Leave Type

One record per kind of leave the client gives. This screen says what the leave is, who is eligible for it and in what sizes it may be taken. How many days of it a man gets is the Leave Group.

Where

Time Management › Setup › Leave Type

Who uses it

The implementation consultant, once per kind of leave

When

Before the Leave Group, which lists these types

Needs first

Nothing

What it is for

This is the screen clients misconfigure more than any other in the module, and almost always for the same reason: they expect it to hold the quota.

It does not. Leave in PeopleNest is split across two screens on purpose.

Question	Where it is answered
What is this leave called, is it paid, who may take it, may it be taken in halves	Leave Type, this screen
How many days of it, how they accrue, do weekends inside it count, does the balance carry forward, may it be encashed	Leave Group

The reason for the split is that the nature of annual leave never changes, but the quantity does. A manufacturing client gives staff 20 days and workers 14. That is one Leave Type called Annual Leave and two Leave Groups, each naming it with a different Quota. If the quota lived here you would need two annual leave types and every report would have to add them up.

So: build the list of types once, keep it short, then build a group per class of employee.

Every field, in plain words

Header

Field	What it means	What to put in it	Notes
Leave Type	The short code for this leave.	ANN	Required. Two types cannot share a code.
Name	What the leave is called. This is what the employee sees when he applies.	Annual Leave	Required. It can be translated for a second language.
Block	Tick to stop the type being chosen on a new application, without touching the balances or the history.	Leave it unticked	Use it when a client retires a leave type.

Leave Rules

Field	What it means	What to put in it	Notes
Leave Unit	The smallest piece this leave may be taken in.	HLF	This is the gate the Leave Duration Type grid is checked against. The three values are below. Left blank it behaves as Half Day.
Short Leave Hours	How many hours one short leave is worth.	2	Required when Leave Unit is Short Leave. Ignored otherwise.
Standard Day Hours	How many hours make a full working day, used to work out what fraction of a day a short leave costs.	8	Required when Leave Unit is Short Leave. A 2 hour short leave against an 8 hour day costs 0.25 of a day.
Short Leaves Per Month	How many short leaves of this type a person may take in a month.	2	Leave it blank for no limit.
Paid Leave	Tick when a day of this leave is paid.	Ticked for annual, casual and sick. Unticked for leave without pay.	This is the flag that decides whether the day costs the employee money. An unpaid type still consumes a balance and still keeps the day from being marked absent, but the day is charged: Payroll Attendance counts it into Total Deduction Days, and no leave balance can absorb it. Untick it only where the client means the day to be unpaid.
Leave Category	What kind of leave this is, for grouping and for reporting.	ANN	Pick it from the list. Every value is below.
Comp Off Leave	Tick when this type is the one credited for working a rest day or a holiday.	Ticked on one type only	A Comp Off Request will not accept a leave type that is not ticked here.
Attachment Required After (Days)	How many days of this leave in one go before a document must be attached.	3	A sick leave type with 3 here means a one or two day sick leave needs nothing, and three days or more needs a medical certificate attached to the application. Leave it blank to never ask for one.
Gender Eligibility	Restricts the type to one gender.	F on maternity, M on paternity	Leave it blank for everybody. M Male, F Female.
Marital Status Eligibility	Restricts the type by marital status.	MAR on maternity	Leave it blank for everybody. MAR Married, SIN Single, WID Widowed, DIV Divorced.
Minimum Service (Months)	How long a person must have been employed before he may take this type at all.	12 on annual leave	Leave it blank for no wait. A probationer applying for annual leave is the usual thing this stops.
Maximum Times In Service	How many times in a whole career this type may be taken.	3 on Hajj leave	Leave it blank for no limit.
Calendar Colour	The colour this leave shows as on the leave calendar.	A distinct colour per type	Give sick and annual clearly different colours or the calendar is unreadable.

Comp off

These three only matter on the type that has Comp Off Leave ticked.

Field	What it means	What to put in it	Notes
Comp-off Expiry (Days)	How long a comp off day stays usable after it is earned.	90	Each earned day expires on its own, counted from the day worked. Leave it blank and the day does not expire.
Comp-off Claim Window (Days)	How long after working the day the claim may still be filed.	30	A claim for a day worked outside this window is refused. It is what stops a man claiming for a Sunday he worked last year.
Comp-off Eligible Day Types	Which kinds of day earn comp off when worked.	Weekly rest day and public holiday	A claim for an ordinary working day is refused when that day type is not listed here.

Leave Duration Type

One line per size this leave may be applied for. The lines are checked against Leave Unit, so a Full Day only type cannot carry a First Half line.

Field	What it means	What to put in it	Notes
Line #	The line number.	Fills itself. Leave it.
Leave Duration	A size the employee may choose when he applies.	FD	Pick it from the list. The values are below.
Line Text	A note on the line.

