Dear All,
First time i'm trying to configure leave request as per the requirement, request your help/assistance on this custom scenario:
Leave request/approval needs to be automatically linked to Timesheet reporting.
Approved leave cannot be deleted from the timesheet at the end of the month by the requestor.
Leave subtype required based on the indirect activities:
- 1) 0980 Vacation
- 2) 0910 Sick Day
- 3) 0917 Company Days
Only fulltime and part time employees are entitled for above indirect activities. No subcontractors.
The calendar must include non-working days (weekends and public holidays) for leave request as some employee who are working in shifts can report leave.
Duration that can be requested per day is 4 hours (equal to half day) or 8 hours (full day). No other options for less than 4 hours or something between 4 to 8 hours should be possible to request.
The approver that is displayed cannot be changed. The approver is the direct manager of the employee (the same that is approving indirect activities in the timesheet).
For billable employees working for external project it is required to receive approval from the project manager prior to submitting the leave request to direct manager. The employee should have option to add one or more project managers from a dropdown list.
Quota calculation:
- 0980 Vacation
Employee is entitled for 20 days per one calendar year ( legal regulation). If the employee is working for only part of the year then the entitlement is calculated based on the number of months for which the employment lasts. Then the calculation formula is: (annual quota 20/ 12) x months of employment
The calculation is rounded to 0.5 days and it is not linear: ( I'm not sure how to configure this in system)
| Months of employment | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 |
| Days entitled | 1.5 | 3.5 | 5 | 6.5 | 8.5 | 10.5 | 11.5 | 13.5 | 15 | 16.5 | 18.5 | 20 |
Validity of annual quota is not limited. If the employee will not use any days, then in the next year it is added to the new 20 days.
Example: in 2013 employee used 10 days and 10 days are left at the end of the year. From the 1st January 2014 additional 20 days will be added to the entitlement and the employee will have 30 days available for year 2014.
- 0910 Sick Day
Employee is entitled to report 3 days per calendar year of sickness. The quota is given 3 days at any moment when the employment starts. Duration cannot be less than 8 hours (full day).
Validity is only for the current calendar year. If the days are not used until 31. December of the current year then the entitlement is cancelled.
Example: Employee starts employment on 1st December 2013. He/she is entitled for 3 sick days until end of year 2013. During December 2 days are reported as sick day so 1 days is remaining. On 1st January 2014 the employee is entitled again for 3 sick days.
- 0917 Company Days
Employee is entitled for additional 5 days of paid vacation per calendar year after the full quota of 0980 Vacation is used. If the employee is working for only part of the year then the entitlement is calculated based on the number of months for which the employment lasts. Then the calculation formula is: (annual quota 5/ 12) x months of employment. The calculation is rounded to 0.5 days. Validity of annual quota is limited until 31.March of the next year. If it is not used then the quota is set to 0.
Example: Employee used all 20 days of 0980 vacation by 30th November 2013. From this day employee can use 5 more days as 0917 Days. From 1st January 2014 employee vacation 0980 quota will be 20 days and 5 Days 0917. In March 2014 employee will use 2 Days 0917. From April 2014 the remaining 3 Days will not be valid, the quota will be 0 until the employee spends the 20 vacation days 0980.
When employee is preparing the leave request there should be displayed how many days were used and how many are remaining for Vacation, Sick Day and Co. Days.
After the request is submitted the hours are planned in the timesheet of the employee with status “Released”. The status will change to “Approved” in the timesheed after the direct manager confirms the request. If the request is rejected then the hours will not show as planned in the timesheet.
If employee decided to change or delete the leave request, then it has to be done via the request form again – not directly delete from the timesheet. If the request is changed or deleted then the direct manager will receive email notification. Employee can change or delete the request before or after it is approved. Employee can not change or delete the request when the monthly timesheet is reported and approved.
Team calendar
Direct manager will have overview of the quota used and remaining for vacation, Sick Day and Ness Days of all employees under his/her organization unit.
When the employee is leaving the company then the quota for Vacation is recalculated based on the planned date of employment termination. Quota for Sick Days and Ness Days is not changed.
Exceptions:
There are other special cases when the quota can be changed and it can depend on the change of the law for current year:
When employee is sick for more than 100 days then there is deducted 1.5 days from 0980 vacation quota.
When employee is leaving for maternity leave (typically 28 weeks) then the quota for 0980 vacation is calculated including the maternity leave.
When employee decides to terminate employment contract then entitlement for 0917 Co. Days is terminated from the date of submission of contract termination.
Reports:
- - Leave request waiting for approval (Employee, Manager, type of leave, date of request creation, date of leave, duration)
- - Leave request approved (Employee, Manager, type of leave, date of request creation, date of leave approval, date of leave, duration)
I have started configuring a demo for India: I have set up the leave request for one leave type: vacation days quota 20 days, and then wanted replicate the same for other country.
Please help...Thanks in advance Ram