How does leave management work?

HRSimplified automatically calculates the Leave balances and leave cycles for a Employee in the system.

On the first day when a Employee is loaded on the system it is important to note that the leave balance at that point in time needs to be used to populate the leave management section on the Employee Record.

HRSimplified will automatically increase the Annual leave every month and reset the Sick leave cycles to the total allocated values at the end of the 36 month (3 year) cycle. Unpaid leave will not follow any cycle.

To update the leave balances navigate to the HR Administration -> All Employees. Select the Employee you want to Edit/Update and click the Action button.  Select the Edit option in the Drop down menu to see the Employee HR profile.

Below screen indicates the location of the Leave Management screen for a Employee.

On the Leave management screen there are four (4) things to note:

1. Available leave

This is the leave balances of the Employee in real time. If you add the Employee on the system the balance that is entered here will be the balance as it was on that day. From that day forward the HRSimplified system will automatically increase and decrease the leave as it is accumulated and used by the Employee.

2. Leave Due Cycle

The leave Due section is the total leave that the Employee receives for the different cycles. e.g 

• Annual leave Days will be the total days received per year. 
• Sick Days will be the total Sick leave days received per 36 months (3 year) period (as managed by the Employees Start Date in the system on their Employee Record. 
• Special, Study and Family Responsibility days will be allocated per 12 months cycle (per year)
• Unpaid leave will not follow any Cycle 

3. Duration of the Cycle

For an annual cycle enter 12 months, for a 3 year cycle enter 36 months. The system will then use this cycle duration to calculate the yearly increase and also when to reset the leave to new values (For Sick, Study & Special leave)

4. Leave Increase value per Cycle

If your leave has a regulatory yearly increase this column can be used to capture the yearly increase value in days. e.g if you want an employee to get 1 extra day per year on their anniversary you will capture a 1 in this column.

5. Include Public Holidays and Weekends

This Switch indicates to the HRSimplified system that the Employee has a normal 5 day work week. 

If the Employee is a Shift worker or works a 7 day week (Like Nurses and Police officers) then the Switch should be switched OFF.

Explained:

• If the Switch is on, indicating the Employee follows the normal work week, then the HRSimplified system will not deduct leave days for weekends and public holidays.
• If the Switch if OFF, the HRSimplified system will automatically deduct leave days for weekends and public holidays.

6. Operating Country

When the field is NOT populated, the HRSimplified system defaults to South Africa.

If the Employee works in another country, the country can be selected and the public holidays used for leave calculations will use the public holidays for that country.

Leave Default values for Company

To update your Default values for the Leave days that will be input for a new employee, please do so on the Company Menu -> Company Details -> Leave Management(Tab)

Please note: 

HRSimplified performs leave balance maintenance on the 1ste day of the month, just after midnight. This means that leave balance will be updated to the new leave balances as they are accumulated during the past month 

All other leave transactions happens on the day of Approval. If an Employee submits leave for a future date, the leave balance will be updated (days deducted) on the day the manager approves the leave.