1 eaccpay A Comprehensive HRMS System SYSTEM USER MANUAL MODULE: eleave Setup Manual V2.0 Support Hotline: Copyright Stone Forest AccountServe Pte Ltd. All rights reserved
2 Disclaimer This manual is provided for information purposes only. All information included is subjected to changes without notice. PayrollServe is not responsible for any damages, direct or indirect, arising from the use of this manual. The information and screenshots in this manual are as correct at the time of printing. PayrollServe reserves the right to change/amend without prior notice given to clients Copyright Stone Forest AccountServe Pte Ltd. All rights reserved
3 Table of Contents Leave User Role... 6 Setup Menu... 8 Setup >> Leave Type... 8 Setup >> Leave Grade Setup >> Assign Employee Leave Grade Setup >> Leave Policy Setup >> Leave Policy > Eligibility Setup >> Leave Policy > Leave Entitlement Setup >> Approval Group Setup >> Proxy Group (On Behalf Of Apply Leave) Setup >> Copy Leave Policy By Company Administrator Menu Administrator >> Upload Opening Balance (B/F) Administrator >> Upload Leave History Administrator >> Company Parameter Administrator >> Admin Delegation Sample Delegation Template Administrator >> Admin Leave Application Administrator >> Admin Leave Transaction Administrator >> Ad-Hoc Leave Adjustment Adjustment Type - Earned Administrator >> Ad-Hoc Leave Adjustment (Taken) Administrator >> Ad-Hoc Leave Adjustment (Forfeit) Page 3 of 71
4 Administrator >> Ad-Hoc Leave Adjustment (Encash) Administrator >> Leave Forfeiture Date Adjustment Administrator >> Employee Grade Change Approver Interface Approver >> Pending Approval Approver >> Delegation Approver >> View Employee s Leave History (View Only) Employee Interface My Home Page >> Leave Balance (Administrator View) My Leave Entry >> Leave Application My Leave Entry >> Leave Transaction My Home Page >> Basic Info My Home Page >> Leave Calendar Leave Accrual Leave Accrual >> Manage Leave Accrual Cut Off Date Leave Accrual >> Process Leave Accrual Payroll >> Processing >> Export Leave To Payroll (Skip this page If not require) Payroll >> Multi-purpose Screen for leave encash and no pay leave Reports Year To Date Leave Summary Report YTD Leave Details Report Leave Earned Balance Report Leave To be Forfeited Listing Leave Adjustment Listing Leave Approved and Pending Listing Leave Consumed Listing Page 4 of 71
5 Leave Accrual Report By Company Calendar Year By Company Anniversary Year By Company Financial Year Appendix B: eleave Entitlement Proration and Rounding Method Computation Appendix C: Employee Grade Change Entitlement Calculation Page 5 of 71
6 Leave User Role Note: Approver and proxy assigned from leave setup. Default leave user role Employee to both Page 6 of 71
7 Login User Profile Setup (System Maintenance >> HQ Manager) Define employee leave user role from the following: eaccpay >> System Maintenance >> HQ Manager >> User Setup User ID User Name Master Role System login user id System user name Employee for notification Use Default Default Employee Select employee from employee master by click on the magnifier class. No employee select (blank) if login user is not the employee of the company. User Level Leave User Role Use default 1 USERS Default to Employee. Select LEAVE_ADMIN for user with all access. Note: Uncheck notify user upon create user id. Otherwise, user login profile will be notified via mail to user account. User login profile can also be send from System Maintenance >> User Manager >> User Password Reset. Page 7 of 71
8 Setup Menu Setup >> Leave Type Default leave type will be created by the system. Click on Create to create new leave type. Page 8 of 71
9 TMS Export Code Leave code mapping for timecard import if applicable Leave Accrual Category To categorized the leave type to use for leave accrual report. Leave category available for Annual, No Pay. Medical, Hospital, Home or Others leave. Company Leave Year Company leave year by Calendar, Anniversary or Financial year Entitlement Based On Leave Effective Date Based on employee leave effective date for leave entitlement start date instead of join date. Entitlement will various if join date and leave effective date is different. B/F Forfeiture Settings Forfeiture day and month for previous year leave brought forward if applicable Consume Full Entitlement Reinforce apply leave in full (up to the maximum entitled day). Example: Must apply 3 days marriage leave, instead of 0.5 day or 1 day without consecutive days. Proration By MOM Regulation (For calendar leave year) Refer to MOM proration method by month for childcare, medical and hospitalisation leave. Please refer to for more details. Page 9 of 71
10 Apply Next Year Leave Application Allow to apply next year leave in current year. Example: Current year is 2016, apply 2017 leave. Next Year Leave Deduct From Current YTD Balance Allow next year leave taken from current year to date balance before carry forward instead of next year leave balance. No Half Day Allowed Disallow for half day leave taken. Example: medical leave. Notify HR When Leave Consumed Notify HR when employee leave is fully consumed Send Forfeiture Reminder Notify employee with reminder for leave balance from brought forward or adjustment before expire Note: Leave carry forward rule will depend on leave policy setup. Otherwise, forfeiture day and month will not be applicable. Select leave type and company from unselect Company to Selected Company, so that leave type is applicable to the selected company for leave policy setup. Page 10 of 71
