item to be a mandatory field when an employee creates a leave application.
d. Click on the bin icon if you wish to remove the custom field.
Once you have completed the configuration settings, click Save settings to complete the action.
STEP 3 : HOW TO ASSIGN LEAVE POLICIES TO EMPLOYEES?
Once you have created the leave type and configured the settings, the next step will be to assign employees to the leave policy. To know more on how to assign leave polices, kindly click on the link below:
How to assign leave policies to my employees?
STEP 4 : HOW TO CUSTOMIZE THE CONFIGURATION FOR SPECIFIC EMPLOYEES ONLY? - CUSTOM CONFIGURATION
If you would like some employees to follow specific rules and not the company policy, select a customization type under the All employees - CUSTOM CONFIGURATION field.
To know more on how to customize leave configuration, kindly click on the link below:
How to setup leave custom configuration?
*NOTE : Any change in the company policy will not affect the customized employees any longer.
1. Select the customization type. (Example : Credit First Approver.)
2. Select the employees for which you would like to apply a customization, and click Next to proceed.
3. Choose the new values, and click Apply customization.
4. The customization applied will be displayed as follows :
