In this article you can read about how to create or edit templates to the Absence module. An absence template defines which leave types and holidays each employees gets.
The article will go through the following:
- Create/edit absence templates
- Allowance
- Leave types
- Custom holidays
- Groups
- Examples of setting the holiday rules in Denmark
Create/edit absence templates
To use these instructions, go to "Settings" in the main menu and click on "Templates"
Go to the "Employees" tab and click on "Absence"
In this view you can see which absence groups you have already created and can use. Each group defines which allowances, leave types and user defined holidays, each employee can be assigned. It is this group that defines e.g. how many holidays the employee is assigned each year.
To create a new group, you have to start by creating an allowance, then some absence types and e.g. some user defined holidays.
Allowance
Under allowance settings you define, create, and edit the rules and amounts of accrual which then can be linked to the Leave types.
1. Click "New allowance" to create an allowance or...
...mark and edit an existing allowance.
2. Fill in details about the allowance
Language: Choose if this should be available in multiple languages.
Title: Enter a title e.g. Holidays, and will be used to link the absence type to the correct accrual setting. This is shown on the employee profile.
Internal description: Enter an internal description here if there are different allowances with the same title.
Start of qualifying year: Enter the month in which the qualifying year begins, meaning the year in which the employee starts earning accruals.
Start of vacation year: Enter the month in which the vacation year begins. Please note that setting same year does not work with Allocation/Deduction setting Qualifying year - Each year.
Vacation year is the year in which you can spend the vacation earned.
Qualification active from: Enter the year the qualification is to be active from.
Enable to round up/down the allowance to the nearest full/half for those employed in the full year/all employees. This should only be enabled, if you do not want the precise amount, but a rounded one.
Enable to hide allowance and related leave types if nothing has been allocated. This should only be enabled if you want to avoid seeing bubbles for allocations that have no amount in it.
Enable to assign negative allowance. This should only be enabled, if you want the employee to spend even though they have no allowance. Furthermore, it cannot be combined with future allowance.
Enable to assign future allowance > Insert the maximum amount of future allowance (days) within the vacation year. This should only be enabled, if you want to show and allow spending of future allowance.
3. Allocate/deduct days from absence
You can choose to either allocate or deduct x hours/days per day/month/year.
Allocate/deduct hours/days
Days allocated: Choose the amount of days to allocate each day/month/year.
Active from: Select when this allocation/deduction is active from.
Active to: Select when this allocation/deduction is active to.
Criteria: Select the criteria the employee must match to qualify for the allocation/deduction.
Enable to subtract the days the employee has not been in employment within the qualification year. When enabled the following toggle will appear:
Enable to define the value of a single accrual day to be multiplied with the amount of days in the month from the employee's start date. This is often set to 0.07 in Denmark.
Example:
If an employee started in the company on January 16, 2023, the system default would calculate (2.08 x 12) / 22 = 1.13. If the setting is enabled, and value 0.07 saved, the system will calculate 0.07 x 16 = 1.12 instead.
Enable to round up/down to the nearest full/half day once the days have been allocated/deducted.
NOTE: You can create as many allocations/deductions as necessary by clicking the "+ Allocate/deduct days".
Examples of the accrual frequencies:
Period: Qualifying year - each day
This setting is connected to Qualifying year. It will deliver the amount chosen at the end of every single day of the qualifying year from the start of the accrual setting.
Example:
Employee start day: May 1, 2020.
Today's date: January 5, 2023.
Allocation 0.1 active from January 1, 2020:
Qualifying year: September, same year:
On today's date, the employee has accrued 12.6 days (0,1 x 126 - number of days since September 2022) to be spent during this same vacation year (qualification and vacation year match).
Qualifying year: September next year:
On today's date, the employee has accrued 12.6 days (0,1 x 126 - number of days since September 2022) to be spent during the next vacation year.
Period: Qualifying year - each month
This setting is connected to Qualifying year. It will deliver the amount every single (end) month of the qualifying year from the start of the accrual setting.
Example:
Employee start date: May 1, 2020
Today's date: January 5, 2023.
Allocation 0.5 active from January 1, 2020:
Qualifying year: September, same year:
On today's date, the employee has accrued 2 days (0,5 x 4 - number of months since September 2022) to be spent during this same vacation year (qualification and vacation year match).
