Leave policies

This section in the PeopleHR module exists to monitor the absence of employees. The advantage of the system is the ability to configure any type of absence in your organization. Since the absence of an employee is directly related to the finances of the organization, our system covers this issue and you no longer have to go back to sheets, formulas and records.

Steps to Configure Policies

Deleting test data
Adding an accumulative policy
Configuration details
Accruals and transfer
Who approve
Notifications
Adding a policy without accumulation rules
Appointment of employees
Balancing

In the PeopleHR settings block, go to the "Leave Policies" category.



1. Deleting demo data
The system already has four types of absences configured by default:
Vacation
Sick leave
Work from home
At own expense

This data can be viewed as an example, but we strongly recommend you to delete it and create your own from scratch.



Add absence type
Click on the "Add absence type" button
Enter the name of the policy
Choose what will be monitored - days or hours
Choose a suitable icon
Choose a color



After creating the type, proceed to creating the Policy - the rules according to which you will accrue vacation to employees.

Policies can be:
Accumulative: contain a certain limit of days for a year, month, etc., or contain transfers or cancellations of days to the next period.
No accumulation rules: do not contain any rules, employees can request any number of days at any time.

Adding an accumulative policy

To add a policy, click the plus in the right corner of the vacation type window you just created. Then select the type "Accumulative". Ready!

When you select the Accumulative Policy, you see 4 blocks of settings in front of you:
Details
Accrual and transfer
Who approves
Notifications



Accumulative policy setup details

The first step is to name the policy. For example, “General” or “Standard”. The name of the policy will be displayed on the employee's personal page.



Basic options
Allow negative balance. The absence of a checkmark means that employees will not be able to leave a request for a day off if it creates a negative balance for them.
Required comment. If this option is enabled, it will be required to leave a comment when submitting a request.
Allow attachments. If this option is enabled, the employee will be able to add attachments to their requests.
Count as working days. If this option is enabled, requests will be counted as working days in reports.

Count as working days or calendar days
Working days - only working days are considered vacation days. Weekends and holidays are not considered used vacations.
Calendar days - every day from departure to return counts as an absence.

Limits
Indicate whether your employees can take a vacation during the trial period or not.
Set daily limits (it is recommended to set the value “1” in the first two options). Thus, you will protect yourself if an employee wants to take 0.5 or 0.25 days, etc.

Accruals and transfer
Using this function, you will set up vacation rules in your company for a certain type of absence.

Levels of accrual
Thanks to the levels of accrual, you can adjust the number of accrued days for the required period according to the policies of your organization.
Starts in. This option allows you to choose from which day (week, month, year) the vacation accrual begins. For example, if an employee just came to work and your company calculates vacation from the 1st day, you must put “0”.
The initial balance is set if you provide certain number of days to an employee from the very first day of work (if your company does not have this, skip this option).
Accrued - how many vacation days you accrue to employees and with what frequency. For example, 2 days per month on the date of hiring/at the beginning of the month.



Maximum balance is set if there is a certain maximum number of days that an employee can have on the balance. If you accumulate days continuously, skip this option.

Transfer amount is a required setting. It allows you to select policies for the accumulation/cancellation of vacation days.

if your company cancels vacation days on the date of employment or the new year, check the "No" option
if you have a transfer of a certain number of days to the next period, check the "Up to" option and select the number of days that can be transferred
if you accumulate vacation days continuously, check the “Unlimited” option.

Now let's move on to Settings



First accrual:
proportional, if you want to give the accumulated number of days before the beginning of the month or year (for example, an employee came on March 15 and before April 1 they should have not 2 days, but for 15 days that remained until April 1)
full, if the first accrual is accumulated in full.
Accruals happen:
if you give employees days for the working period, select the "End of accrual period" option
if you want the days to accumulate in advance, select “Start of accrual period”.

Who approves
If vacations require approvals in your company, activate the "Approvals required" option.



The "Skip Unassigned Approvals" option excludes approvals that are ultimately assigned to specific employees.

What approval options can be:
Supervisor: a person who is specified in the role of the line manager (see in the employee profile, the “Work” tab).
Supervisor's manager: a person who is designated as the manager of your supervisor.
Manager of the 3rd level: a person who is designated as the manager of the supervisor's manager.
Team Manager: you can select this option if you have created teams in the "Employees" tab, or there are project teams.
Specific person: you can choose a specific person who will be responsible for approving the vacations.
You can choose one option or several at once.

Important! Requests for approvals will be received one by one, depending on the order in which you assign the roles of the approvers.

Notifications
Allows you to inform employees about the approval of their request. You can create your own notification template. If this is not required, you can skip this option, and employees will receive standard notifications that their vacation have been approved.



Policy without accumulation rules
This policy does not contain complex settings. Here you only need to activate the “Details” and “Who approves” tabs (following the example described above).



Policy assignment
Any policy can be assigned the "Default" status. This will make it possible, when assigning a Day Off Policy in an employee card (for example, a new one), to select not from the list of all policies, but only specific ones. In case of an error or need to remove the assignment, you can also remove the "Default" status.



Assignments to employees
On the panel with all created types of absences there is a button “Assignment”.

Step 1. Select the employees you want to assign a vacation to. To do this, use the double arrow (if you want to select all) or single arrow (if you want to select several by first clicking on those you choose).
Step 2. Select Vacation Type and Policy that you previously created. Next, you will see the entire list of employees. Scroll down and confirm your choice. Make the assignment for the other types of absences in the same way.



Similarly, you can recalculate the Absence Policy and remove the Absence Policy.

Balancing
If you have not used PeopleForce before, and you do not have a history of previously taken vacations in the system, you need to balance them in employee cards.



To do this, go to the "Days Off" tab in the employee card. You will see the "Adjust" button, which will give you the opportunity to subtract the required number of days to get the correct balance. For example, an employee has 11 days on his/her balance, but according to your data, there should be 8 days).
Click the "Adjust" button and subtract the required number of days.

After this adjustment, the balance will be drawn up, and further accruals will be made according to the rules that you configured earlier. Perform the same action for all employees in order to put down the correct balances.
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