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Manage HR classic leave types

Updated

Available for the following HR classic plan Standard, Premium, Platinum
Available for the following User Access levels: Employee, Manager, Admin

Leave types allow your employees to submit time off against a pre-defined criteria. They help you track what type of leave your employees are taking and the balance they have accrued. This lets your organisation manage and report on employee leave within your business. You can use the feature to create leave types, the policies used to accrue leave, and the employees they apply to. You can also edit a policy or type and delete a record that is no longer needed.

Important

This article is for organisations that use the HR platform as a standalone product. If you are an HR and payroll-connected org, please refer to this article.

Getting started

Add a leave type
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Leave Settings submenu.
  4. Click the Add Leave Type button.
    screenshot of the leave settings page, with a highlight on the add leave type button
  5. Complete the following fields:
    • Leave Type Name.
    • Leave Balance Tracking.
    • Unit Type.
    • Require an end date on leave request submission.
  6. Click the Save button.
    screenshot of the add leave type modal, with a highlight on the save button
  7. To add a leave policy, complete the following fields:
    • Leave Policy Name.
    • Accrual Details:
      • Accrual Starts.
      • Amount Accrued.
    screenshot of the upper half of the add leave policy page
    • Carry Over Amount.
    • Carry Over Date.
    • Pro Rata for Part Time/Casual Employees.
    • Leave Balances for New Employees.
  8. Click the Save button.
    screenshot of the lower half of the add leave policy page, with a highlight on the save button
  9. To assign the policy to certain employees, drag their name from the Available column to the Selected column. (You can also click the double right arrow (>>) button to move all available employees at once.)
  10. Click the Save button.
    screenshot of the modal where you assign the policy to employees, with the save button highlighted
Add a leave policy to an existing leave type
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Leave Settings submenu.
  4. Click the  button.
  5. Click the Add Policy button.
    screenshot of the leave settings page, with a highlight on the three dots and add policy buttons
  6. Complete the following fields:
    • Leave Policy Name. 
    • Accrual Details:
      • Accrual Starts.
      • Amount Accrued.
    • Carry Over Amount.
    • Carry Over Date.
    • Pro Rata for Part Time/Casual Employees.
    • Leave Balances for New Employees.
  7. Click the Save button.
    screenshot of the add new policy page, with a highlight on the save button
  8. To assign the policy to certain employees, drag their name from the Available column to the Selected column. (You can also click the double right arrow (>>) button to move all available employees at once.)
  9. Click the Save button.
    screenshot of the assign policy modal, with a highlight on the save button
Add a pro-rata leave balance
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Leave Settings submenu.
  4. Click the Actions button.
  5. Click the Edit button for the leave type you need.
    screenshot of the leave settings page, highlighting the actions and edit buttons for a leave type
  6. Tick the Pro Rata for Part Time/Casual Employees checkbox.
  7. Click the Save button.
    screenshot of the edit leave policy screen, with a highlight on the pro rata and save buttons
  8. Click the Confirm button.
    screenshot of the edit confirmation pop up
Enable a disabled leave type
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Leave Settings submenu.
  4. Toggle the Disabled button on for the leave type you want to enable.
    screenshot of the leave settings screen, with a highlight on the disabled toggle switch
  5. Click the Enable button.
    screenshot of the confirmation pop up to enable a disabled leave type

Daily activities

Assign employees to a leave policy
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Leave Settings submenu.
  4. Click the Actions button.
  5. Click the Assign button.
    screenshot of the leave settings page, highlighting the actions and assign buttons for a leave type
  6. To assign the policy to certain employees, drag their name from the Available column to the Selected column. (You can also click the double right arrow (>>) button to move all available employees at once.)
  7. Click the Save button.
    screenshot of the modal where you assign the policy to employees, with the save button highlighted

