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. If you are using an HR and Payroll connected org, please refer to this article.
Availability
| HR Plan: | Standard | Premium | Platinum |
| User Access: | Employee | Manager | Admin |
This is the default access level per user and whether they have view, edit and delete access, excluding any changes made via our Custom Security feature.
Getting started
- Click the Settings menu.
- Under Payroll Settings, click the Leave Settings submenu.
- Click the Add Leave Type button.
- Complete the following fields:
- Leave Type Name.
- Leave Balance Tracking.
- Unit Type.
- Require an end date on leave request submission.
- Click the Save button.
- To add a leave policy, 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.
- Click the Save button.
- 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.)
- Click the Save button.
- Click the Settings menu.
- Under Payroll Settings, click the Leave Settings submenu.
- Click the button.
- Click the Add Policy button.
- 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.
- Click the Save button.
- 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.)
- Click the Save button.
- Click the Settings menu.
- Under Payroll Settings, click the Leave Settings submenu.
- Click the Actions button.
- Click the Edit button for the leave type you need.
- Tick the Pro Rata for Part Time/Casual Employees checkbox.
- Click the Save button.
- Click the Confirm button.
- Click the Settings menu.
- Under Payroll Settings, click the Leave Settings submenu.
- Toggle the Disabled button on for the leave type you want to enable.
- Click the Enable button.
Daily activities
- Click the Settings menu.
- Under Payroll Settings, click the Leave Settings submenu.
- Click the Actions button.
- Click the Assign button.
- 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.)
- Click the Save button.
Editing data
- Click the Settings menu.
- Under Payroll Settings, click the Leave Settings submenu.
- Click the button.
- Click the Edit button.
- Make the required changes.
- Click the Save button.
- Click the Settings menu.
- Under Payroll Settings, click the Leave Settings submenu.
- Click the Actions button for the leave type you want to edit the policy of.
- Click the Edit button.
- Make the required changes.
- Click the Save button.
- Click the Confirm button.
- Click Settings on the main menu.
- Select Leave Settings from the submenu.
- Find the relevant leave category, click Actions then select Edit.
- 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.
- The drop-down button in the Carry Over Date field will now say Employee Start Date and will be greyed out and locked.
- (Optional) Click the + Add Tier button if you want to apply different accrual rates based on further criteria (such as employee tenure).
- 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.
-
- Complete the fields in the Pro Rata for Part-Time/Casual Employees and Leave Balances Rules sections.
- Click 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.
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.
-
Find the relevant employee(s) on the Available section of the Manage Assignments: annual leave page.
- 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.)
- Click the Save button.
- Select Apply a pro-rata amount from employee start date or an effective date from the top drop-down button.
- Select the Effective Date checkbox.
- Click the field that contains a calendar icon and select the relevant date.
- The hours in the New leave balance column entries will now update automatically for each employee.
- Click the Save button at the bottom of the page.
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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
- Click the Settings menu.
- Under Payroll Settings, click the Leave Settings submenu.
- Toggle the Enabled button off for the leave type you want to disable.
- Click the Disable button.
- Click the Settings menu.
- Under Payroll Settings, click the Leave Settings submenu.
- Click the button.
- Click the Delete button.
- Click the Delete button in the pop-up.
- Click the Settings menu.
- Under Payroll Settings, click the Leave Settings submenu.
- Click the Actions button for the leave policy you want to delete.
- Click the Delete button.
- Click the Delete button in the pop-up.
Explore related content
- HR Platform: Managing your organisation's cost centres This feature allows you to create a list of cost centres you can allocate against the employees in your organisation.
- HR Platform: Managing your organisation's claim categories This feature allows you to create a list of expense categories you can allocate against your employees.