Manage leave policies

Introduction

Leave policy is essentially a grouping of different leave types & rules for accrual, carry-over, etc. against each of these leave types. When you have different policies for a different set of users, you would end up having multiple leave policies in UpRaise. e.g. leave policies for two offices in different geographies, leave policies for contractual & permanent employees, etc. UpRaise provides you with an option to add separate leave policies based on the requirements.

Navigation

• Navigate to Leaves >> Manage tab >> Leave policies section.

• A default leave policy is already added at the time of installation, which applies to every new user you add to the instance. (Of course, you can delete or edit this leave policy)

Open

Create a new policy and leave types

• Navigate to Leaves >> Manage tab >> Leave policies section >> Click on Add new

Open

This opens a new policy creation page with three tabs explained below -

Details

This section shows the basic details of the policy. 

• Name: Name of the policy.

• Description: Description, and guidelines of the policy.

• Renews on: Renewal date of the policy. This date will be considered for calendar year calculations. For example, if your leave calendar calculations are closed on 31st December - your renewal date will be 1st January. If your leave calendar calculations are closed on 31st March - your renewal date will be 1st April.

Once done with adding all the details, click on Save & Next button. 

Types

Below listed are the attributes of a leave type.

• Type - Leave type

• Accrual - Leaves to be accrued on a given frequency. 

  • e.g. if your leave entitlements happen annually, you will just say e.g. 10 days/year

• Round off to nearest 0.5 - If there is a leave balance like 2.432 days, in this case, you may want to round it off to 2.5. If this is the case set this option to Yes. If it is set to Now, then the leave balance will be added up to 4 decimals value.

• Pro-rata - Pro-rata should be true or false. 

  • e.g. if the number of leaves accrued should depend on when the user joined a certain policy, this should be set to true. If you want to allocate leaves irrespective of user's policy joining date

• Carryover - How many leaves can be carried over/year at the time of policy renewal

• Maximum balance - Define the maximum balance that can be allowed. For eg. A leave type has an accrual of 20 leaves per year. If the Maximum balance is set to 10, in that case, 10 leaves will be automatically debited and the balance will be 10 because that’s the maximum balance users can have for the given leave type.

• Negative balance - Define if negative balance is allowed or not allowed

• Payment - Whether leave type is paid or unpaid

• Color code - Color code for each type of leave.

• Leave reason - Define whether specifying the leave reason should be Mandatory or Optional for the given leave type.

• Tempo internal issue - Read Tempo timesheets integration | Leave type & tempo internal issue mapping

In this section, you can add new leave types or edit existing ones. You can enable or disable a leave type (if a leave type is already in use). You can also delete a leave type (only if a leave type is not in use).

Users

• This section of leave policy page enables you to add or remove users from the policy. Depending on the nature of the policy you can add a different set of users to the policy.

• One user can be enrolled in only one leave policy at a given point in time. If the user is already enrolled in one policy and you enroll them again in another policy, they will be automatically removed from the previous policy.

• Leaves for each user will be calculated based on the enrollment start date. 

• If you do not want to enroll users while creating/editing the policy, you can still save it & add users/remove users later. Or enroll/remove users from their respective user profiles by updating leave policy attribute of the default section of that user’s profile.

• You can also mark a policy as default, so whenever any new user is added to the company directory - they are enrolled into the default policy automatically.

Edit or delete leave policies

Clicking on any leave policy opens the edit mode, you can change anything and update it. You can also click on Actions (…) and find options to Edit and Delete.

Adjust leaves

There can be a case when HRs want to debit or credit leaves to and from any user’s balance, they can use the Adjustment options.