11 Setup >> Leave Grade Leave grade will be used by employee and leave policy setup. Create different leave grade based on different annual leave entitlement. Company Name Create Update Set Page Size Edit Select company from the drop down list Click on create for new leave grade Click on update to save the changes Define the number of leave grade per page, follow by click on GO. Unlimited leave grade allow to create Edit Leave Policy from the particular leave grade. Select Leave Grade from the drop down list and select leave type from Unselect Leave Type to Selected Leave type, so that leave type is applicable for leave grade leave policy setup. Legend: Select all Select highlighted item Unselect highlighted item Unselect all Page 11 of 71
12 Setup >> Assign Employee Leave Grade Company Name Select company from the drop down list Leave Grade Select leave grade from the drop down list Assign Employee Click on Add Employee to display the following pop up screen: Search employee by employee code, employee name or cost centre. Select employee by click on the checkbox next to the employee. Click on Submit to assign the employee to the leave grade Tips: Assigned employees will no longer be available from the employee selection. One leave grade for one employee. Page 12 of 71
13 Click on Reports to generate the following report and make sure that all the employees have been assigned leave grades and the leave grades assigned are correct. Example: Note: MUST assigned leave grade to new hire, otherwise leave policy will not be applicable to employee and leave type with entitlement will not be available from leave balance screen. Page 13 of 71
14 Setup >> Leave Policy Company Name Leave Grade Leave Type Effective From Expired On Select company name from the drop down list Select leave grade from the drop down list Select leave type from the drop down list Leave policy effective date in (dd-mmm-yyyy) format Leave policy expiry date in (dd-mmm-yyyy) format. Default date is 31/12/2050. Update expiry date if leave policy no longer valid or change of leave policy. Notes: Leave policy is consist of employee leave grade and leave type. Leave type will be applicable to each employee according to the leave policy when apply leave. When apply leave, leave type selection will be auto-filter by employee according to the leave policy setup. Page 14 of 71
15 Company Leave Year Company leave year based on leave type setup Apply leave in Full Entitlement This setting is from leave type setup. Leave application only allow based on full entitlement given. Carried Forward Rule Forfeiture Rule Input number of years allow to carried forward leave balance Display brought forward expiry date based on leave type setup. Brought forward expiry date is a combination of carry forward rule and forfeiture rule. Example: C/F allowed for 1 year and forfeiture date is 30/09. Brought forward expiry date will be 30/09/2017. Full Entitlement Allow Apply leave up to current year entitlement Page 15 of 71
16 Earned Entitlement Next Year Entitlement Allow New Hire Proration Method By 12 months Resign Proration Method By 12 months Rounding Method Attachment Required Non-working day inclusive for leave Entitlement not required Required HR Approval Notify HR for All Approved Leave Advance earned up to full entitlement Apply to earn leave policy. Allow advance leave up to current year entitlement. Work as you earn Earn entitlement up to current earn day. No advance leave allowed. Allow to use next year entitlement for current year leave taken up to current year entitlement. Current year leave balance might be negative balance. Calendar days / Working Days / 12 months / no proration Cutoff date Enable when select by 12 months proration method. Date to cutoff for join month to be treated as zero, half or full month. Join after cut-off date is half month, otherwise is zero Join date after cut-off date will be half month if not zero. Join before cut-off date is full month, otherwise is half Join date before cut-off date will be full month if not half month. Calendar days / Working Days / 12 months / no proration Cutoff date Enable when select by 12 months proration method. Date to cutoff for join month to be treated as zero, half or full month. Join before cut-off date is half month, otherwise zero Join date before cut-off date will be half month if not zero. Join after cut-off date is full month, otherwise half month Join date after cut-off date will be full month if not half month Round to nearest / Round Up / Round Down / No Rounding and 0.01 / 1.0 / 0.50 / 0.25 File size limit to 2MB per file. Attachment can be optional. Leave duration inclusive of off day or public holiday. Leave entitlement not required to apply leave. Example: No pay Allow HR to be a First/Final/HR Only for leave approval. HR will be the user from Company Parameter >> HR Name Notify HR for all approved leave HR will be the user from Company Parameter >> HR Name Page 16 of 71
