In this article:
Prorated Allowances (New Starters)
Length of Service based Allowances
Allowances Overview
Appogee Leave can be configured to allocate Leave Allowance to employees in a number of different ways to accommodate the varying requirements within your organization.
Allowances are always calculated in hours, even if your organization works in days. You can turn off the visibility of hours in System Config to only show days, however, all calculations in the back end will still be handled in hours. Any changes made to an employee's allowance will not come into effect until the Allowance Calculator is used.
Entitlement settings are configured on the Work Profile. As Appogee Leave supports any number of Work Profiles, it is possible to support multiple configurations within the same organization. Details on setting up and configuring Work Profiles can be found in the following article: Work Profiles, Leave Allowances, Working Hours & Entitlement Settings.
Go to Leave > Admin & Config > Work Profiles.
Select a Work Profile you would like to check the allowance for and then click Entitlement Settings.
Here you will be able to see that allowances can be fixed annually (Annual), accrue over time (Accrual), or both. (An example of this latter case occurs in France where there is a fixed annual allowance plus an amount that accrues over time to allow for RTT).
In all cases, each Employee has an Allowance which represents the employee’s entitlement for a given Leave Year.
Custom Allowances are additional Allowances you can use to track employee Leave. This must be set up as a deducted Leave Type. For more information on Leave and Sickness Types, take a look at the following article: Configuring Leave & Sickness Types.
PLEASE NOTE: If you do not wish for users to submit Sickness Requests, you will need to turn this off in the Team Settings as well as here in the Work Profile.
Prorated Allowances (New Starters)
Appogee HR can pro-rate an employee’s fixed allowance based on their start date. For example, if the Leave year is 1st Jan - 31 Dec, and an employee started on 3rd April 2021, then the allowance can be pro-rated such that a proportioned amount of allowance is allocated to that employee. Note that this has no effect on accrued Leave since Leave automatically starts accruing on the first applicable date after the employee's start date.
Pro-rated allowances are disabled by default, but can be enabled in 1 of 3 different configurations:
- Months remaining from employee start date: The Allowance will be calculated based on the number of full months remaining. In our above example, the employee starts on the 3rd of April, so the number of full months remaining in the leave year span from May until December, which is 8. Therefore, the amount of allowance will be 8/12 of the configured amount of Leave.
- Months remaining from employee start date (including employees' start month): Allowance will be calculated based on the number of months remaining, inclusive of the month in which the employee starts. In our above example, the employee starts on the 3rd of April, so the number of inclusive months remaining in the leave year span from April until December, which is 9. Therefore, the amount of allowance will be 9/12 of the configured amount of Leave.
- Days remaining from employee start date: In our above example, the employee starts on 3rd April, so the number of days remaining in the leave year span from 3rd April until 31st December, which is 272. Therefore, the amount of allowance will be 272/365 of the configured amount of Leave.
Prorated Allowances (Leavers)
It's possible to calculate the amount of Leave an employee is entitled to on their leaving date. When a Leaving Date is entered in the system, a calculation will be made in the back end to work out how many days remaining until their last day and calculate the Leave they will have on that date. The number can be an accrued amount, a positive amount (they have Leave remaining to take) or a negative amount (they will have used more than they are entitled to).
Enter the Leave Date on the Employee's profile, by using either the Employee Switcher in the top right corner, searching in the Directory, or going to Organization > Employees. Click on the Employee Profile and then click 'Set End Date / Initiate Offboarding' ensure you save changes after filling out the date.
Navigate to the Allowances tab and find the employee again. You'll see an additional box has been added to the bottom of the allowances table, which has the pro-rated balance.
Pro-Rated Allowance: Total Allowance users will have on their Leave Date. For Annual Allowance, this is pro-rated based on the number of days remaining until their Leave Date. For Accruals this is how much they have accrued to date, plus how much they will have accrued on their Leave Date.
Total Approved prior to Leaving Date: How much Leave Allowance the user has approved within this current Leave Year until their Leave Date.
Remaining Balance on Leave Date: User's Pro-Rated Allowance minus their Total Approved prior to Leaving Date. If the user has Allowance remaining after their Approved Leave has been subtracted, this will show green. If the user has used more Allowance than Pro-Rated to them, this will be red.
Length of Service based Allowances
Appogee HR can be configured to automatically provide an increased allowance based on the length of time an employee has been employed. This is generally referred to as Length of Service. These are specified under Options on the Work Profile, and introduce additional tabs for each Length of Service boundary.
For more information, take a look at the following article: Length of Service.
See a separate article on Length of Service.
Length of Service can be configured for any number of years, it can be configured for annual, accrued or both annual and accrued Allowances.