Qualifying year: September, next year:
On today's date, employee has accrued 2 days (0,5 x 4 - number of months since September 2022) to be spent during this next vacation year.
Period: Qualifying year - each year
This setting is connected to Qualifying year. It will deliver the amount every single qualifying year (at the end) from the start of the accrual setting.
Please note that this option does not work with Qualifying year setting set to Same year, as the amount gets allocated at the end of the period (hence there is no more year in which to use the accrual).
Example:
Employee start date: May 1, 2020.
Today's date: January 5, 2023.
Allocation 3 is active from September 1, 2020:
Qualifying year: September, next year:
On today's date, employee has accrued 3 days on September 30th to be spent during the next vacation year.
Period: Custom - Immediately only once
This setting will ignore the qualifying year, and look at the vacation year instead. It will deliver the amount at once, when accrual criteria is met and only once.
Example:
Employee start date: May 1, 2022:
Setting: 5 days allocated immediately, only once if employment date = 2 months after.
The user will receive 5 days only once in July 2022.
Period: Custom - Immediately and then each year
This setting will ignore the qualifying year, and look at the vacation year instead. It will deliver
the amount at once, when accrual criteria is met and then every year.
Example:
Employee start date: May 1, 2020.
Today's date: January 5, 2023:
Setting: 5 days allocated immediately, when employment date = 2 months after, and then every year.
The user received the first 5 days in July 2020, and is receiving 5 days each first month of the year.
Period: Custom - Immediately and then each month
This setting will ignore the qualifying year, and look at the vacation year instead. It will deliver the amount at once, when accrual criteria is met and every month.
Example:
Employee start date: May 1, 2020.
Todays date: January 5, 2023:
Setting: 2 days allocated immediately, when employment date = 2 months after, and then every month.
The user received the first 2 days in July 2020, and is receiving 2 days each beginning of the month.
Period: Custom - Immediately and then each day
This setting will ignore the qualifying year, and look at the vacation year instead. It will deliver the amount at once, when accrual criteria is met and every day.
Example:
Employee start date: May 1, 2020.
Today's date: January 5, 2023:
Setting: 0.2 days allocated immediately, when employment date = 2 months after, and then every day.
The user received the first 0.2 days in July 2020, and is receiving 0.2 days each day.
Period: Each + month name
This setting will ignore the qualifying year, and look at the vacation year instead. It will deliver the amount at the start of every X month.
Example:
Employee start date: May 1, 2020.
Setting: 0.2 days allocated every November. The user received the first 0.2 days in November 2020, and is receiving 0.2 days each November.
4. Residual allowances
Once this option is enabled, the employees are allowed to transfer any residual allowances to the new vacation year.
Minimum use before transferring: If a minimum amount of absence needs to be used, before allowing transfer of residual, the minimum amount can be specified here.
Maximum residual transferred: If needed, apply limitation to how many days you can transfer.
Delay transfer of residual: If wanted, delay the transfer og allowance for x months, if needed, so that residual can be used first.
Expiration of unused transferred residual: If needed, decide that residual that is not used within x months will expire.
5. Click "Save" to save the changes
Example:
An employer give 5 extra paid vacation days to their employees. These days are given once per year and all at once, in many occasions after a start period of x months from seniority date.
If not used, the amount gets reset:
Leave types
With Leave types we define the absences and their settings regarding spending. You can create/edit and delete them either by selecting them or clicking on the item.
1. Click "+ New leave type" to create a leave type or...
...mark and edit an existing leave type
2. Fill in the basic information
Language: Choose if this should be available in multiple languages.
Title: Enter the leave type title. This is shown on the employee widget when they register leave.
Subtract from an allowance: Determines what allowances should be attached to the leave type, as leave types need an allowance to work.
Icon: Select which icon this type of leave should have. The employee will see this when they register absence.
Color: Select what color that this icon should have. The employee will see this when they register absence.
3. Specify the settings for this leave type
Internal description: Specify an internal description, if there are different types of absence with the same title.
Duration: Choose how the leave type ca be registered - Whole days, half days or hourly.
Type: Choose what type this leave type is - Absence, Vacation or Work. This will have an effect on the reports.
Calendar: Select what the calendar should show during the leave - Busy, Free, Do not show, Out of office.
Needs to be approved: Enable to ensure the absence must be approved and by whom.
Example of an relation role: If you choose manager as the relation role, then the system will send the approval request to the employee's manager - the one selected in the form element. If you choose Manager as a generic role, the system will send an approval to any user with the role Manager.
