Add and edit leave rules and entitlements

Setting up leave types for employees

The foundU platform allows you to create custom leave rules e.g. Annual Leave. These are usually set up as part of your implementation. However you can add and edit any leave rules as needed.

Once created these can be applied to relevant employees (casual, full-time or part-time), which allows them to request leave. Once the leave is approved by an admin, it automatically filters through to payroll. 

Some examples of leave include:

  • Annual Leave
  • Personal Leave / Carer Leave
  • Compassionate Leave
  • Community Service Leave e.g. Jury Service or Voluntary emergency management activities
  • Maternity Leave
  • Long Service Leave 
  • Maternity / Paternity or Parental Leave
  • Bereavement Leave
  • Volunteer Leave
  • Leave without Pay LWOP- (Unpaid leave)
  • RDO Rostered Day Off RDO

To allow employees to apply for the new leave type you have set up, you'll need to complete this two-step process:

  1.  Set up a new Leave Rule (or edit an existing leave rule in the case of long service leave).
  2. Apply the leave type to employees who are entitled to receive it. Once applied employee's can apply for the leave (provided you have enabled the leave type to show in their Employee App) which will then be sent to admin for approval.

You will need to add a new rule for each leave type with different accrual rates or conditions that apply under different awards/agreements.

 

Set up a new leave entitlement rule 

If you don't already have a leave type such as Leave without pay (LWOP), you can do so. 

Please note: if you would like to enable Long Service leave for casuals and you have an existing LSL leave type please see Editing your leave rules.

To set up a new leave type:

  1. In the quick menu select the hamburger icon to open the full menu and select Payroll Settings > Leave Rules.
  2. Click Add New.
  3. Complete all the details and settings for the new leave rule across these sections:
    • Entitlement Settings (Please note: Paid vs Non-paid entitlements will have different options)
      • Name of leave type - this name will display on payslips.
      • Paid entitlement - this will include accrual values and variables) or Non paid (e.g. LWOP - Leave without pay).
      • Accrue or not accrue when leave is taken.
    • Employee Leave Application Settings
      • Choose where employees can apply for leave (e.g timesheets, their employee app).
      • Add if a file needs to be uploaded (e.g medical certificate for sick leave).
      • Select if this leave type can be applied to Casual Employees (e.g. LSL).
    • Applying Entitlement to Employee Settings
      • Choose if the new leave type should be applied to new employees going forward
      • Choose if the new leave type should be applied to existing employees
    • Operation Settings
      • If you have clients, choose if you wish to invoice the operation.
    • Payslip Settings 
      • Choose if you wish to display the leave balance to the employee on their payslip.
      • Choose if you wish to display leave taken on the employee's payslip.
  4.  Click Save.

  5. The leave type will now automatically be applied to employees (or will be available to apply if not set to automatic in the Leave Rule settings). This can be seen on the employee's profile via Approved People or from searching for a specific employee, Employee Card> Employment Type tab settings:

Employee's can apply for the new leave type

Employees can Apply for Leave in their employee portal via Profile> Apply for Leave. The type of leave will now appear as an option in the dropdown. The leave request will be sent to admin for approval as per normal. 

Edit your existing leave type (use for Long service leave)
If you already have an existing leave type such as Long Service Leave, you can edit this entitlement to apply to your casual employees.

To edit an existing leave entitlement e.g. existing Long Service Leave entitlement

  1. In the quick menu select the hamburger icon to open the full menu and select Payroll Settings > Leave Rules.
  2. Locate the existing Leave type e.g. Long Service leave and select the edit icon.
  3. Edit the details for Long service leave to include:
    • Enable the toggle to on for Leave type can be assigned to casual employee and save.
    • Please note you cannot apply this leave type to existing casual employees, this is because Long service leave needs to be attached to a position (see below)

  4.  Click Save.
  5. The leave type will now be available to be applied to an employee's position individually.
Assign Long service leave to an employee's position
  1. Locate an employee's profile via Approved People or from searching for a specific employee, Employee Card> Employment Type tab.

  2. Select Add new entitlement and fill in the details including:
    • Operation
    • Position
    • Location
    • Select the entitlement Long Service Leave and ensure the toggle is on for assign default entitlements
      • Please note if your employee's primary position changes, you'll need to update the long service leave position attached.

         

  3.  Add and review entitlement

  4. And save.

Bulk export leave entitlements for all employees
  1. To export your leave entitlements for all employees, this can be done through hamburger menu > Integrations > CSV Import , then select Employee Entitlements and then select the export current entitlements button.
  2. You employee's entitlements document will next start downloading. When you open the document you'll see the following columns of data:
    • Employee id
    • Employee name
    • Use default (if the default accrual rate is being used)
    • Accrual rate 
    • Entitlement name
    • Balance
    • Accrual minimum
    • Accrual limit
    • Leave loading
    • Allow negative accrual (whether you have allowed employees to be able to take leave if they don't  have enough leave accrued).

Once the report exports, you can use this template to bulk update your employee's leave entitlements. 

Bulk import leave entitlements 
You're able to import leave entitlements for your: 
  • Permanent staff

However you cannot update in bulk casual paid leave such as casual long service. This is because casual long service leave needs to be attached to an employee's position and therefore needs to be edited individually.

To  import leave entitlements for your permanent staff:

  1. To import your leave entitlements for all your permanent employees, this can be done through hamburger menu > Integrations > CSV Import , then select Employee Entitlements and then select the export current entitlements button (if you haven't already done so) make the adjustments to the leave in the leave balance column and upload that new document using Import CSV button which will then show a choose document button to upload your document.
  2. Once uploaded you'll temporarily see a horizontal blue line display, your employee's entitlements are now updated.

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