Master Data - Leave Type

What is Leave Type?

Leave Type differentiate nature of leave taken by staffs. Leave type varies in how leave days are calculated, how payroll are related, and how are these leave being displayed to staffs.

What can be defined in Leave Type?

Leave Type Code: a shortcode to represent a Leave Type.

Leave Type Name: full name of the shift

Color Code: color of this leave type as displayed in ESS

Description: a public remarks that is visible in Leave Application page of ESS.

Leave Unit: define whether this leave is counted in day or hour.

Decimal Places: define the decimal places of this leave. For example, if leave unit is day and you allow leave taken by hour, you will need a decimal places = 3 to cater 0.125 days of leave.

Is Balance Maintained: define whether this leave has balance to maintained. For example, an Annual Leave usually comes with balance with leave entitlement policy. On the other hand, a No Pay Leave is taken on irregular basis and no balance is required.

• If enabled, leave balance will be accumulated and carried forwarded to the next period. Detailed balances of this leave type will be shown in the placement file. eg. How many leave days were brought forward and entitled to this year?

Is Counted as Times: defines the leave type is counted by times if maintain balance is enabled  e.g staff can take 6 times of a specific leave type annually

Is Rest Day counted as taken: define whether leave days is counted when the leave period cover a rest day. For example, an Annual Leave usually skip rest-day and thus it is not counted. On the other hand, a long sick leave may require counting rest day as part of leave taken.

Is Holiday counted as taken: define whether leave days is counted when the leave period cover a holiday.

Is Visible in Application: define whether this leave type is available for leave application in ESS. For example, you may want to limit some leave to be entered by Admin and thus disabling this option.

Is Hidden in ESS Calendar: define whether this leave type is visible in ESS Group Calendar. For example, you may want to hide some leave types in ESS Group Calendar for privacy reason.

Grouping Code: define the name of this leave type as displayed in ESS Group Calendar. For example, you do not want to show the exact name of leave type in ESS Group Calendar for privacy reason. You can then assign a nickname of this leave type for display purpose. Leave Type with same nickname will be grouped together.

Is Request Entitlement Allowed: define whether "Request Entitlement" is enabled in Leave Application. For example, a Compensation Leave (CL) usually has this opt.on turned on.

Minimum Days (in fraction) to applied: define whether the leave applied must be in multiple of certain number. For example, putting 0.5 here requires leave application to be submitted in multiple of 0.5. When this option is selected, and the resulting leave period a day is less than 10, system will generate a period selection box in leave application page. Otherwise system will allow a free time input 

Minimum Days for Leave Application: define the minimum days (or hours) of leave to be submitted. Put 0 when there is no such limitation.

Minimum Days to apply in advance: define minimum number of days that the application must be submitted before the actual date of leave. Put 0 when there is no such limitation.

Attachment/Remark option?: define whether remark or attachment is required when submitting leave application of this leave type.

• None- Both Attachment and Remark are not needed.
• Attachment Only- Only Attachment is needed.
• Remark Only- Only Remark is needed.
• Attachment Or Remark-Either Attachment or Remark is needed, i.e staff can submit the application with Attachment or Remark.
• Attachment And Remark- Both Attachment and Remark are needed

Can attachment be submitted later: when the above "Is Attachment Required" and this option is turned on, leave application can be submitted without attachment. System will then highlight such application and remind staff to add back the attachment.

Remarks: add your own comments.

What's Next?

• Define Leave Entitlement for Leave Types that balance is maintained
• Start recording leave by creating Leave Entry
• Define Pay Type or Payroll Formula relating to Leave Types