Overview
By default, Talexio calculates leave entitlements proportionally (pro-rata) from an employee's join date.
If your company policy or WRO dictates that employees are not entitled to sick leave during their first year, the system will still automatically display a balance. This article highlights what can be done in this scenario.
While this article references Sick leave, this is an example and the processes highlighted also applies to other leave types.
Option 1: Using Custom Leave Entitlement Profiles
If you frequently onboard employees who are not entitled to sick leave in their first year, creating a specific leave profile is a more permanent and automated solution.
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.
Step 1: Create the Profile
- Go to the Leave section and then click on Leave Entitlements.
- Select the Custom tab and click + Add Profile.
- Give the profile a name (e.g., "First Year No Sick Leave").
- Set the Sick Leave entitlement to 0.
- Click Save.
Step 2: Assign the Profile
- Go to the People section and select the employee.
- Under the Employment tab, click the Edit (pencil) icon on their current position.
- In the Job Description section, locate the Leave Profile dropdown.
- Select the new "First Year No Sick Leave" profile.
- Click Save and select Correcting a mistake (if applying from their start date).
Once the employee reaches their one-year anniversary, you can switch their position back to the standard company leave profile, and the system will begin calculating their entitlement normally.
Option 2: Manual Adjustments
This method is best if you only have a few employees who fall under this rule. You can add a negative adjustment to effectively remove the automated balance until their one-year anniversary.
Permissions
You will need the permission Manage Leave Types (set on global) and Manage All Employee Data (set on the employee(s) whose leave entitlements you need to change).
- Go to the People section and search for the employee.
- Click on the Leave tab within their profile.
- Click on Edit Leave Breakdown.
- Select Sick Leave (or the relevant leave type) from the drop-down menu.
- Under the adjustments section, click + Add Adjustment.
- In the Hours field, enter the amount you wish to deduct as a negative value (e.g., -15.00).
- Add a description such as "First year WRO adjustment" for your records.
- Add an expiration date so that upon expiration, the hours of entitlement are returned.
- Click Save Changes.
By doing this, the employee's available balance will drop to zero. If they need to take sick leave during this period, you can book it as Unpaid Leave, as the system will no longer try to use a paid balance.
Employee entitlements are granted per calendar year, so in many cases, the first year of employment spans 2 calendar years. This means the adjustment would need to be added to both calendar years.