Setting up Unpaid Leave

The steps are the same as setting up leave type, refer to Setting Up Leave Type. 

Step 1

On your dashboard, go to Settings, click Leave, then click on Unpaid Leave.

Step 2

You will see this page where you can create your own Unpaid Leave by clicking the Add New button on the top right corner of your page.

Step 3

You will then be directed to this page where you must fill in the leave name and label. Once you have finished that, you will manage the General Settings. 

Below is a brief description of why you need to fill in the Leave Type and Payroll Items.

• Pairing Leave Type: The leave type that you choose in this section will let the system know that an employee cannot take Unpaid Leave unless the leave you have selected has run out of entitlement days. For example, if you choose Annual Leave, an employee will not be allowed to take Unpaid Leave if their Annual Leave is still available. 
  
  To understand more on pairing logic, refer to Pairing Leave and Time Off Entitlement.
  
  
• Payroll Items: This field needs to be filled out because an employee taking unpaid leave will affect their payroll and government statutory.
• Days Types Included in Leave Taken: You can decide if off day, rest day or holiday is also counted as leave taken by ticking the checkbox.

Step 4

Custom Approval Route - Allow custom approval flow by setting a single or multiple custom route specific to this leave type. Toggling this off, approval flow will follow the default approval workflow based on Setting > General > Approval Workflow.

• Single: all requests for this leave type will be routed to the same approver(s).
• Multiple: Select and rank multiple existing approval workflows for this leave type. When a request is submitted, the system checks each workflow in priority order and follows the first one where the requestor meets the criteria.

Step 5

a) Minimum Days required for Leave Request: The minimum number of leave days employees can request (e.g., 0.5). We recommend using whole or half-day increments.

b) Maximum Days allowed for Leave Request: The maximum number of leave days employees are allowed to request at one time.

c) Unplanned Leave Behavior: Unplanned Leave Behavior defines how the system handles leave requests that don’t meet the minimum advance notice or backdate limit set in the leave type settings.

Read more about Unplanned Leave Behavior here: Unplanned Leave Behavior

d) Application for Future Leave – Set the minimum number of days in advance that employees must apply for leave before the leave date.

e) Application for Back Dated Leave – Set how far back employees are allowed to apply for leave.

Step 6

Select which fields appear on the leave application form, and set them as optional or mandatory.

Note: Ticking Covering Person means employees must assign someone to cover them. 

• The covering person cannot apply for leave on the same date they’re assigned to cover someone else. 
• A covering person can only be assigned to one employee per day, they won’t be available to cover multiple colleagues on the same date.
• When a covering person is selected, the leave request must first be approved by the covering person. Only after that will it proceed to the next approver in the approval workflow.

To understand more on covering person, refer to Explain Covering Person and How to Remove Covering Person.

Step 7

• Allow to Apply Leave After Confirm only – restricts leave applications to confirmed employees only. Employees in probation cannot apply for this leave type.
  
  
• Allow Cancel Request If It Has Been Approved by Any Approver - Allow to cancel the request even if it's been approved.

• Allow Leave Encashment – When allowed, this leave type will be available in the Year-End Leave screen for balance conversion and pull it into payroll.
  

Step 8

In Leave Info Display  section, you can choose where this leave type will appear in:

a) Display Leave Balance in My Request: 

• if checked: the leave balance for this leave type will be shown in the My Request screen, together with pending and takenleave information.

• If unchecked: only pending and taken leave information will be shown.

b) Display Leave Balance in My Individual Leave: 

• If checked: the leave balance for this leave type will be shown in the My Individual Leave screen.

• If unchecked: only pending and taken leave information will be shown.

c) Display Leave Balance in My Leave History: 

• If checked: the leave balance for this leave type will be shown in the My Leave History screen.

• If unchecked: only pending and taken leave information will be shown.

Step 9

This section allows you to automate generate leave entitlements for existing staff and/or new joiners, and choose how often it runs (daily, weekly, or monthly). 

If your leave earning is by monthly, you’ll see the Scheduler Generate Until option:

• Previous Month: When the scheduler runs (e.g. on 1 July), it will generate leave up to 30 June.
• Current Month: When the scheduler runs (e.g. on 1 July), it will generate leave up to 31 July.
  

Note: This setting helps you control how far ahead the system should generate leave entitlements based on your company’s policies. Once you have set up this field, you won't have to manually generate leave anymore.

Step 10

In the second and third columns, you will be able to select specific employees that follow the General Settings you have just set. Click Save when you are done, and you will have set up your unpaid leave.

We hope this explanation clarifies the matter. If you require additional assistance, do not hesitate to contact our support team.