Leave
Overview
- The Leave module records your staff's leave: the Leave Rule, the dates, the number of working days and the approval status. It checks each entry against the staff member's leave allowance.
- Leave is recorded in full days, not hours.
The leave a staff member has taken and has available appears on their Staff Summary.
Settings
User Settings
The defaults are the values for new databases and new users. Your database may have different values.
| Setting | Description | Default |
|---|---|---|
| Human Resources > Leave - Access Allowed |
| None |
| Human Resources > Staff Summary - Access Allowed | Supervisor access is needed to open the Staff Summary from the Leave module. | None |
General Settings
| Setting | Description | Default |
|---|---|---|
| Human Resources > Holidays | The public holidays (see Holidays). | None |
| Human Resources > Leave Types | The types of leave (see Leave Types). | None |
| Human Resources > Leave Rules | The leave allowances (see Leave Rules). | None |
| Human Resources > Weekend Days | The days that are not working days. | Saturday and Sunday |
| General > Documents Folder Path | The folder that proof files are copied to. Proof files cannot be loaded until it is set. | None |
List View
Select a staff member and a date range, then click View. You must first select a staff member before you can add leave.
Buttons Explained
| Button | Description |
|---|---|
| View, Reset | List the leave, or clear the filters. |
| New | Adds a leave line for the selected staff member. |
| Save | Saves your changes. |
| Output | Prints or emails the list. |
| Menu | The grid layout options. |
Fields Explained
Fields marked in green (✎) can be edited. Approved and Declined leave cannot be edited.
| Column | Description |
|---|---|
| Status |
|
| Staff | The staff member. |
| Leave Rule | The Leave Rule the leave falls under (see Leave Rules). |
| Date Start, Date End | The first and last day of the leave. |
| Total Days | The working days between the dates. Weekend days and public holidays are not counted. On an Adjustment, enter the days yourself. |
| Proof | A checkbox for proof, for example, a doctor's note. Use it the way that suits your process: check it when proof is required, or when you have received it. |
| File Name | The loaded proof file. |
| Note | A note about the leave. |
| Menu (...) | A submenu with these options:
|
Warnings
The leave is checked when you save it. These messages can appear below the list:
- "Error: A Leave Rule has not been selected"
- "Warning: The Leave days allowed for the current cycle have been exceeded."
- "Warning: The Leave dates conflict with the dates on another Leave record"
Holidays
Enter the public holidays for every year. BOS Professional does not add extra days off, so if a public holiday moves to another day where you are (for example, in South Africa a holiday on a Sunday makes the Monday a public holiday), enter that day too.
- List the public holidays with a Description and a Date.
- Click New to add one and Save when you are done.
- Public holidays are not counted in the leave's Total Days.
Leave Types
List the types of leave, for example, Annual, Sick or Family Responsibility, with a Description and a Note. Click New to add one and Save when you are done.
Leave Rules
A Leave Rule sets how many days of a Leave Type a staff member may take in each cycle. The cycles start on the staff member's start date. A rule can apply to all staff or only to one position or gender. Click New to add a rule and Save when you are done.
Create a Leave Rule for every Leave Type: only Leave Rules can be selected when you record leave.
Fields Explained
| Column | Description |
|---|---|
| Status | Whether the rule is in use. |
| Leave Types | The Leave Type the rule is for. |
| Cycle | The length of the cycle, in months, for example, 12 for annual leave or 36 for a three-year sick leave cycle. |
| Allowed | The days allowed in each cycle. |
| Position | The position the rule applies to, for example, if managers get 20 days and other staff 15. Leave it blank for all positions. Positions are set up in My Organisation: Menu (button) > Edit Positions. |
| Gender |
|
| Valid From | The number of months of service after which the leave becomes valid. For example, annual leave may apply after 1 month, but paid maternity leave only after 12 months. |
| Minimum | The minimum number of working days that can be taken at a time, for example, 1. |
| Accumulate | Whether unused days carry over to the next cycle (for example, annual leave), or are forfeited (for example, family responsibility leave). Adjustments can only be entered for rules that accumulate. |
| Paid | Whether the leave is paid. |
| Note | A note about the rule. |
How to Record Leave
- Navigate to Leave.
- Select the staff member and click View (button).
- Click New (button).
- Select the Leave Rule and enter the Date Start and Date End. Total Days is calculated when you save.
- Check Proof as your process requires, and right-click the line and select Load File to attach it.
- Click Save (button). Read any warning below the list.
- When the leave is approved, set the Status to Approved and save.