17 Setup >> Leave Policy > Eligibility Day of Service Gender Marital Status Citizenship Employment Type Default to All Employee Type Dependant Age Of Children Number of service days from leave effective date to be eligible for leave entitlement. Leave type will be available at employee s leave balance screen as well as leave application. Default to All. Use Male and Female eligibility for maternity, paternity and NS Default to All. Commonly use for marriage leave. Default to All. Use SPR/Citizen/Foreigner children if use employee dependant details for childcare leave eligibility. Default to All Select By Child DOB to enable Age Of Children. Age of the younger child to eligible for childcare leave.. Note: Child dependant details updated from employee dependant details Page 17 of 71
18 Setup >> Leave Policy > Leave Entitlement From Year Employee starting service year range for leave entitled day To Year Employee ending service year range for leave entitled day Entitlement Days Leave entitlement day B/F capped(days) Maximum number of days allow to carried forward after cross year. Note: Leave carry forward rule and forfeiture date will be determined from the following: Number of carry forward year allowed - From Setup, go to Leave Policy >> Leave grade/leave Type >> Basic Setup >> Carry forward for xxx of year to allow for carry forward previous unconsumed leave balance Number of day and month To Forfeit The B/F - From Setup, go to Leave Type >> ANNUAL >> B/F forfeiture day and month to define the month and day to forfeit B/F forfeiture date = (Leave Policy>>Carry Forward Rule) + (Leave Type>>Forfeiture Day and Month) Page 18 of 71
19 Setup >> Approval Group Click on Create and the following screen displayed: Note: Approver created from user setup, which can be an employee or user only. Page 19 of 71
20 Click on to select 1 st Approver Name from the user list. Minimum 1 st approver is required for all employees. Approver created from user setup. Approver can be an employee or just user only. Alternate approver can be assigned for each approver. Alternate approver created from user setup. Alternate approver can be an employee or just user only. HR name default from company parameter setup. Notify when approved used as default employee cc list for notification upon leave approval. Option to remove the notify employee Select Approval Group from the drop down list Click on Add Employee to select employee and assigned to the selected approval group. Employee can be search by employee code, employee name and cost centre. Go to next page for employee selection Page 20 of 71
21 Note: Employee without leave grade assigned will be listed out for selection Input employee code to search employee by employee code Input employee name to search employee by employee name Select cost centre to search employee by cost centre Click on Search to display the employee search selection Check on Select to select the employee and assigned to the approval group Click on Submit to update the assign employee to the selected approval group Upon click on Submit, system will prompt the following message Page 21 of 71
22 Click Reports and the following option will be displayed: Select Company Name and Approver group, follow by click on Export To PDF to output the report in PDF format. Sample Report: Page 22 of 71
23 Setup >> Proxy Group (On Behalf Of Apply Leave) Click on Create for new proxy group Note: Proxy created from user setup. Proxy can be user or employee. Click on Select User for proxy name and the following will pop up for user selection: Click on select radio button for user selection and Submit to save the setup. Page 23 of 71
24 Click on Add Employee and the following pop up screen will be displayed: Tick on the checkbox for employee selection and click on Submit to save the selection. Upon update, assigned employees will be listed out when the proxy group is selected. Note: Each employee only can assigned to one proxy group Page 24 of 71
25 Setup >> Copy Leave Policy By Company Same leave policy can be copied from one company to another within the same HQ company. Important Note: 1) Same leave type need to be selected for both companies. From setup, go to leave type and select the individual leave type and select both companies from unselect company if you have not done so. 2) Same leave grade need to be created for both companies. From setup, go to leave grade and select the same leave type to both leave grade From Company To Company Submit Select the company leave policy copy from Select the company leave policy copy to Click on submit to copy the leave policy Administrator Menu Administrator >> Upload Opening Balance (B/F) Opening balance allow you to upload the previous year leave carry forward, as well as YTD total leave taken up to the opening balance. Important Note: please take note that all the employees are required to assign the leave grade. Leave policy require to setup for all the leave grades, before you can download and upload the template. Employee will be separated into different worksheets based leave grade assigned. Page 25 of 71
26 Click on Download Template, follow by click on Open and the following excel template will be open for input. Employee separated by different worksheet according to the leave grade assigned. Column G(ANNUAL_BF) will be used by previous year annual leave B/F balance. The rest of the column used by total YTD taken only. Example: Column F for annual leave. Save the template to the desire directory. Click on Browse to locate the save template. Click on Upload Template to upload the template. System will prompt Upload opening balance successfully. Page 26 of 71
