Leave Management > Editing Entitlement Policies > Editing Leave Details

To edit leave details for a leave type, go to Settings > Leave > View (next to the leave type) > Edit Details. Here you can edit the following:

Name

The Name of the leave type can be changed, if desired. This name refers to the leave type only e.g. annual leave, study leave, adoption leave and not the entitlement policy. For example, do not name it “Annual 20 days”, as this will complicate your leave management.

 Leave cycle

The Cycle length can be changed, if desired. We generally do not recommend making changes to the Cycle length unless it will result in a more favourable outcome for the employees. Most leave types follow an annual leave cycle.

Select the Cycle start date:

  • ‘Appointment date’: This means that the cycle will be different for each employee and will run according to each employee’s date of appointment. For example, if an employee joins the company on 1 March, then their annual leave cycle would run from 1 March until 28/29 February each year.
  • ’01 January’: This means that all employees are on the same leave cycle that starts on 1 January. This means that for annual leave, all employees have a leave cycle that runs from 1 January – 31 December each year. If an employee joins on 1 March, then their first leave cycle will run from 1 March – 31 December.
  • ‘Custom’: If custom is selected, then all employees will have the same calendar cycle. You will need to then enter the Custom date to indicate when the cycle starts.

Unpaid leave

Click on the box next to Unpaid leave in order to classify the leave as such. This will mean that hourly paid employees will not be paid if they take this leave. If fixed salaried employees take this leave, there will be a deduction from their salary for the number of days that they were off.

Show on payslips

Click on the box next to Show on payslips to set whether or not the particular leave type should be displayed on the payslip.

Set minimum balance rule

  • Click on the box next to Set minimum balance rule if you would like to prevent employees from going into a negative balance or put a limit on this.
  • You’ll then be able to set a Minimum balance. For example, if employees may not go into negative, the minimum would be 0
  • You have the option to allow certain users to override the rule and approve leave anyway. You can do this by selecting the relevant user types from the Allow rule override drop down.
    • If this is set to “Not Allowed” and an employee tries to make a request taking them below the limit, they will be shown an error message and prevented from submitting the request.
    • If the override is allowed, the employee will see a warning message but will be able to continue with the request. The allowed user can then approve the request if appropriate.

Hide balances in self-service

Click the box next to Hide balances in self-service? if you would like to prevent leave balances to be viewable in self-service for this leave type. Employees will still be able to submit leave requests.

Note: If you have the Set minimum balance rule set up, the balance will still show in the error message if the leave request exceeds the balance set. The balance will also continue to show on the payslips until that is disabled separately as discussed in the Show on Payslips section above.

Save

When you are satisfied with the way that the leave type is set up, remember to click Save.

You are using the help system of SimplePay, a payroll system that simplifies the payroll process. Designed just for South Africa, it's a fully online solution. Read more.