Managing Employee Leave Allowances

Understanding Allowances in the Leave Management System

A leave allowance is the total number of days off an employee is entitled to for a specific leave category over a year. Our system allows you to set default allowances for each leave type and manually adjust them for individual employees to accommodate unique circumstances.

Configuring Default Allowances for a Leave Type

You can define a standard, or default, allowance for any leave type. This allowance is automatically assigned to all employees eligible for that leave type at the beginning of each leave period or when a new employee joins the company. This ensures consistency and simplifies onboarding.

Accrual of Allowances for New Members and New Periods

Whenever a new employee joins your organization or when a new leave period begins, the system automatically calculates and allocates the default allowance specified in the leave type configuration. This ensures that every member has a predefined number of leave days from the get-go.

Adjusting Allowances

The system also provides flexibility for you to make adjustments to an employee's allowance at any time. This feature is useful for accommodating special circumstances, such as increasing leave days for long-serving employees or adjusting for unused leave carried over from the previous period.

How to Setup Default Allowance for a Leave Type

You can do it by following steps:

1. Navigate to Settings > Leave Types.
2. Choose the leave type that will use an allowance.
3. Enable the "Has Allowance" option.
4. Enter the default yearly allowance (in number of days).
5. Optionally, you can allow an allowance overrun (this permits a negative balance).

Administrator and General Manager can change leave type configuration.

Adjusting an Member's Allowance

There may be times when you need to modify an individual's leave allowance. This could be to reward long-term service, carry over unused days from a previous period, or address other special cases. The system tracks all adjustments, providing a clear history of changes for auditing purposes.

1. Go to Members.
2. Search for the member and click to open their profile.

3. Click the "Allowances" tab.

   

4. Locate the leave type you want to adjust.

5. Click the button "Make Adjustment" button to open a dialog box.

   

6. Enter the new allowance value.
7. Optionally, add a note to remember the reason for the adjustment.
8. Click "Make Adjustment".

The allowance will now be updated, and you can see the new record in the history of changes. Note that only the General Manager can change the allowance for a member.