27 Uploaded leave brought forward balance can be found from My Home Page >> Leave Balance >> Brought Forward. Uploaded up to date YTD leave taken can be found from My Home Page >> Leave Balance >> YTD taken without any transaction details. Important Note: Opening balance not allowed to upload again when leave adjustment or leave transaction co-existed. Note: System will prompt error message for unsuccessful upload. Kindly print screen to capture the error message and to PRS support for assistant. Administrator >> Upload Leave History Click on Download Template to generate the following upload leave history template: Page 27 of 71
28 - No cross month transaction allowed. - Date format have to be in DD-MMM-YYYY. - Duration will be validated according to application period, company and employee off day. - Employee name and Reason are not mandatory. Both used for reference only. - Uploaded leave history can be retrieved from employee My Leave Entry >> Leave Transaction or Admin Leave Transaction - Application status will be updated as Import. Page 28 of 71
29 Administrator >> Company Parameter Company HR Name Employer CPF rate for Leave accrual report For Financial Year View All Employees Calendar Notify employee by day before leave forfeit Select company from the drop down list. Select user from user setup. HR can be either from user or employee. Employee required mapped to the user id. Use by leave accrual report to compute employer CPF rate for leave encashment. Apply for one CPF rate. Change rate if require. Use by company with financial leave year. Date format is MMM-d. Example: Apr-1 for financial year start from 01-April. Check to view all employees leave calendar. Uncheck for employee view own leave calendar and approver view employee within the same approval group calendar. Leave admin view all employees leave calendar. Notify employee for unconsumed leave balance from B/F and adjustment before forfeit View Projected YTD Bal For earned leave policy up to current period projected YTD balance Sample leave forfeiture reminder template: Page 29 of 71
30 Administrator >> Admin Delegation Leave Admin able to perform approval delegation from one approver to another approver. Approver name can be select and assigned from approval group. Delegated approver able to view and approve delegated employee leave within the effective delegated period. Delegation expired after the effective period. Notes: During the delegation period, employee able to view delegate approver after actual approver name. After delegation, original approver still be able to view and approve leave. Page 30 of 71
31 Company User ID User Name Search Submit Select approver or delegated approver company Input user id and Search approver or delegated approver Input user name and Search approver or delegated approver Click on search to select approver available from approval group Select approver or delegated approver and Submit for selection Sample Delegation Template: Delegated approver will be notify via for delegation period. Page 31 of 71
32 Administrator >> Admin Leave Application Leave user role LEAVE_ADMIN be able to use this function to apply leave for any employee. Leave Type Select Employee From Date To Date Next Select leave type for leave application Click to select employee for leave application Click on the empty box for leave application start date calendar selection Click on the empty box for leave application end date calendar selection Click on Next button for next page By default, Bypass Approval Process is checked. No approval is required for employee leave application update. Submit application will update to Approved status. Uncheck Bypass Approval Process for employee route back to leave application approval flow. Click on Confirm to submit the leave application. Notification sent to approver. Page 32 of 71
33 Administrator >> Admin Leave Transaction Company Cost Centre Employee Code Leave Type From/ To Date Leave Year Application Status Approval Status Bypass Approval Process Search Select company Check All cost centre Click on Select Employee to select by employee Default to All leave type. Select by leave type allowed. Select leave start and to date. Company leave year Select All or New/Import/Adjustment /Amendment /Cancel/Cancellation. Select All status or pending/cancel/approved/rejected. Bypass approval process for cancel approved transaction. Otherwise, employee route to the same approval flow. After select the criteria, click on search. Cancel Transaction Amend Transaction Cancel transaction for Pending or Approved approval status transaction Amend transaction for Pending approval status only Page 33 of 71
34 Administrator >> Ad-Hoc Leave Adjustment Adjustment Type - Earned Company Name Leave Type Adjustment Type Select company Select leave type for leave adjustment Select Earned to credit leave Adjustment Effective Date Click on calendar to select adjustment effective date Adjustment Expiry Date Adjustment Display Date Duration Reason Assign Employees Click on calendar to select adjustment expiry date A date to display the adjustment on leave balance screen. Number of days for credited leave Adjustment reason Click on Add Employee to select employee for the adjustment Click on Remove Employee to remove selected employee for adjustment. Click on Submit to update the selected employee Page 34 of 71
