Employee Leave Entitlements

Alasdair MacNeill
Alasdair MacNeill
  • Updated

Overview

Employees are entitled a number of hours of vacation leave per year. Full time employees are given a base entitlement of 192 hours (or 24 days) each year. They might be granted more hours of vacation leave depending on the number of public holidays that fall on a Sunday in that year.

Permissions

To manage the leave entitlements of your company, you will need the Manage Leave Types permission.

Annual Leave Entitlements

Leave entitlements are the amount of leave that employees can have per year. These are split per country, per year, per leave type, per business unit, and can be set in advance.

Information on Leave Entitlements for Malta can be found here.

How do I set up the entitlements?

Leave Entitlements can be set for all employees in one place. The amounts added in this section are what would be considered as a Full Time employee's annual entitlements. Employees who have a pro-rated entitlement will also be granted such entitlements with the correct settings added to the leave types.

To set your company's leave entitlements:

  1. Go to the Leave section and click on Leave Entitlements
  2. Select the Business unit, Country, and Year you wish to update the Leave Entitlements for.
  3. Edit the entitlement fields according to the Leave Types and click Save

If you amend leave entitlements from this section:

  • Talexio will update the base leave entitlement for all employees within that business unit for that year. If you’d like to update leave entitlement for one particular employee, read more here about updating Employee Leave Entitlements.
  • Leave is given pro-rata based on the job schedule (number of hours worked per week) and employment duration of the individual. Read more about Pro-rata Leave Entitlements here.

Different countries have different leave entitlements. If you select Malta as the country, then every employee (with an active position) whose country of employment is Malta will take on the entitlements (pro-rata in cases where the employee is not full time and not employed for the full year) set under Malta in the Leave Entitlements tab.

The same applies for other countries. 

Standard vs Other Leave Types

You might notice that some leave types, namely Vacation and Sick leave (full pay and half pay), are classified under the header 'Standard leave types', whereas any other leave type (which has been added by your company will appear under 'Other leave types'. 

Custom Leave Entitlements (coming soon)

What if different employees in your organisation have different entitlements? That is where the Custom Leave Entitlements come in. If you are interested in this feature, reach out to us on support@talexio.com. From the Leave Entitlements tab, select Custom. 

From here, click on +Add Profile to add a new leave profile:

  1. Input a Title for the leave profile;
  2. Add a short description;
  3. Set the country of employment for which this applies
  4. Set the entitlements of last year, this year, and/or next year:



After creating the custom leave profile, it's time to assign it to an employee(s). 

  1. From the People section, go to the employee;
  2. Go to the Employment tab;
  3. If the employee does not yet have a position, select +Add Position;
  4. If the employee already has a position, select the edit icon;
  5. From the Job Description, under Leave Profile, select the new leave profile you have created.
  6. Company defaults is the default mode set for employees.
  7. If this is a new position, fill in the remaining details and press save.
  8. If this is an existing position, press save and Correcting a mistake if this is to apply to the pre-existing position. Select Change in position if this change is to apply from a new date. 

If you then go to the Leave Entitlements tab in the Leave section, you will see the employee(s) to whom the leave profile has been assigned: 

If the employees are found in different Business units, you can change the Business unit from the Default Leave Entitlements and input the entitlements for that Business unit rather than create a custom leave profile:

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