Leaves

Based Leaves

This module specifies the amount of leave days available for each employee based on his grade and number of years.

User can select the leave type with the grade and then fill the years ranges and specify the number of days for each slice. Another option offered where user can specify the number of months that the employee should pass before being able to submit a new transaction. Example: if you set the “Ability to submit leave after” field to 3 months, then the used should not be able to submit a leave transaction of this type before 3 months of his start date.

Setup

Go to Payroll >> leaves the press on setup to open the setup interface.

Page authorization follow the application security.

Sick Leave Setup

Sick leave is a paid leave, but the amount covered depends on the governmental rules of the country. Magnar give user the ability to distribute different rates among number of sick leave days taken per year, ex:

From day 1 to 15 totally paid, from 15 to 20 half paid and from 20 to 9999 unpaid.

You have to create an element “Unpaid Sick leave days” of type plugin and attach to it the sick leave plugin, you have also to pass to the element the sick leave ID to the “Unpaid Sick leave days” element

On payroll generation the plugin takes the parameter element calculate the amount of this sick leave days taken to get the number of days to be deducted.

Number of days calculated on yearly basis.

In the calculated formula, you must deduct the number of unpaid sick days it will be 0 if no deduction days available.

Employee Leave Transactions

Go to payroll > Employee transactions then press on leave Transaction to open list of all employees with the ability to filter.

Leave Transaction Types

1. Normal Leave: where leave is being added and calculated during the regular monthly generation.
2. Off-cycle Leave: this is a prepaid leave where the employee gets paid the leave days amount before leaving. When off-cycle leave is submitted, the employee will not appear in the regular generation anymore and he should get paid the leave amount by executing the “Off-cycle Leave generation” process where the employee temporary terminated. The provision amount of the leave duration is calculated via Leave plugin and filled in the element mapped to the provision element of the leave type.
3. Consumption: “Is Consumption” can be applied only on annual leaves, when employee take an annual leave with “Is Consumption” checked, the employee need to submit a rejoin request before resuming work otherwise his salary will be suspended until his return.

If the employee rejoined prior to the planed return date, then manual adjustment to be applied.

Leave Balance

Leave Balance Module is the sector that manage the employees’ yearly provisioned and earned vacations. A leave balance field in the employee master data should handle the opening leave balance for each employee and will be updated later on for every earned leave day.

The monthly earned days for each employee are mapped to an element in the system and populated monthly with the appropriate value according to the employee grade and country rules.

The Leave Balance field in the employee master data should be filled on employee creation in case the employee already has earned leave days. When a new annual leave requested and on validation the system should check the employee due days by adding the yearly earned days minus the leaves taken plus Leave balance:

Employee Balance = Leave Balance + SUM (Earned Monthly leave Days) – Leave Days taken.

Employees’ Leave Balance Sheet

User will have the ability to view the employees leave balances sheet (Total, yearly) and can move the yearly entitled leaves forward to the next year in case the employee didn’t take them based on the employee grade and type.

To view the current employees’ balances, go to “Leave Balances”, you will have 2 tabs “Leave Balances” and “Earned Days”.

Leave Balance

This page displays all the employees’ balances for a specific year. If the selected year is processed, then all the employees’ records will be viewed with the ability to edit:

 “Yearly Days”: The number of days provisioned per year based on the employee grade and type.

At the beginning of each year, you have to process the employees’ balances which close the previous year and carry forward the leave days that has not been consumed based on the field “Valid Years” in the leave setup (ex: if the valid years is 2, this means that the system will get the amount of leave days of one year backward and the second one is the current year).

If a new employee newly joined, you can add his balance separately without the need to reprocess. To add a new employee balance, select the employee and fill in the yearly days then add.

If the employee already processed, an alert should appear informing the user that the selected employee already processed for the selected year.

User should not be able to add any yearly transaction before processing the year.

The start month of the annual year must be mentioned in the company configurations. If the years starts on May, then the annual year will be considered from May to April of the next year and all the validation will be based on the mentioned range. In case of changing the month, the adjustment should be done manually.

When setting the “Annual leave Balance start Month” the system calculates the carried forward days according to the selected month. If no month is selected, the system considers January as a default month.

Earned Days

Employees might be given leave days other than their yearly leave days using earned days, ex: if an employee work on holiday, you can grant him one day instead of overtime payment.

To add earned days transaction, press on “New” button, select the employee then fill in the number of days, date and comments then save.