35 Upon Submit, system will prompt Ad-hoc leave adjustment successfully updated. The following error occurred if: - Adjustment effective date later than expiry date - Adjustment display date should be earlier or equal to adjustment effective date - Adjustment effective date earlier than employee joined date with employee <employee code><name> and remaining all submitted successfully. - Adjustment effective date overlapped occurred with employee(s) - Adjustment effective date overlapped occurred with employees(s): <Employee Code><Name> and remaining all submitted successfully. Adjustment can be found from My Home Page>>Leave Balance >Adjustment. (continue next page) Page 35 of 71
36 Click on the underline in red on Adjustment to display the above pop up screen for adjustment details. Adjustment Type Consumed Forfeiture Leave Effective Date Forfeiture Date Earned adjustment type updated for credit leave Leave consumed based on first in first out basis. Unconsumed balance after the forfeiture date update to here Leave adjustment effective date Leave adjustment expiry date. After this date, unconsumed balance will be forfeited and update to Forfeiture Leave column. Note: System will base on the first in first out basis to update the leave consumed by: (1) B/F balance will be the first to consume, follow by (2) Adjustment balance and (3) Current year leave entitlement will be the last to consumed Administrator >> Ad-Hoc Leave Adjustment (Taken) Adjustment Type Taken used for mass leave taken due to company declared off day. Leave taken can be found from leave balance >> YTD taken. Page 36 of 71
37 Click on underline in red on YTD Taken to display the pop up screen for YTD taken details. Application status updated to Adjustment Administrator >> Ad-Hoc Leave Adjustment (Forfeit) Forfeit is for <->adjustment will be update to leave balance >> adjustment column. Select Adjustment Effective Date to update the <->negative adjustment Input the <->negative adjustment duration Input the Reason if any From Assign Employee click on Add Employee to search employee by employee code, employee name or cost centre. Page 37 of 71
38 Click on check box to Select employee Click on Submit to confirm to the selected employee Click on Submit to update the adjustment Administrator >> Ad-Hoc Leave Adjustment (Encash) Select Adjustment Type Encash to offset the leave balance for payment. Select Adjustment Effective Date from the calendar Input the adjustment duration. Duration updated to leave balance YTD taken. Input the adjustment Reason From Assign Employee, click on Add Employee to search employee by employee code, employee name or cost centre and following pop up screen displayed: Page 38 of 71
39 Click on check box to Select employee Click on Submit to confirm to the selected employee Click on Submit to update the adjustment. Leave en-cash will update to adjustment with <-> value. Administrator >> Leave Forfeiture Date Adjustment Leave forfeiture adjustment allow you to adjust leave brought forward or adjustment expiry date before the forfeiture date. Note: Expiry date will NOT allow adjust once expired. Please use adjustment for amendment. Company Select By Cost Centre Leave Type Select company from the list Option to select Brought Forward, Adjustment and ALL for adjustment Select employee cost centre. Otherwise default to ALL Select Leave Type to adjustment the expiry date Click on Search to display the following screen: Page 39 of 71
40 Click on New Expiry Date to select and amend the expiry date by individual employee. Click on Update and system will prompt Forfeiture adjustment updated successfully. Go To Leave Balance Screen Click on B/F or Adjustment pop up screen to view the amend forfeiture date. Administrator >> Employee Grade Change Company Employee Select company from the list Click on Select Employee to select employee for grade change and the following screen will pop up: Page 40 of 71
41 Select employee by employee code, employee name or cost centre. Select employee by click on the select radio button. Click on Submit to select the employee for grade change. New Grade Grade Effective Date Select employee new leave grade Employee new leave grade effective date Note: Current year Leave entitlement prorated based on previous and current leave grade. New leave grade entitlement service year based on current employee leave effective date. After change the employee leave grade, employee new leave grade can be located from My Home Page >> Basic Info Leave effective date will be the starting date for employee leave entitlement. Page 41 of 71
