Applicable for version 7.2.1 and 7.2.2

 

Basic Setup

1. In the HRMS Version 7.0, Click on the module icon located on the top of left hand side of the screen, select the Leave Module by clicking on its icon.

2. Select the Leave Module by clicking on its icon and system will bring user to the leave main page. Drop down the Employee menu and then click on sub menu option.

 

Leave Entitlement Table

The leave entitlement table enables user to setup a rough framework for leave entitlement computation. Different benefit schemes may contain different combination of leave codes.

NOTE:

Example:

Benefit Scheme A may comprise of hospitalization and medical leave while benefit scheme B may comprise of compassionate and maternity leave. Employees will be only entitled for the specific leave according to their assigned benefit scheme.

Steps to setup:

1. Drop down the Setup menu and then click Leave Entitlement Table option. The List screen will appear.

 

2. Use the Search icon to locate the leave entitlement records that user want. Click the ‘SEARCH’ icon.

NOTE:

If the entry is not valid, system will indicate a message telling user that there is no record match. The List screen is displayed automatically once user click Leave Entitlement Table in Setup dropdown. Click to select the leave entitlement record.

3. The Leave Entitlement Table screen will be shown as in the following. Click on the ‘New’ button to add a new record.

 
General Entitlement Details Tab
  • Benefit Scheme
    • Select the appropriate benefit scheme from the pick list through the dropdown button.
  • Leave Code
    • Select the appropriate leave code from the pick list through dropdown button.
  • Utilize Balance From
    • Select the appropriate leave code from the pick list. The share leave code may be of a similar type compared to the leave code in the previous field. Any leave taken will deducted from both the leave codes. Press dropdown button to select from a pick list.

NOTE:

Example:

For setting up Hospitalization and Medical leave entitlement, you will need to use the leave entitlement table Share Leave Code option. Referring to the labor law of Medical leave, the entitlement is as follows:

  1. Up to 2 years of service – 14 days
  2. Up to 5 years of service – 18 days
  3. More than 5 years of service – 22 days

In order to setup the Medical leave, set as per normal based on the above setting. As for the Hospitalization leave, since the labor law indicates that an employee cannot utilize total of Hospitalization and Medical leave more than 60 days in a year, the entitlement is as follows:

  1. Up to 2 years of service – 46 days
  2. Up to 5 years of service – 42 days
  3. More than 5 years of service – 38 days

In the Hospitalization leave entitlement table, indicate the Medical leave code under the Share Leave Code option. This way, system will check against the Medical leave balance should the employee exceed the Hospitalization leave balance. When taking Medical leave, system will check also whether Hospitalization leave balance reaches a negative value. If it reaches negative, system will not allow proceeding if the Medical leave days to take will exceed 60 days of both Hospitalization and Medical leave even though Medical leave still has a balance. See below example:

Employee (work less than 2 years) took 54 days of Hospitalization and 5 days of Medical leave, thus in the leave balance inquiry will be:

Hospitalization

Medical

If the employee wants to apply for 2 days Medical leave, system will not allow even though the balance still has 9 days as it will exceed the 60 days total balance.

  • YOS Compute Base On
  • Press dropdown button to open up a pick list to choose a Computation base. There are 3 options – Anniversary, Calendar and Financial.
  • Entitlement Cutoff Type
  • Press dropdown button to open up a pick list to choose a Cutoff At. There are 3 options – Anniversary, Calendar and Financial.
  • Prorate Entitlement?
    • Check the box if the leave entitlement is prorated which means that the entitlement for the employee would be prorated according to the period of service if less than a full year.

NOTE:

Example:

Every year, the company provides 12 days annual leave for all employees who have served a full year in the company. If an employee joins the company on 1/6/2013, the employee will be entitled for 6 days leave if the employee works until 31/12/2013.

  • Entitled Upto No. Of Child
    • If the coverage includes family, user has to enter maximum number of children that the benefit will cover for. This will be applicable, especially for Maternity Leave.
  • Minimum Months of Service
    • Enter the minimum number of months the employee has to work before he/she can enjoy the leave. This prorate method can be different for each company.
  • Leave Taken Against
    • Select the appropriate option from the pick list by pressing dropdown button to open up a pick list to indicate whether the leave taken is deducted from brought forward balance of previous year or leave balance of the current year.
  • Eligible For Probation Staff?
    • Check the box if this leave is applicable for employee on probation which means employees is allowed to apply for this leave during their probation period.
  • Allow Brought Forward Beyond 1 Year?
    • Check the box if the employee is allowed to bring B/F (brought forward) Leave balance from last cut off period to the current cut off period.

NOTE:

Example:

Every employee has 10 days Leave entitlement every year. The employee has 10 days leave brought forward from year 2010 and the total leave balance in year 2011 will be 20 days. If the employee is allowed to bring B/Fwd beyond one year, the total leave balance the employee has in year 2012 is 30 days (2011 B/Fwd + 2011 leave entitlement + 2012 leave entitlement). If the employee is not allowed to bring B/Fwd beyond one year, the total leave balance in year 2003 is 20 days (ignore the 2011 B/forward).

  • Months to Clear Brought Forward.
    • Enter the maximum months the employee should clear all the brought forward leave.

NOTE:

Example:

Brought forward leave must be utilized within the first 3 months of the new cutoff period. Thus, this field will be 3.