The earned days in a year will be moved to the next year by adding them to the Carried Forward days, example: if the number of days to be moved to next year if 15 and you have 2 earning days, the carried forward days will be 17.  \

Opening balance

The leave balance is the number of days the employee owns before start using the system. Employee opening balance can be set in the employee master data under “Leave Balance”.

The employee opening balance included in the total balance in one of the 2 cases:

1. The current year is the first year in the system and no previous closed ones.
2. The “Payroll Start Year” is set to the current year then if there are previous closed years, the system will ignore and read the employee balance considering the “Payroll Start Year” is the first year of the system.

To set the “Payroll Start Year” go to company > Company Parameters and set the appropriate year.

Employees leave Transactions

The carried forward process will affect employee Leaves, as the validation should take into consideration the Employee Leave Balance.

The system checks for the year where the leave is being taken the “CarriedForward” table so incase the year status is “open” then the yearly balance should be retrieved from the Periodical history with applying the formula mentioned before:

Employee Balance = Leave Balance + SUM (Earned Monthly leave Days) – Leave Days taken.

In case the status is “closed”, the formula will be as follows:

Employee Balance = Leave Balance – Leave Days taken.

Leave Consumption

In some cases when an employee is on annual leave, the company need to force his to inform about his return by submitting a rejoining request otherwise his salary will be suspended. To realize this condition, you can set “Is Consumption” as true in the Leaves setup. This option is available only for annual leave.

Realization

When employee applies for a leave of type leave Consumption (LS), a termination record created in the same leave end date then in case the employee did not rejoin he will be considered as terminated. When employee returns, the termination will be handled as discussed in Rejoining from Leave.

Normal leave

In the leave transaction there are two fields: End Date and Rejoining Date, the system performs the calculation based on the rejoining date. The rejoining date is the employee’s first working day after the leave. Rejoining date can be changed either from the backend by the authorized user or from the ESS by submitting a rejoining request by the user himself. In this type, employee can only rejoin early, but he cannot extend the leave.

Leave Consumption

In this type employee can apply both early rejoin and extend the leave.

Early Rejoin: works the same as the normal leave with the same rules.

Leave Extending: When an employee requests a leave of type "Is Consumption," a record of their termination is generated in the leave end date. If the person does not return, he or she will be regarded as terminated, and his or her income will be suspended. The termination date of the rejoining record in the Rejoining table will be changed to the new leave end date upon approval of the rejoining request if the employee desires to extend the leave by three days. The rejoining record is updated when a leave is prolonged; the leave transaction dates remain unchanged. The new extended days are added to the "Cutoff Days". Rejoining from the backend can be performed from “Rejoining >> Rejoining of Employees on Leave”:

Leave Encashment

Magnar provide user the ability to pay number of days as annual leave encashment which then will be deducted from the total yearly balance.

To pay this amount user must go to Payroll>> Leaves >> Leave Encashment to open the Encashment management screen. Select the appropriate user then enter the number of days to be paid and then submit.

Once submitted, the amount will be deducted from the employee Annual leave balance.

Expired Leave Days Setup

Expired leave days are the leave days not taken by the employee and not valid to be transferred as carried forward to next year balance.

Those days should be posted to the accounting system to correct the leave balance on their side.

You must create an element “Expired leave days” of type plugin and attach to it the Expired leave days plugin.

This element is calculated one time per year for each employee.

On payroll generation, the system checks if the expired days are already calculated for each employee in the current year, if exist so the value will be equal to 0.

Otherwise, the value of the expired leave days element is equal to total balance – transfer amount of employee past year balance.

Leave Request

User can apply for a leave request from Magnar ESS that goes through an approval lifecycle based on preconfigured workflow and once the request is approved, the system convert the leave request to a leave transaction. To submit a new request, go to ESS>>ESS Services>>Leave requests, fill in a new request then submit.

User can select from a list of predefined leave types, in case “Annual leave” is selected, the system displays the employee’s leave balance till the request’s start date and the end of year balance.

Approval task

After submitting the leave request, a new task created assigned to the proper approver based on the attached workflow. The approver views the request and can also check all the planned leaved through calendar view

Calendar view display all the submitted leaves and approver can filter by department and employee. Approver also can display the planned holidays based on the selected calendar, when enabling display holidays, user must select the calendar that should retrieve the holidays from.

Approver can select what to display in the calendar; Transactions, Leave Requests or All.