42 Approver Interface Approver >> Pending Approval Pending leave approval will default to New tab for all the new and amendment application. Otherwise, default to cancellation tab for all the cancellation leave only, Employee with new and cancellation leave will require to approve the cancellation from cancellation tab, prior to new or amendment application. This is to prevent cancel leave able to credit back to where it consumed from and consume again before leave expire. Company Application Ref No Remarks Cross company approver require to select company for pending application New application with earliest date will be sorted to the top for approval. Click on reference number for application details and attachment if any. From checkbox, select and click on Approve to approve application From checkbox, select and click on Reject to reject application Select this checkbox to Approve or Reject all the pending application. Fill in remarks for Reject application. Page 42 of 71
43 Sample pending leave approval notification: Click HERE launch Approver login screen. System will default company id and login user. Password authentication required before allow to approve or reject leave. System prompt success message after leave successfully approved or rejected. Page 43 of 71
44 Approver >> Delegation Approver Name Click on for approver name. Approver available from approval group and select from user id. User id need to be created from user setup. After select the approver, click on Submit From Data/To Date Delegation Date Delegation effective period. Click on Submit to enable the delegation. Delegated approver notify via for delegation effective period. Delegation updated date. Note: During the effective delegation period, both approver and delegated approver can view and approve employee leave. Once delegation expired, delegated approver no longer allow to view and approve employee leave, Page 44 of 71
45 Approver >> View Employee s Leave History (View Only) Company Name Cost Centre Employee Code Leave Type From Date/To Date Search Export To Excel Select employee company name Select cost centre (Mandatory) Click on Select Employee to search by employee code, name, cost centre. Follow by click on Submit to select employee. Select All or specific leave type for transaction Leave transaction date range Click on search to display the selected employee leave transaction Selected employee leave transaction able to export to excel Click on Ref No to display the leave transaction details. Apply Date Approved Date Approved By Attachment Note: Employee leave application submission date Leave application approved date Final approver name If any. Click on View Attachment to launch and view uploaded attachment 1) LEAVE_ADMIN and HR leave user role be able to select ALL the employee and view the leave transaction. 2) Approver only able to view employee s leave transaction within the same approval group. 3) NO amend or cancellation allow for approver view employee s leave transaction. Page 45 of 71
46 Employee Interface My Home Page >> Leave Balance (Administrator View) Select Employee Leave Transaction Leave Application Leave Type YTD Balance Pending For Approval This option only applicable to Leave Admin, HR and approver role Shortcut to employee leave transaction screen. Shortcut to leave application screen Filter according to the leave policy >> eligibility setup Real time computation Leave submitted yet to approved updated to this section Click on underline in Red to view the following transaction details: Brought Forward pop up screen Adjustment Leave Taken Pending For Approval Page 46 of 71
47 My Leave Entry >> Leave Application Leave Type Leave Balance Approver Notify When Approved Other ID s Add Row Days Applied Next Select leave type from the list Real time compute leave balance day Display first approver name from approver group Display default notify employee from approval group Notify other employee by input the address, separate by comma Add more row for leave application on same leave type only Computed on the fly by excluding OFF/REST/Public holiday Click on Next to confirm the application My Leave Entry >> Leave Application (After submit) Click on Confirm to submit the application for approval. Page 47 of 71
48 Click OK to submit for approval or cancel to cancel the application Click on Goto Leave Transaction for all the submitted leave transaction records Sample of notification to approver: Page 48 of 71
49 My Leave Entry >> Leave Transaction Able to filter by leave type and date range. Click on Search to filter. New and pending transaction will be sorted and earliest transaction will be listed on top. Click on New Application for leave application entry. Select leave transaction and click on Cancel Transaction to cancel pending approval transaction. Select leave transaction and click on Amend Transaction to amend pending approval transaction. (Applicable to New and Pending status only) All the transaction records are able to be exported to excel format. Ref Details(Ref No.) Click on ref no. and View Attachment for uploaded attachment. Otherwise, no attachment Page 49 of 71
50 My Home Page >> Basic Info Employee view own basic info only. Select Employee only applicable for the following leave user role: Leave Admin / HR Approver Able to select all the employees within the company. Employees from the approval group Leave effective date will be used for employee leave entitlement start date. Dependant relationship, date of birth and citizenship used for childcare/extended childcare leave eligibility. Government paid claim form like GPAL1, GPCL1, GPML1, GPPL1 and SPL1 form can be download and available according to employee eligibility. It can be verified by employee leave balance screen available leave type. Page 50 of 71
