Managing an employee's leave policies

To view an employee’s leave policies go to the “Employees” screen and click on their name, then choose the “Leave Policy” tab.

This screen shows their leave policies for annual, sick and family responsibility leave.

Annual Leave Policies:

The annual leave policy determines how much leave the employee is entitled to each year and which days they work.

Adding a new annual leave policy:

Click the “New Leave Policy” button:

First choose when the leave policy takes effect:

• After years of employment: Select the number of years. The policy takes effect on that anniversary of the employee’s employment date, which is shown below the number of years. For example, if an employee started on 13 August 2022 and gets more leave after 7 years, the new policy takes effect on 13 August 2029.
• On a specific date: Select the date the policy takes effect.

Then enter:

• Annual Leave Entitlement: The days annual leave the employee receives a year. For example, a monthly paid employee with 15 days leave a year will accrue 1.25 days of leave each month.
• Working Days: The days the employee works. These are used to calculate their days off when they take leave.

Adding multiple annual leave policies:

You can add multiple leave policies for one employee. For example, if your company gives extra leave for long service.

Here’s an example where the employee started with 15 days leave and gets more leave after 3, 5 and 10 years of employment.

Each leave policy shows the date it becomes effective. If it takes effect after a number of years of employment, that’s shown below the date.

Click the edit icon next to a leave policy to change it. If leave has already been accrued under the policy, you can only change the number of days. Leave policies that haven’t taken effect yet can also be deleted.

Sick Leave Policy

By default an employee gets the sick leave set up for your company under “Settings -> Leave Types”. Unless you’ve changed it, this follows the rules in the Basic Conditions of Employment Act (BCEA). See Setting up types of leave.

To give an employee a different amount of sick leave, click the “Change” button.

Select “Enter sick leave days” and enter the number of sick leave days for the employee.

Note: You should never give an employee less sick leave than required in the BCEA.

Family Responsibility Leave Policy

By default an employee gets the family responsibility leave set up for your company under “Settings -> Leave Types”. Unless you’ve changed it, this follows the rules in the BCEA.

To give an employee a different amount of family responsibility leave, click the “Change” button.

Select “Enter family responsibility days” and enter the number of family responsibility leave days for the employee.

Note: You should never give an employee less family responsibility leave than required in the BCEA.