Editing data

Edit a leave type
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Leave Settings submenu.
  4. Click the  button.
  5. Click the Edit button.
    screenshot of the leave settings page, with a highlight on the three dots and edit buttons
  6. Make the required changes.
  7. Click the Save button.
    screenshot of the edit leave type modal, with a highlight on the save button
Edit a leave policy
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Leave Settings submenu.
  4. Click the Actions button for the leave type you want to edit the policy of.
  5. Click the Edit button.
    screenshot of the leave settings page, highlighting the actions and edit buttons for a leave type
  6. Make the required changes.
  7. Click the Save button.
    screenshot of the edit leave policy screen, with a highlight on the save button
  8. Click the Confirm button.
    screenshot of the edit confirmation pop up
Enable leave accrual from start date
  1. Click Settings on the main menu.
  2. Select Leave Settings from the submenu.
  3. Find the relevant leave category, click Actions then select Edit.
    screenshot of Leave Settings page, highlighting Actions drop-down button and its Edit option
  4. In the Amount Accrued section:
    • Enter the relevant number of days in the far left field.
    • Click the middle drop-down button and select Yearly. (Accrual from employee start date is only available for yearly leave categories.)
    • Next to the text that says "on the", click the drop-down button and select Employee Start Date.
      screenshot of Edit Leave Policy page, highlighting multiple fields in Amount Accrued section
  5. The drop-down button in the Carry Over Date field will now say Employee Start Date and will be greyed out and locked.
  6. (Optional) Click the + Add Tier button if you want to apply different accrual rates based on further criteria (such as employee tenure).
  7. Click the drop-down button in the Carry Over Amount field and select one of the following:

    • None – Employees cannot carry over any unused leave.

    • Unlimited – Employees can carry over their full unused balance.

    • Up to – Employees can carry over a maximum number of hours or days, which you can set in the form.

  8. Complete the fields in the Pro Rata for Part-Time/Casual Employees and Leave Balances Rules sections.
  9. Click the Save button.
    screenshot of Edit Leave Policy page's Edit window, highlighting the Save button

    Helpful Hint

    Your changes will now be active, and a pop-up Success notification will appear to confirm.

    If you set your leave accrual configuration by adding a new leave policy rather than editing an existing one, you will now be on the Manage Assignments page. See this article's Manage assignments for accrued leave section below for further instructions.

Manage assignments for accrued leave

These instructions show you how to navigate the Manage Assignments: annual leave page. You can access this page by saving a new leave policy and following the instructions outlined in this article's Enable leave accrual from start date section above.

  1. Find the relevant employee(s) on the Available section of the Manage Assignments: annual leave page. 
    screenshot of 'Manage Assignments annual leave' page, highlighting multiple employees in Available section

  2. Drag the employees from the Available section to the Selected section. (You can also click the double right arrow (>>) button to move all available employees at once.)
  3. Click the Save button.
    screenshot of 'Manage Assignments annual leave' page, highlighting multiple employees in Selected section and Save button
  4. Select Apply a pro-rata amount from employee start date or an effective date from the top drop-down button.
  5. Select the Effective Date checkbox.
    screenshot of 'Manage Assignments annual leave' page, highlighting top drop-down button and the Effective Date checkbox
  6. Click the field that contains a calendar icon and select the relevant date.
  7. The hours in the New leave balance column entries will now update automatically for each employee.
    screenshot of Manage Assignments annual leave page's 'Review leave balances' section, highlighting field containing calendar icon
  8. Click the Save button at the bottom of the page.

  9. The leave balance for each employee will now update based on your chosen policy setup.

Helpful Hint

If the policy includes carryover (e.g., Unlimited carryover), the system will carry over the full unused balance as soon as the leave accrual triggers.

To verify the accrual: go to People in the platform's main menu, select the profiles of the employee(s) whose accrual you want to check, navigate to the Employment records section, and then select the Leave details tab. This will display the selected employee's updated leave total.

Removing data

Disable a leave type
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Leave Settings submenu.
  4. Toggle the Enabled button off for the leave type you want to disable.
    screenshot of the leave settings page, with a highlight on the enabled toggle switch
  5. Click the Disable button.
    screenshot of the pop up confirmation to disable a leave type
Delete a leave type
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Leave Settings submenu.
  4. Click the  button.
  5. Click the Delete button.
    screenshot of the leave settings page, with a highlight on the three dots and delete buttons
  6. Click the Delete button in the pop-up.
    screenshot of the delete confirmation pop up, with a highlight on the delete button
Delete a leave policy
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Leave Settings submenu.
  4. Click the Actions button for the leave policy you want to delete.
  5. Click the Delete button.
    screenshot of the leave settings page, highlighting the actions and delete buttons for a leave type
  6. Click the Delete button in the pop-up.
    screenshot of the delete confirmation pop up, with a highlight on the delete button

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