51 My Home Page >> Leave Calendar Company Name Cost Centre Employee Code Period Submit Export To PDF Legend Select company Select cost centre(mandatory to select at least one cost centre) Click on Select Employee for employee selection. Select leave year and calendar month. Click on submit to display employee leave calendar Export calendar to PDF format. Mouse over to legend to for leave type applied date Note: Approved leave record display in Blue on the calendar. Pending leave record display in Red on the calendar Page 51 of 71
52 Sample Leave Calendar Report: (Export to PDF Format) Page 52 of 71
53 Leave Accrual Leave Accrual >> Manage Leave Accrual Cut Off Date Company Name Year Month Auto Generate Select company name Select leave year. System default to current year Select the leave accrual cutoff date for each month throughout the entire year. Auto-generate new leave year leave accrual cut-off date. System default the cutoff date to end of the month for each month Click on Update to save the changes. Notes: - Usually leave accrual cutoff date should be same as payroll cutoff date - Cutoff date can be change, as long as within the same month - Leave accrual only can be process up to today date - Previous month will be grey off and no changes allowed after cross month. - Leave taken after the leave accrual cutoff date will be consider on the following month only Page 53 of 71
54 Leave Accrual >> Process Leave Accrual Click on Process Leave Accrual to process leave accrual up to the cutoff date. Cutoff date cannot be later than system date. Upon complete leave accrual process, system will prompt the above message. Company Cutoff Date Process Leave Accrual Select Company Based on current month leave accrual cutoff date. Edit from Leave Accrual >> Manage Leave Accrual Cutoff Date Click to process leave accrual based on previous month and current month cutoff date. Notes: Please refer to leave accrual report for more details. Page 54 of 71
55 Payroll >> Processing >> Export Leave To Payroll (Skip this page If not require) From Payroll, go to Processing >> Import eleave to payroll Select current month Period and click on Create Current annual leave taken Current encash Current medical leave taken Current hospital leave taken Current no pay leave taken Current period payslip annual leave taken. Leave type setup for leave category must be Annual Leave. Leave encash adjustment within the current leave accrual cutoff period. Current period payslip medical leave taken. Leave type setup for leave category must be Medical Leave. Current period payslip hospitalization leave taken. Leave type setup for leave category must be Hospital Leave. Current period payslip no pay leave taken. Leave type setup for leave category must be No Pay Leave and employee no pay leave policy setup must set to paid leave equal to No. Page 55 of 71
56 Payroll >> Multi-purpose Screen for leave encash and no pay leave Payslip for leave encashment and no pay leave Page 56 of 71
57 Reports Year To Date Leave Summary Report Company Employee Cost Centre Leave Type Export To PDF Export To Excel Select company from the list Select by individual employee Select All or individual cost centre Select All or individual leave type Export report to PDF format Export report to excel format Sample report: Page 57 of 71
58 YTD Leave Details Report Company Select company from the drop down list. Otherwise, system defaulted. Include Resigned Include resigned employee from the employee list Employee Click on Select Employee for employee selection Period Select report period by YYYY-MM format. Selected period leave taken details will highlight in yellow for reference. Cost Centre Select All or by individual cost centre Leave Type Select All or by individual leave type Order By Report sorting order by cost centre or employee Export to PDF Export report to PDF format(recommended) Export to Excel Export report to Excel format. The format data cannot be manipulated. Sample Report: Page 58 of 71
59 Leave Earned Balance Report Company Period Employee Leave Type Apply Rounding Show Employer CPF Calculation Method Format Export To PDF Export To Excel Select company if more than one, otherwise system default. Input employee leave cut off period (example: 18-Mar-2011) Select employee. Search by employee code or name. Select All or individual leave type Yes to apply rounding from leave policy Yes to display employer CPF. Rate can get from company parameter. Based on working days only. Select Details or summary report format. Export report to PDF format Export report to excel format Sample report: Page 59 of 71
60 Leave To be Forfeited Listing Company Employee From/To Date Cost Centre Leave Type Order By Export To PDF Export To Excel Select company from the list Select by individual employee Specific the report date range where leave brought forward will be forfeited. Select All or individual cost centre Select All or individual leave type Report order by cost centre or employee Export report to PDF format Export report to excel format Sample report: Page 60 of 71
61 Leave Adjustment Listing Company Date From/To Employee Cost Centre Leave Type Adjustment Type Export To PDF Export To Excel Select company from the list Date range in dd-mmm-yyyy format Select by individual employee Select All or individual cost centre Select All or individual leave type Select by Earned/Taken/Forfeit Export report to PDF format Export report to excel format Sample report: Page 61 of 71
