Earn Replacement Leave from Non-Working Day

This article will guide you on how to earn the RL for your employees when they work extra hours outside of scheduled hours.

Examples:

1. Work outside the scheduled shift hours.
2. Work on an off-day, rest day, or public holiday.

If you haven't set up an RL, refer to this guide for step-by-step: Setting Up Replacement Leave

Checklist for Replacement Leave type Settings:

To ensure employees can earn RL from extra work hours, ensure the following settings are in place:

1. Earn from Overtime Pay Mode - RL is credited based on approved overtime.
2. Enable Earn Unlocked Attendance - allows RL to be earned without locking attendance. If this setting is inactive, attendance must be locked before RL is credited.
3. Scheduler - runs daily at 12:00 AM.
4. Entitlement by day types (off day, public holiday) - set based on your company policy.
5. Ensure to include employees who are entitled into this leave entitlement.

When RL Will Be Credited

With the replacement leave type is set up, RL will be credited when:

• Overtime is detected after scheduled working hours, and
• The Overtime Pay Mode in the overtime request is set to Replacement Leave.
• The overtime request is approved.

If no RL is credited after the scheduler, check the Individual Attendance Rounded OT Hour Value. 

How Worksy Detects Overtime

Overtime is detected from three sources:

• Actual Overtimes: any clocking outside of scheduled work hours or non-working days.
• Pre-Approved OT Hour(s): defined in shift settings, assigned shifts on non-working days (from duty roster), or approved OT requests.
• Approved OT Hour(s): based on the Overtime Approval Method set in the Schedule setting.

In the Schedule Setting > Overtime tab, if the selected approval method involves Actual Overtime, the employee must have clocking data for the system to calculate the Rounded OT Hours.

Important:
1. Replacement Leave will not be credited if there is no clocking data for the overtime period.
2. Ensure “Enable Overtime” is active to allow employees to submit OT requests.

Example for OT on Workday:

On 6th November, employee The Tester submitted OT request for 4 November 18:00-22:00 (4hrs), outside the scheduled shift 8:30 - 17:30. 

Once approved, you'll see "Pre-Approved Overtime" displayed in 4 Nov attendance. 

Since the Overtime Approval Method is "Intersect Actual and Pre-approved". Therefore, the "Approved OT Hour" is 4H 0M.

Alternatively, you can manually edit this value by:

• Changing the Approved Overtime Hours Calculation Method to Manual Overwrite, and
• Entering the correct number of overtime hours.

After the scheduler runs, you can view the credited RL under the employee's Leave History.

To do the batch adjustments, please refer here: Batch Leave Entitlement & Batch Delete Entitlement