Overview
Base leave entitlements can be granted to all employees by setting a global entitlement per Business Unit or by assigning an employee to a Custom Leave Entitlement profile. If you want to amend the leave entitlement of an employee or multiple employees, you can do this by following this article, which shows how this can be done manually for an employee or in bulk for multiple employees.
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). To use the bulk upload template, you will need the permission Manage Payroll (set on the employee(s) whose leave entitlements you need to change).
Manual Changes to Leave Entitlements
- Go to the People Section and search for the employee's name.
- Click on the Leave tab within the employee's profile.
- Click on Edit Leave Breakdown.
- Select the relevant leave type from the drop-down menu.
- Click on the adjustments dropdown and select Add Adjustment.
Add description, the value in hours and minutes, and select whether it is a carried forward balance or not. You can also set an expiry date for using up this balance of extra hours, if relevant.
- Click Save changes
Deducting leave from an individual can be done by clicking on the + icon next to the entitlement description and changing it to a - icon.
Bulk Changes to Employee Leave Entitlements
To upload entitlements to specific employees in bulk, we have provided bulk upload templates that can be downloaded, filled out and uploaded to Talexio. The process to follow is:
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From the Leave Schedule tab in the Leave module, click on the 3-dot menu in the top right corner and click on Upload leave entitlements.
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This will open a window where you can download the template. Once completed, the file can then be uploaded directly through the same window. Download the Excel template.
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The template has columns that can be completed.
- EmployeeCode - The employee code of the employee these entitlements should apply.
- LeaveType - The Leave Type the entitlements apply to.
- PayType - The pay type these entitlements should be applied. This would be FULL_PAY or HALF_PAY.
- Hours - The number of hours, as a decimal figure, that should be added to the employee's entitlements. For example, 1.5 hours is equal to 1 hour and 30 minutes. This can also be marked as a negative value, or a deduction of entitlements, by adding a (-) symbol before the number.
- Year - The year these entitlements apply to.
- Description - The description that will be visible in the employee's leave balances, which explains this adjustment.
- CarriedForward - This should be marked as YES if the adjustment relates to leave carried forward from the previous year in the case of additional hours. If there is a deduction of hours, and this is marked as YES, then it is seen as hours carried forward to the next year. If this is marked as NO or left blank, then it will not be seen as leave carried forward.
- ExpiryDate - The date that these hours added to the employee expire on if not used. The hours expire at the end of the day of the date specified.
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Once the template is completed and saved, upload it to Talexio from the same box it was downloaded from in Step 2. Once uploaded, a summary box will appear so you can confirm what will be uploaded to employees' entitlements.
- Click Save to complete the upload, and the entitlements will now be added to the specified employees.
How the Entitlement Expiry Works
When an expiration date is applied to an adjustment of leave or leave that has been carried forward, those entitlements are available to the employee until that date. At the end of the day on that date, any unused entitlements will expire and can no longer be used.
An example to consider would be an employee who carries forward 10 hours from one year to the next, and an expiry date of 31st March is set. The following year, they will have an opening balance based on the year's base entitlement + the hours carried forward (10 hours).
Once 31st March has elapsed, the 10 hours will be deducted from the balance if they were not used.
If the employee booked leave before the 31st of March, then the leave entitlements used will be the 10 hours of the leave carried forward.