Overview
A Custom Leave Entitlement profile overrides Default Leave Entitlements and are used when there are different base entitlements between employees within a company. This article explains how to create a new Custom Leave Entitlement profile that can be assigned to many employees.
Only one Custom Leave Entitlement profile can be assigned to an employee's employment position at a time. When no Custom Leave Entitlement profile is set, the Default Leave Entitlements will be used.
- Custom Leave Entitlement
Custom Leave Entitlements are specific entitlements that override the Default Leave Entitlements.
- Default Leave Entitlement
Default Leave Entitlements are assigned to employees by default unless the employee is assigned to a Custom Leave Entitlement.
Permissions
To manage the Custom Leave Entitlement profiles of your company, you will need the Manage Leave Types permission which can only be assigned on a Global level.
More information on leave permissions can be found here and information on assigning them to employees can be found here.
Creating a Custom Leave Entitlement Profile
From the Leave module, click on the Leave Entitlements tab, click on the Custom tab and click + Add Profile.
In the Create a leave entitlement profile dialog box. You will need to add the following details:
* This is a mandatory field.
- Title* - This is a label for the Custom Leave Entitlement Profile to identify these entitlements.
- Description - This is an optional field to provide a description of the profile.
- Country* - This field specifies which countries can make use of this Custom Leave Entitlement Profile. The employees are assigned in their employment position the country in which they work.
-
Entitlements - The base entitlements are are set by year. All the Leave Types shown are based on what is created in the Leave Types tab.
Within the entitlements, there is a Bulk Action menu where you can clear all the entitlements set, or you can copy the entitlements for the same year in the Default Leave Entitlements and add them to the Custom Leave Entitlements.
Once the entitlements are added to the relevant years, click Save and the Custom Leave Entitlement Profile will be created.
Assigning a Custom Leave Entitlement Profile to an employee
From the employee's profile click on the Employment tab and click on the edit button of position you would like to change.
In the position, in the Job Description tab, select the Custom Leave Entitlement Profile to be assigned in the Leave Profile field.
After selecting the Custom Leave Entitlement Profile click Save. Select Correcting a mistake if you would like to keep the position and overwrite the current position. Select Change in employee position if you would like to create a new position from a specific start date.
From the People list, click on the 3 dot menu and click Bulk upload - Employee list. From the box that appears click to download the template.
In the template, you will need to supply the following details:
* This is a mandatory field.
- EMPLOYEE_CODE* - This is used to identify the employee that will be amended.
- START_DATE - This field refers to the date when the employee's position started. If the employee has multiple positions to be updated, you will need to add multiple rows each stating the position start date. For positions already ended, the column END_DATE will also be needed.
- LEAVE_PROFILE - Select from the dropdown the Custom Leave Entitlement Profile to be assigned to the employee.
Save the template, and from the location it was downloaded, upload the file. The Custom Leave Entitlement Profile will then be assigned to the employee in the specified position.