  • Disregard 1st Month if Day>=
    • Enter the date for the system to disregard the computation of the leave entitlement in the first month for newly joined employees.

NOTE:

Example:

If Disregard 1st Month if Day >= 16, and the employee joined the company on or after 16th of that month, the system will only start computing the leave entitlement for the particular employee beginning with the following month.

  • Hire Month is Full if Day<=
    • Enter the date for the system to regard the first employment month as full month.

NOTE:

Example:

If Hire Month is Full if Day <= 5, and the employee joined the company on or before 5th of that month, the employee will be entitled to all the leave as if he had joined on the first day of the month. However, system will do the computation from the exact date joined if employee joined after the 5th of that month.

  • Update Month Full if Day>=
    • The system will regard the transaction of updating process on or after the date entered as if it is done on the last day of month.

NOTE:

Example:

If Update Month is Full if Day >=27, and user updated the leave entitlement on or after 27th of that month, employees’ leave entitlement will be computed until end of the month as if the process was done on end of the month.

  • Calculation Method
  • Select the appropriate option from the pick list by pressing dropdown button to open up a pick list to indicate whether the calculation method is based on Months or Days.

NOTE:

Example:

If Round to Full Month if Days >= 27, and the employee works up to or more than 27 days for that month, the system will regard the employee as if he has worked full month.

  • Count YOS as Full Months Only?
    • Check the box if computation only involves full months.
  • Round To
    • Enter the value the decimal figures in the computation will round to. For example, if the value in this field is set to 0.50, the system will round this value to the nearest 0.5 depending on when the value computed is rounded at. 
  • Round At
    • Enter the value to signal the system to round the decimal figures. This determines when the system should apply the rounding at.
  • Prorate Entitlement if Benefit Scheme change?

4. Then click the ‘Save’ button in the toolbar to save the record.

5. Proceed with the next screen tab by clicking on the tab for the Entitlement Days/Hours screen tab. The screen will appear as shown:

6. Click the ‘New’ button to provide input to the Entitlement Days/Hours screen tab.

Entitlement Days/Hours Tab
  • Years Upto
    • Enter the service period (in years).
  • Entitlement
    • Enter the number of days of leave entitled.
  • Max. Balance
    • Enter the maximum leave balance allowed.
  • Max. Entitlement to B/Fwd.
    • To indicate how many days from current year entitlement can be carried forward to the following year.
  • Max.B/Fwd(>1 Year Ago)
    • To indicate how many days from brought forward for current year, can be carried forward to the following year

NOTE:

Example 1:

Year   B/Fwd(a) Entl(b) Taken(c) Adj(d)    Balance(e) YOS
2013 17 21 10 5 33 3

With the sample setting and scenario, the total carry forward to year 2014 is 29 days. The calculation is as follows:

Max B/Fwd = MIN(a + d – c,17) = MIN(17 + 5 – 10,17) = 12 days

Max Entl Fwd = MIN(b,17) = MIN(21,17) = 17 days Total carry forward = 12 + 17 = 29 days.

Example 2:

Year   B/Fwd(a) Entl(b) Taken(c) Adj(d)    Balance(e) YOS
2013 17 21 19 0 19 3

With the sample setting and scenario, the total carry forward to year 2014 is 17 days. The calculation is as follows:

Max B/Fwd = MIN(a + d – c,17) = MIN(17 + 0 – 19,17) = -2 days (f)

Max Entl Fwd = MIN(b – f,17) = MIN(21 – 2,17) = 17 days

Max B/Fwd to reset to 0 since it is covered with current year entitlement.

7. Then click the ‘Save’ button in the toolbar to save the record.

8. Click the ‘Logout’ button in toolbar to exit from application.

NOTE:

See also “How to Setup Basic Codes” in the MAIN module.

See also “How to Setup Benefit Scheme” in the BENEFIT module. See also “How to Update New Hire” in the EMPLOYEE module.

Leave Limit

The leave limit enables user to setup a maximum amount of days for certain leave in a year. This will refer to the benefit scheme. Each benefit scheme can have different leave code.

NOTE:

Example:

Benefit Scheme A been setup the maximum days for Unpaid Leave till 12 days/year. Benefit Scheme B been setup the maximum days for Unpaid Leave till 14 days/year.

Steps to setup:

1. Drop down the Setup menu and then click Leave Limit option. The List screen will appear.

2. Use the Search icon to locate the leave limit that user want. Click the ‘SEARCH’ icon.

NOTE:

If the entry is not valid, system will indicate a message telling user that there is no record match. The List screen is displayed automatically once user click Leave Limit in Setup dropdown. Click to select the Leave Limit.

3. The Leave Limit screen will be shown as in the following. Click on the ‘New’ button to add a new record.

  • Benefit Scheme
    • Select the appropriate benefit scheme from the pick list. Press the dropdown button to select from a pick list.
  • Sequence No
    • Change the value if there is another record existing. Otherwise, take the
    • default value as 1.
  • Description
    • Enter the description of leave limit.
  • Include Leave Code
    • Select the leave code that want to be assigned in this leave limit. User may choose more than one leave code.
  • Years Upto
    • Enter the service period (in years).
  • Max. Taken/Year
    • To indicate how many days can be used in a year.