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) |
|---|---|---|---|---|
| ABC | Annual Leave | 2 | 1 | 1 |
| DEF | Annual Leave | 2 | 1.5 | 0.5 |
| LMN | Annual Leave | 2 | 2 | 0 |
| XYZ | Annual Leave | 2 | 0 | 2 |
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
| Employee | Leave Balance (day) |
|---|---|
| ABC | 1 |
| DEF | 0.5 |
| LMN | 0 |
| XYZ | 2 |
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) |
|---|---|
| 3-5 | 3 |
| 6-10 | 6 |
| more than and equal to 11 | 9 |
Table 3
| Employee | Period of Employment | Num of Completed Years of Service (year) | Extra Leave Entitled (by boost length of service)(day) | Total Leave Entitled (day) |
|---|---|---|---|---|
| ABC | 14 Mar 2019 - 31 Mar2020 | 1 | 0 | 12(Annual Quota) + 0 = 12 |
| DEF | 1 Mar 2017 - 31 Mar 2020 | 3 | 3 | 12(Annual Quota) + 3 = 15 |
| LMN | 1 Apr 2017 - 31 Mar 2020 | 2 | 0 | 12(Annual Quota) + 0 = 12 |
| XYZ | 1 Jan 2009 - 31 Mar 2020 | 11 | 9 | 12(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,
| Employee | Extra 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,
| Employee | Extra Leave Entitled (by boost individual) (day) |
|---|---|
| XYZ | 4 |
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.
| Employee | Annual Quota | Boost by Length of Service (day) | Boost by Group (day) | Boost by Individual (day) | Total Leave Entitled (day) |
|---|---|---|---|---|---|
| ABC | 12 | 0 | 0 | 0 | 12 |
| DEF | 12 | 3 | 5 | 0 | 20 |
| LMN | 12 | 0 | 5 | 0 | 17 |
| XYZ | 12 | 9 | 0 | 4 | 25 |
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.
| Employee | Leave Balance Before Run Montly Allocation (day) | Monthly Allocation Entitled (day) | Leave Balance After Run Monthly Allocation (day) |
|---|---|---|---|
| ABC | 1 | 12 / 12 = 1 | 1+1 = 2 |
| DEF | 0.5 | 20 /12 = 1.67 | 0.5+1.67 = 2.17 = 2 (take 2 as we would round it down to either half or one day) |
| LMN | 0 | 17 / 12 = 1.42 | 0+1 = 1.42 = 1 (take 1 as we would round it down to either half or one day) |
| XYZ | 2 | 25 / 12 = 2.08 | 2+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) |
|---|---|---|---|
| ABC | 2 | 12 / 12 = 1 | 2+1 = 3 |
| DEF | 2.17 | 20 /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 | 1.42 | 17 / 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) |
| XYZ | 4.08 | 25 / 12 = 2.08 | 4.08+2.08 = 6.16 = 6 (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.