The employment policy section displays a list of the employment policies used within the system.
An employment policy can be used to automatically calculate an employee’s leave entitlement based on their length of service, current working hours and past variations (e.g., when an employee has changed from full-time to part time working hours).
To add a new policy, select the Add Employment Policy button in the top-left corner of the screen:
You can also Archive a policy, which will switch the Archived flag under the Employment Policies page to
Yes by clicking the Archive button on the employment policy:
The employment policy will still be available, but it is used for reference purposes to, for example, move
someone from an old policy onto a new policy:
To edit a policy, click on one of the policies, the form will open, and then click Edit at the top-right:
There are also a variety of tabs that are present:
It should also be said that for anything you’re editing, make sure you click Save at the top-left when
you’re done:
If you wish to create another policy that is based off another policy, then you can select the Create Copy
button after selecting an employment policy:
1. Allocation Options
1.1 Basics
On the Allocation Options > Basics tab, a variety of settings are displayed:
| Policy Name |
The name of the policy recognised throughout the system. |
| Number of Hours per day a Full-Time Employee Works | The number of hours a full-time employee will work per day. |
| Calculate FTE (Full-Time Equivalence) | Full-time equivalency is the amount of days or hours a person works over the total amount of days or hours a full-time employee works |
| Number of Hours/Days per week a FTE Works | These change depending on the option selected above. |
| If an Employee is Full-Time, calculate their entitlement using days? | These change depending on the option selected above. |
| Calculation Method | If this is set to “Year in credit” then the working patterns from last year will be used to calculate entitlement/FTE. |
This will show any other Employment Settings that will be applied to this policy:
Employment Settings are discussed in more detail here.
At the bottom of the form, you can apply this policy to a certain number of people:
Select Add Multiple to add multiple employees using the Employee/Department Selector:
1.2 Accruals
Under the accruals tab, there is the option to use days as the Units of Accrual (UOA). This is used to calculate how much to pro-rata an employee's allocation.
1.3 Absence Periods
On the Allocation Options > Absence Periods tab there are the following options below:
This will set whether an employee will accrue holidays during a certain period or not e.g. a sabbatical. Normally, those who are on sabbatical will receive 0% accrual for a certain period of time, whilst those on
maternity will receive 100% of their accrual over a certain period of time.
An absence period can be added by going to the Absence Periods tab and then by clicking the Add
button:
On clicking Add, you will then be redirected to the below page, where you can input some settings:
[insert screenshot here after technical fix]
SABBATICAL LEAVE is accrued at 0%, which means that they will not gain any leave over a certain period of time.
MATERNITY LEAVE could be slightly different:
They will keep accruing their annual leave rate at the full amount, and if they have missed out on any public holidays then they will also get these back again if they missed out on them.
1.4 Public Holiday Rules
The options below can be found under Allocations Options > Public Holiday Rules:
| Use Fixed Public Holiday Entitlement? | Instead of the public holidays being counted by the system, as entered by the Public Holiday Management, you can use a set number of hours that will be used to calculate a person’s leave entitlement. |
| Limit PH Calculations Based On |
There are a variety of options available for this setting, as Leave year: Will use all the public holidays in the leave year. |
|
Stop Using PH Before Contract Start Date For Calculating PH Accrual? (Legacy; Outdated Feature). |
This will discount the public holidays before the employee's contract start date. |
|
Stop Using PH After Contract End Date For Calculating PH Accrual? (Legacy; Outdated Feature). |
This will discount the public holidays after the employee's contract start date. |
| FT Employees Accrue Only Applicable Public Holidays | People who are on a full-time working pattern will only get the Public Holidays that their working patterns falls on. |
| Disable Starter Pro-rata? | This will disable the pro-rata of public holidays dependent upon when a person starts e.g., it won't pro-rata if their leave year was in January but they started in April. |
| Disable PTO Applicable Public Holidays | If this is enabled, then the total amount of Applicable Public Holidays will be given instead of it being divided up over the year. |
| Enable Public Holidays Calculations in Days? | If this is set to No then the public holiday calculations will be done in hours. |
| Round Public Holidays with the Same Option as Allocation? | This setting will use the same options on the Rounding Options tab. |
