Full Day Leave Requests
Full day leave requests have a start time and end time associated with them that can be changed from Home > Settings > Organization.
This setting is only used to set the Start Time and End Time of the leave and has no impact on the reduction of banked hours.
When a Leave Request is processed, it will reduce the Hours Remaining in the Leave Bank.
For full-day leave requests, the number of hours deducted from the Leave Bank equals the Total Payable Hours of the Shift Code that the leave is replacing.
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For Example, Shift 'DAYS' has 10 payable hours. If we request a full day leave for a day the employee is working the 'DAYS' shift, the Requested time off will be 10 payable hours.
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You can click on the Leave bank details shown under the Leave code selected to see the activity.
Partial Leave Requests
If you do not change the start time and end time, the Requested time off will still equal the Total Payable Hours unless you manually change the Paid hours field.
For Example, A partial leave is submitted for 2 hours, 9 AM to 11 AM, and the Hours paid are changed to 1. Before saving, the Requested time off will display 2 hours, but once it is saved, only 1 hour is deducted.
Drawdowns and Fiscal Year
The leave bank is linked to a fiscal year. You can set the hours each employee has during the fiscal year in the leave bank feature (or set all employees at the same time using the export/import functionality).
Please see our Leave Bank Setup article for more information on how to add hours to the leave bank.
If, during your current fiscal year, your employee requests a leave for dates that belong to the next fiscal year, the system will keep those transactions outside the leave bank for this year and add them to the next fiscal year after it is created.
For example, our employee has only 8 hours remaining in the VAC leave bank for the current fiscal year, with his Base Yearly Allowance set to 80 Hours.
The Base Yearly Allowance will be considered the same for the next fiscal year unless we manually change that value.
If we try to add one full day leave for the current fiscal year, a rule violation will appear for going over the balance.
If we request some time off on dates that belong to the next fiscal year, a rule violation will not appear, and we can go ahead with the transaction.
The leave bank details will still show the 8 hours as hours remaining because what we are seeing are the details for the current fiscal year. We can't visualize the Base Yearly Allowance or the balance for the next fiscal year.
Once we save, the hours that are part of the new fiscal year are not deducted from our current fiscal year, so we still have our 8 hours.
When we close the current fiscal year and create the new one, the hours that we have already approved for our employee will be deducted from the leave bank.
How can we check if we have any hours approved for the next fiscal year?
- In the leave management page, you can manually choose the start date and end date to show all the transactions for the next year:
- You can run a Leave Bank report, choosing the Custom option under the Date Type, and input a start and end date. Selecting Details under the Report Type will allow you to see all the transactions.
The first transaction we can see displayed on the first day of the year is the one that will happen when we close the year: from an 8-hour balance to a new 80-hour balance (since we have 0 carry over in our system).
Leave Requests that Overlap Two Fiscal Years
Not enough balance to cover next fiscal year's request.
Let's start our example with a balance of 12 hours in the VAC leave bank for our employee:
If we were to request one day for the current fiscal year, we can still do that because we still have 12 hours in the leave bank:
If we try to select more days that include this fiscal year and the next, we will get the rule violation message that we are over:
Enough balance to cover the next fiscal year's request
Let's start our example with a balance of 36 hours on the VAC leave bank for our employee:
We can select dates for the next fiscal year, and while we still have a balance, we will get no rule violation:
If we save, only the hours that belong to the dates within the current fiscal year will be deducted on the current fiscal year (1 D12 shift => 11.5h), so the employee still has 24.5 h to use on the current fiscal year:
