The scenario for Prorated Leave


-This scenario is to illustrate the prorated leave. We would take Annual Leave as an example.

-Assuming that the current date is 31 Mar 2020

-Annual Leave Quota: 12 days

-Since it was prorated leave, hence each employee has accumulated 2 days of annual leave until the current month(Mar)


BEFORE migrating leave to EasyWork Leave(Pro), the current leave balance of each employee


Employee
Leave Type
Total Leave Entitled until the current month(Mar) (day)

Leave Taken (day)
Leave Balance (day)
ABCAnnual Leave211
DEFAnnual Leave21.5
0.5
LMNAnnual Leave220
XYZAnnual Leave
202

Table 1



MIGRATING leave to EasyWork Leave(Pro)


Step 1: Use "Leave Balance Adjustment" to migrate the employees' current leave balance.



After adjusting employee's leave balance using the "Leave Balance Adjustment", the employees' current leave balance in Leave(Pro) became

EmployeeLeave Balance (day)
ABC1
DEF
0.5
LMN
0
XYZ2

Table 2



Step 2: You may want to ask what to do with the following month's allocation? No worries, You may set the leave setting through the "Leave Types Management".


Boost by Length of Service (optional)

-If your company has a policy that it would allocate extra leave days to an employee based on the number of completed years of service, you may use the boost type "Boost by Length of Service".


For example,

Num of Completed Years of Service (year)
Extra Leave Entitled (by boost length of service)(day)
3-53
6-106
more than and equal to 119

Table 3


EmployeePeriod of EmploymentNum of Completed Years of Service (year)
Extra Leave Entitled (by boost length of service)(day)
Total Leave Entitled (day)
ABC14 Mar 2019 - 31 Mar2020
1012(Annual Quota) + 0 = 12
DEF1 Mar 2017 - 31 Mar 2020
3312(Annual Quota) + 3 = 15
LMN1 Apr 2017 - 31 Mar 2020
2
012(Annual Quota) + 0 = 12
XYZ1 Jan 2009 - 31 Mar 2020
11912(Annual Quota) + 9 = 21

Table 4

Remark

*31 Mar 2020, it was due to the Monthly Allocation would run on the last day of the month.

*Employee LMN only get 2 completed years of service, it was due to we count 1 Apr 19 to 1 Apr 20 as 1 completed year instead of 1 Apr 19 to 31 Mar 20.



How to set an employee enrollment date?

1) Go to EasyWork Hub: https://hub.easywork.asia/dashboard/employee

2) Click "Edit" and update the employee enrollment date.

3) Save the changes. Our app would take this enrollment date to count the number of completed years of service.



Boost by Group (optional)

Let's say in your company, the Manager would get an extra 5 days of leave. You may use the boost type "Boost by Group" to achieve it. Set extra leave entitled and manager(s) inside the group. During the month-end, our system would take this into the calculation.


For example,

EmployeeExtra Leave Entitled (by boost group)(day)
DEF (manager)5
LMN (manager)5

Table 5


Hence, 

DEF has the Total Leave Entitled

= 12(Annual Quota) + 3(Boost by Length of Service) + 5(Boost by Group)

= 20 days


And,

LMN has the Total Leave Entitled

= 12(Annual Quota) + 0(Boost by Length of Service) + 5(Boost by Group)

= 17 days



Boost by Individual (optional)

-The company may want to allocate extra leave to an employee, for example,  when offering the job, the manager has promised an employee that he would get an extra 4 days. You may use the boost type "Boost by Individual" to achieve it.


-Create a boost individual and assign the employee to it.


For example,

EmployeeExtra Leave Entitled (by boost individual) (day)
XYZ4

Table 6


Hence, 

XYZ has the Total Leave Entitled

= 12(Annual Quota) + 9(Boost by Length of Service) + 4(Boost by Group)

= 25 days


Before we move to the calculation part, let us summarize the total leave entitled to each employee.


EmployeeAnnual QuotaBoost by Length of Service (day)Boost by Group (day)Boost by Individual (day)Total Leave Entitled (day)
ABC1200012
DEF1235020
LMN1205017
XYZ1290425

Table 7



Monthly Allocation Calculation

-The calculation to count Monthly Allocation

= [Annual Quota + Boost by Length of Service(if any) + Boost by Group(if any) + Boost by Individual(if any)] / 12months


When we run the next month's Monthly Allocation on 31 Mar 2020, each employee would get the following leave balance.

EmployeeLeave Balance Before Run Montly Allocation (day)
Monthly Allocation Entitled (day)Leave Balance After Run Monthly Allocation (day)
ABC112 / 12 = 1
1+1 = 2
DEF0.520 /12 = 1.67
0.5+1.67 = 2.17 = (take 2 as we would round it down to either half or one day)
LMN017 / 12 = 1.420+1 = 1.42 = 1 (take 1 as we would round it down to either half or one day)
XYZ225 / 12 = 2.082+2.08 = 4.08 = 4 (take 4 as we would round it down to either half or one day) 

Table 8



You may be wondering what would happen with the decimal value been rounded down. The When we run the Monthly Allocation at 30 Apr, the app would count the leave balance by taking the Actual Leave Balance(without rounded down to either half or one day) and ADD with the Monthly Allocation Entitled => Actual Leave Balance + Monthly Allocation Entitled

Employee
Actual Leave Balance Before Run Monthly Allocation(day)Monthly Allocation Entitled (day)Leave Balance After Run Monthly Allocation(day)
ABC212 / 12 = 12+1 = 3
DEF2.1720 /12 = 1.67
2.17+1.67 = 3.84 = 3.5 (take 3.5 as we would round it down to either half or one day) 
LMN
1.4217 / 12 = 1.42
1.42+1.42 = 2.84 = 2.5 (take 2.5 as we would round it down to either half or one day) 
XYZ4.0825 / 12 = 2.084.08+2.08 = 6.16 = (take 6 as we would round it down to either half or one day)

 Table 10



Yearly Reset

-Yearly reset would run on the last day of the year(31th Dec). All the leave type balance would reset to 0.

-For prorated leave, an employee would get 0 days of leave.