If there is a new Leave policy that will be applied to company employees, you can add it to the Time Off sub-menu. This activity can be performed by users with access to the Superadmin and Admin roles.

Here are the steps:

1. Go to the Time Management menu, and select Time Off.
2. Click “Create Time Off” to create a new leave policy.
   
3. Then you will be taken to the Add New Policy form page on the Time Off tab in the Settings menu.
   
4. Complete the required information. Fill in the Policy Name in "Policy Name", Policy Code in "Policy Code" and further explanation regarding the leave policy if available in "Policy Description".
   
   

   The policy code should be the initials of the left name, for example, CT for Annual Leave. The left code that will be displayed on attendance on the Employee menu and the Time Off menu is only the first 5 characters.

5. Enter the effective date when the leave policy can be used in "Effective as of".
   
   
6. If you check the information "Default time off for new employee", then the leave policy will be automatically assigned to the employee who has just been inputted. This setting can also be selected as default to all employees or can be limited via the filter box by selecting "Select Filter".
   
7. Check the information "This policy has unlimited balance" if the leave policy you created does not have a balance limit.
   
8. Next, specify the type of leave policy in "Policy Type". There are three types of policies that you can use, namely:
   
   1. Anniversary
      The entitlement to leave will be renewed on each date the employee joins.
      
      Example: Employee enters on June 2, 2017, then leave renewal will occur on June 2, 2018.
   2. Monthly
      Leave rights will be renewed every month on a predetermined date.
      
      

      In this type of policy, there are advanced settings, ie:

      • The "First Emerge" setting will determine when the leave balance will appear for the first time.
        
        
      • The setting "Employee who joins before day will be rounded to 1 month" will determine the rounding of the working period based on the date of joining, to one month. This determination forms the basis for calculating the month for prorated leave days.
        
        Example: If this information is filled with 15, it means that employees who join from the 1st-15th will be counted as leave from that month. Meanwhile, employees who join from the 16th onwards will not receive a leave balance for that month.
      • Setting "Emerge Day" will determine the emergence of leaves based on :

        Anniversary: Appearance of leave based on employee joining date in each month.
        Example: Employees join on the 21st, then the addition of the monthly leave balance will occur every 21st.
        Custom: Appearance of leave based on a certain date without being affected by the employee's joining date.
        Example: Custom date 1, then whatever date employees join, it will always appear on the 1st of every month.
        

   3. Annually
      Leave entitlements will be renewed every year on the specified date.
      
      

      In this type of policy, there are advanced settings, ie:

      • Setting "Day ... Month ..." will determine the renewal date of the employee's leave balance.
        
      • The "First Emerge" setting will determine when the leave balance will appear for the first time.
        
      • If you check the First Emerge information, the advanced settings will appear again, ie
        Effective From Join Date: Check if this policy will apply from the date of joining the employee.
        Prorate on first emerge: Check if on its first appearance, this policy will be applied to prorate calculations.
        Emerge after month: The leave balance will appear after how many months the employee joins.
        First Emerge Status: Leave will appear after the status of Permanent or Contract or Probation employees
      • The setting "Employee who joins before day will be rounded to 1 month" will determine the rounding of the working period based on the date of joining, to one month. This determination forms the basis for calculating the month for prorated leave days.
        The following is an example of a leave balance appearing in the Annually policy type
        

        Settings
        Join date	1 February 2017
        Renew date	1 January
        Effective from join date	-	v	v	-
        Prorate on first emerge	-	-	v	v
        Emerge after	3 months

        Settings
        Emerge on	1 May 2017
        As of date	Days	Days	Days	Days
        1 May 2017	8a	11b	11c	8d
        1 January 2018	11e	11f	12g	12h
        1 January 2019	12i	12j	12k	12l

        Explanation:

        a. May-Dec 2017 e. Feb-Dec 2018 i. Jan-Dec 2019

        b. Feb-Dec 2017 f. Feb-Dec 2018 j. Jan-Dec 2019

        c. Feb-Dec 2017 g. Jan-Dec 2018 k. Jan-Dec 2019

        d. May-Dec 2017 h. Jan-Dec 2018 l. Jan-Dec 2019

9. You can also specify the Expired Time Off or the leave expiration period. There are three settings that you can choose from, namely:
   
   • Months: Determination of the validity period of leave based on a certain number of months.
     
     Example: Determination of leave will expire after 3 months from its appearance.
   • Selected day & month: Determination of the validity period of leave is based on a certain date without being affected by the employee's joining date.
     
     Example: Leave will expire every December 31st.
   • Minimum expiry: Determination of the tolerance period for the application of an expiration date for a leave policy, based on the number of months determined before the expiration date.
     
     Example: If the minimum expiry is 3 months, then the leave balance that appears 3 months before the expiration date will only expire in the following year.
   • Anniversary (monthly): Determination of the validity period of leave based on the employee joining date each month.
     
     Example: Employees join on February 12, 2018, then the leave period ends March 12, 2018, April 12, 2018, and so on.
   • No expiry date: Leave has no expiry date.
     
10. When you use the Annually policy type, then you can determine the rounding that will be used for the leave balance that appears, in the "Rounding" section, if the leave calculation prorates has resulted with decimal fractions.
    
    

    Example: 1-4 = round down, 5-9 = round up. So, if the calculation of employee leave has a result (eg 2.4) it will be rounded up to 2 days off. Furthermore, if the calculation result in the appearance of employee leaves a result (eg 2.6) it will be rounded up to 3 days of leave.

11. In the "Balance Generated" information you can also determine the amount of leave balance based on the employee's Length of Service (monthly/yearly).
    
12. Next, if you have completed all the required information, click "Save & Add Policy".
    
13. Thus, the leave policy you just created will appear on the Time Off sub-menu and can be used.
14. You can click on the policy “Code” to see the details.
    
    
     

This is an explanation of how to create a new leave policy. To set leave policy settings, you can click here.