| Accrued Public Holidays at Set Rate | For any public holiday that an employee gets, they will only accrue a certain number of hours, which can be inputted into this field, or left blank if it doesn't need to be applied. |
1.5 Rounding Options
This setting can be found under Allocation Options > Rounding Options:
| Hours Rounding | When computing leave in hours, round up, down or to the nearest part of an hour (e.g., always round up the next half hour). |
| Days Rounding | When computing leave in days, round up, down or to the nearest part of an hour (e.g., always round up to the next half day). |
| Apply Rounding After Calculating FTE'd Entitlement? | This will set whether rounding will be applied after working out the following calculation, and is dependent on the options above. An example calculation would be the following: 23 (Basic Allocation) * 30 (the hours an employee works)/ 37.5 (the total amount of hours a full-time employee works) = 18.4; whether the 18.4 will be rounded is up to you. |
1.6 Length of Service Awards
This setting can be found under Allocation Options > Length of Service Awards:
| Employees are due their Length of Service Award if their Anniversary is within how many month of the Leave Year Start Date? | For example, if their start date is in April (the 4th month) and it goes into the next leaver in January, then they will get their length of service award as April is within 4 months of the 6 specified. |
| When should Employees receive their Length of Service Award? | Defines the Leave Allocation based on length of service e.g., they either get their Length of Service award at the Start of the Leave Year, which will also check the first option above, or they will get their Length of Service award right on their Employment Anniversary, which is the date their employment started. |
| If at the start of the Leave Year, should the pro-rata'd? | If the Start of the Leave Year option is selected, the length of service award will be pro-rata'd depending on how far off their employment anniversary they are. |
| Length of Service Awards are subject to FTE and Employment pro-rata? | This will look at someone's FTE and will pro-rata their length of service award dependent on how much they work e.g., if they work full-time and get an award of 5 days, they'll get 2.5 if they work half of the full-time. |
2. Record Rounding
Under the Record Rounding tab, you will find the options to determine how leave and absence records are rounded per employment policy.
The options will override the system default, set under Administration > System Configuration.
3. Contacts
The Contacts tab allows you to designate the main contact(s) for any system notifications relating to this Employment Policy.
4. Leave Options
Under the Leave This setting determines whether or not an Employee can overspend their leave allocation; if Yes is set, you can then cap the amount by which an employee can go into the negative balance.
0 = No Limit to the negative balance.
5. Absence Options
Found under the Absence Options tab, within the Employment Policy, are the following options:
The settings in the image above, enables and disables these options from displaying on the Report Absence and Return to Work sections of the system, as well as having an option that enables and disabled whether unplanned absences include non-working days.
Anything with a bracket of (Yes) will look up to the System Configuration, where these options can be
set on under the tabs Policy Defaults > Absence Options.
6. GDPR
The GDPR section allows the anonymisation/deletion of certain data over a period of time – of which can
be customised. The following options below are what is available on the GDPR tab.
The majority of these settings also work in-hand with the Policy Defaults > GDPR tabs under the System Configuration.
|
Automatically Anonymise Leaver's Data? |
This can only be changed on the System Configuration under the Policy Defaults > GDPR tab. |
| Anonymise based on Contract End Date | The amount of time in months that it will take to anonymise/delete employee data after their contract end date. |
|
Automatically Delete Obsolete Data? |
This can only be changed on the System Configuration under the Policy Defaults > GDPR tab. |
| Delete Data based on Creation or Record Start After |
The first one is for data that is not unplanned absence related, such as confidential information e.g., passport expiry dates and planned leave. This can be a number specified in month to delete the data after a certain amount of time. Default is 72 and a value greater than 12 must be used. |
| Delete Data based on Creation or Record Start After |
The second option is for data that is unplanned absence related, and can be specified in months to delete the data after a certain amount of time. Default is 72 and a value greater than 12 must be used. |
7. Audit History
This will display information in-regards to what has been changed on the policy. This will include information on the Date/Time of Change, the Person Responsible, What Changed as well as what the old
value was (“From”) and what the new value is (“To”).
Attachments (22)
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article