The Leave Unit values:

• FUL Full Day - whole days only. Use it for maternity, Hajj, and anything the client refuses to split.
• HLF Half Day - whole days and half days. The ordinary choice for annual, casual and sick.
• SHL Short Leave - whole days, half days and short leave of a few hours. Pick this only where the client genuinely runs short leave, and then fill Short Leave Hours and Standard Day Hours.

The Leave Duration values:

• FD Full Day - one whole day. Worth 1 day of balance.
• FH First Half - the morning. Worth half a day.
• SH Second Half - the afternoon. Worth half a day.
• SL Short Leave - a few hours. Worth the Short Leave Hours divided by the Standard Day Hours, so 2 hours against an 8 hour day is 0.25 of a day. Only allowed when Leave Unit is Short Leave.

The Leave Category values:

• ANN Annual - the earned yearly entitlement.
• CAS Casual - short notice leave for personal matters.
• SCK Sick - leave on medical grounds.
• MAT Maternity - use it with Gender Eligibility set to Female.
• PAT Paternity - use it with Gender Eligibility set to Male.
• HAJ Hajj or Pilgrimage - commonly used with Maximum Times In Service set to 1.
• CPL Compensatory - the comp off type.
• LWP Leave Without Pay - use it with Paid Leave unticked. This is also the type a leave group names as its Leave Without Pay Type.
• OTH Other - anything that does not fit. Use it sparingly or the reports stop meaning anything.

How to configure it

1. Get the client's leave policy document and list the types it names. A typical manufacturing client has annual, casual, sick, maternity, paternity, Hajj, compensatory off and leave without pay.
2. For each one, open the screen and type the Leave Type code and the Name, for example ANN and Annual Leave.
3. Set Leave Unit. Half Day for annual, casual and sick. Full Day for maternity and Hajj.
4. Tick Paid Leave on everything except leave without pay.
5. Pick the Leave Category that matches.
6. Set the eligibility fields where the policy restricts the leave. Maternity gets Gender Eligibility Female. Annual leave usually gets Minimum Service 12 months. Hajj gets Maximum Times In Service 1.
7. Put an Attachment Required After figure on sick leave, usually 3 days.
8. Give each type a distinct Calendar Colour.
9. Add the Leave Duration Type lines the unit allows. For a Half Day type that is FD, FH and SH.
10. On exactly one type, tick Comp Off Leave and fill the three comp off fields.
11. Save, then go to Leave Group and give each type its quota, its accrual, its carry forward and its encashment rules.

Scenarios

"Staff get twenty days annual leave and workers get fourteen"

One Leave Type, two Leave Groups. Build ANN once here. Then build a group called STAFF with ANN at a Quota of 20, and a group called WORKER with ANN at a Quota of 14. Each employee's Employee Policy Profile names his group. Never build two annual leave types for this.

"Sick leave over two days needs a doctor certificate"

Attachment Required After (Days) set to 3 on the sick type. One and two day applications go through with nothing attached. Three days and up will not go without a document.

"Only married women may take maternity leave and only once"

On the maternity type set Gender Eligibility to Female, Marital Status Eligibility to Married, and leave Maximum Times In Service blank unless the client genuinely caps it.

"Men who work a Sunday should get a day back, but they must claim it within the month"

One type with Comp Off Leave ticked, Comp-off Claim Window 30, Comp-off Expiry 90, and Comp-off Eligible Day Types covering the weekly rest day and the public holiday. A claim for a Sunday worked two months ago is then refused by the Comp Off Request screen rather than by an argument.

What it is connected to

• Leave Group lists these types and carries their quota, accrual, weekend and holiday treatment, sandwich rule, negative balance, carry forward and encashment rules.
• Employee Request Leave and Employee Leaves are where a type is applied for and taken.
• Employee Leave Entitlement and Leave Allocation Run build and move the balances.
• Leave Encashment can only encash a type the leave group marks encashable.
• The Comp Off Request screen reads the comp off fields on the type the request names.
• Blocking a type here stops new applications. It does not remove existing balances or taken leave.

If something looks wrong

• "I set the quota here and nobody has any balance" - the quota is not on this screen. It is on the Leave Group line for this type.
• "It says this leave type is Full Day only and the line is not allowed" - you added a First Half or Second Half line to a type whose Leave Unit is Full Day. Either change the unit or remove the line.
• "It says this leave type does not allow short leave" - set Leave Unit to Short Leave first, then fill Short Leave Hours and Standard Day Hours.
• "It says Short Leave Hours and Standard Day Hours are both required" - the unit is Short Leave and one of the two is empty.
• "It says the leave duration is no longer supported" - an old Hours duration is on a line. Delete it and use Short Leave instead.
• "The comp off request will not accept this leave type" - Comp Off Leave is not ticked on it.
• "Nobody can apply for annual leave" - Minimum Service (Months) is set and nobody has reached it yet, or the type is blocked, or the leave group does not list it.