Set up leave types and permission types

Leave types define what employees can request and what it costs them. A type measured in days is a leave, such as annual, sick or unpaid leave, and gives each employee a yearly balance. A type measured in hours is an hourly permission, a partial-day excuse with a monthly allowance. Set up your types before employees start filing requests.

Create a leave type

1. Open People › HR Admin › Leave Types and select Add leave type.

2. Enter the Name, the Name (Arabic) and a Code.

3. Choose Measured in:

   • Days (leave) for a leave type. Enter the Days per year, from 0 to 365.

   • Hours (permission) for a permission type. Enter the Free hours per month, or leave it empty for no limit.

4. Turn Paid leave on or off.

5. Turn on Require a supporting document for types such as sick leave.

6. Optionally choose a Color, a Display order, the Max carry-forward days and a Description, then save.

What each setting does

• Days per year is the yearly balance each employee receives for the type. In the year an employee joins, the balance is prorated by the months left in that year: someone who joins in March gets ten twelfths of it.

• Paid leave decides the cost. Paid types cost the employee nothing. When it is off, every approved day of the type is deducted from pay at the basic salary divided by the working-days divisor, on its own payslip line.

• Require a supporting document blocks a request of this type until a file is attached, on this screen and in self-service.

• Free hours per month applies to permission types. Each employee can use this much approved permission time per month at full pay. Anything beyond it is deducted as Missing Time.

• Max carry-forward days records the most unused days your policy lets an employee take into the next year. Unused days are not moved into the next year's balance automatically.

• Color and Display order decide how the type appears in lists and forms.

A permission type appears on the Hourly Permissions screen and not in the leave request forms. A leave type appears in the leave request forms and not on the permissions screen.

When balances are created

Each employee's balance for a type and a year is created the first time it is needed, for example when they file their first request of the year. It starts from the type's Days per year at that moment, minus any leave of that type already approved for the year.

Changing Days per year later does not change balances that already exist for the year. The new value applies to balances created from then on.

Activate, deactivate or delete

From the row's actions you can edit the type, deactivate it or activate it again, or Delete it. Inactive types are not offered for new requests and do not receive new balances.

To retire a type that employees have already used, deactivate it rather than delete it, so past requests and payslips keep their type.

Common questions

How do I give unpaid leave? Create a type with Paid leave off. Approved days are then deducted from the payslip automatically.

Can a permission type be paid? Yes, and that is the usual set-up: the free hours are at full pay, and only the time beyond them is deducted. Turn Paid leave off if all permission time of that type should be deducted.

Why is a leave type missing from the leave request form? It is either inactive or measured in hours. Permission types are requested on the permissions screen.