Private leave types: Enable to make the leave type private. This will not show the name of the absence in the organization overview status column. Please note if a role has access to the absence group, or can edit/add or see all the absences in the overview, they will also have access to see the name of the absences there.
Example: Anabia is on furlough. The screenshot below shows her organization overview:
While this screenshot shows one of her colleagues' organization overview (whose role does not have access to the absence group):
Requires documentation: Enable to require documentation > Once enabled, choose to either upload a file or text, requiring documentation from x amount of calendar days/work days. You can also choose to add a short description of the documentation required.
Notify employees: Add employees here, and will be prefilled when requesting the absence.
4. Click "Save" to save the leave type
Custom holidays
Custom holidays are only used for extraordinary holidays, for example, a company specific days off, that are only existing for the company itself.
1. Click "New holiday" to create a holiday or...
...mark and edit an existing holiday
2. Fill in details about the holiday
Language: Choose if this should be available in multiple languages.
Date: Enter the specific date for this holiday.
When the date i set, you can set additional settings:
- Determine the duration of this day off - Whole day, Half day (Morning) and Half day (Evening)
- Determine if the day off should be repeated each year in the same date
- Determine whether the day off should be blocked in the employees' calendar
Title: Enter the title of the holiday. The employees will, for example, see this in their calendar.
Internal description: Enter an internal description here if there are different holidays with the same title.
Subtract from an allowance: Choose whether the allowance should be subtracted from a specific allowance. For example Holidays.
3. Click "Save" to save the Holiday
Groups
Groups are a way to collect all absence types created that belong to a specific category of employees. Examples could be "White collar worker", or different countries and/or departments.
Once you have created the allowances, the leave types and maybe some custom holidays, you are ready to define your company's different absence groups. Each employee belongs to one of the groups.
1. Click "New group" to create a new group or...
... mark and edit an existing group
2. Enter the basic information
Title: Enter the title of the group. This is shown on the employee profile.
Internal description: Enter an internal description here if there are different groups with the same title.
3. Assign the desired leave types to the group
4. Choose and assign the desired bank holidays
5. Assign the desired custom holidays to the group
6. Add the roles that have access to this group
This is defined if only certain departments or roles can choose this group on an employee.
7. Click "Save" to save the group
Your holiday/absence group is now created and can be assigned to the employees of your company.
This is how the employee profile looks
Examples of setting the holiday rules in Denmark
Qualifying year and spending year are the same, and goes from September 1st to August 31st.
At the end of each month, employees accrue 2.08 days vacation that they can spend as soon as they are accrued - they can spend additional, not yet accrued days, if they have an agreement with their employer. On the last month they accrue an additional 0,04 days, as the total accrual for a qualifying year should be 25 days in total.
The amount accrued from September to August can be spent up until December of the same year. This means, what is accrued from, for example, September 2023 to August 2024 can be spent up to December 2024. Residual amount will be automatically paid out (for a maximum of 5 days), or will be transferred to the next vacation period (for a maximum of 5 days), if that is requested by the employee and approved by the employer.
How to set up in Emply
The qualifying and spending year
The qualifying year is here defined to start in September (the very first one in 2020), and the spending year to start on September of the same year. In other words we are telling the system that since September 2020, our qualifying year has start in September, and the spending can happen during the same year as accrual happens.
We are also defining that the amount accrued is expressed in days, and it should be rounded up to the next half day for any employee that has been employed for a full year.
We also allow our employees to use future accrual, which means they can request absence they have not yet earned.
Below you see an example of the setup:
The amount to be delivered is 2,08 and needs to be delivered each month within the qualifying year.
The criteria is to be followed from 2020-09-01 with no end date.
Days in which the employee has not been in the company will not be considered for accrual calculation.
Any residual amount will be available for spending for 4 extra months after the end of the spending period. After the expiration, a maximum of 5 days will be transferred to a new period, which will be available for 12 months.
The Danish feriefridage
Typically 5 extra paid vacation days are given, which is also called the 6th vacation week.
These days are given once per year and all at once, on many occasion after a start period of X months from seniority date.
If they are not used, the amount gets reset.
In order to set this up in Emply, the qualifying year and month must be defined - in this case September 2020. The spending will be allowed the year after the qualifying year.
The amount of 5, defined in days, will be allocated each September.