62 Leave Approved and Pending Listing Company Date From/To Employee Cost Centre Leave Type Status Export To PDF Export To Excel Select company from the list Date range in <dd-mmm-yyyy> format Select by individual employee Select All or individual cost centre Select All or individual leave type Select by All/Approved/Pending Export report to PDF format Export report to excel format Sample report: Page 62 of 71
63 Leave Consumed Listing Company Select company from the list Employee Select by individual employee Cost Centre Select All or individual cost centre Leave Type Select All or individual leave type Group By Option by cost centre/employee/period From/To Date Date range in dd-mmm-yyyy format Export To PDF Export report to PDF format Export To Excel Export report to excel format Export To Smart Touch Export the leave taken into Smart Touch timecard format for import Sample report: Notes: Transaction year is used for leave balance screen YTD taken effective period. Example: If leave taken transaction year is 2017, leave taken will not be effective from 2016 leave calendar year YTD taken. Page 63 of 71
64 Leave Accrual Report Company Period Employee Cost Centre Leave Type Apply Rounding Show Employer CPF Calculation Method Format Order By Select company if more than one, otherwise system default. Available only after monthly leave process Click on Select Employee to search and select employee by employee code and name. Select All or specific cost centre Select leave type Apply rounding method from leave policy Apply employer CPF rate from company parameter Apply working days method Select details or summary report format Order by cost centre or employee Page 64 of 71
65 Sample of Leave Accrual Report Leave Earned Amount computed based on the following formula: ( 12 x Basic Salary) x Current period YTD balance (52 x working days per week) Example: Basic Salary 2,000 Work week group 5.0 YTD balance 7.5 ((12 x 2000) / (52/5)) x 7.5 = $ Notes: YTD taken = leave transactions up to leave accrual cutoff date. Future dated leave transaction will not be inclusive for leave taken approved before accrual cutoff date. Example: Current Period May-2016 Leave accrual cutoff 09/05/2016 YTD taken 3.0 days Page 65 of 71
66 Appendix A: Company Leave Year By Company Calendar Year Select company leave year by calendar year from Setup >> Leave Type. Company leave year by calendar year displayed at My Home Page >> Leave Balance. Things to take note for leave calendar year: 1) Leave entitlement, brought forward, adjustment and YTD taken will be reflected based on current calendar year only. Anything before or after the current calendar year will not be effectively present at leave balance screen. 2) Next year leave will be leave after current year 31-Dec. Warning: Once initialize for company leave year, change company leave year will affect the current YTD taken and YTD balance presented at leave balance screen. Page 66 of 71
67 By Company Anniversary Year Select company leave year by calendar year from Setup >> Leave Type. Company leave year by anniversary year displayed at My Home Page >> Leave Balance. Things to take note for leave anniversary year: 1) Leave entitlement, brought forward, adjustment and YTD taken will be reflected based on individual employee anniversary year only. Anything before or after the anniversary year will not be effectively present at leave balance screen. 2) Next year leave will be leave after employee new anniversary year. Warning: Once initialize for company leave year, change company leave year will affect the current YTD taken and YTD balance presented at leave balance screen Page 67 of 71
68 By Company Financial Year Select company leave year by calendar year from Setup >> Leave Type. Input company financial year start date from Administrator >> Company Parameter. Example: Apr-1 for financial year start from 01-April. Date format in (mmm-d). Warning: Once initialize for company leave year, change company leave year will affect the current YTD taken and YTD balance presented at leave balance screen Page 68 of 71
69 Appendix B: eleave Entitlement Proration and Rounding Method Computation Company Leave Year = Calendar Year Proration Method = By 12 Month Rounding Method = Round to nearest 0.5 An employee s leave entitlement is prorated according to the number of months of service for each calendar year. Under this method, service year calculations are based on the employee s leave effective date. The annual leave entitlement come into effect on the employee s new service year. Use cut off day to determine whether month of hire will be considered for prorating leave. In other words, if the cutoff date is 15, an employee who joins the company from the 16 th day of any particular month will not be given leave for that month of service and vice versa. If the Before Prorate Cut off Day is considered as 0 month. For example, First year: 14 days, Second year: 15 days, Third year: 16 days Case 1: Employee s leave effective Date is 05/06/2010, cut off day is 15; (June inclusive) 06/ / st year = (7/12) *14 = / / st year = (5/12) *14 = / / nd year = (7/12) * 15 = 8.75 In 2010, his leave entitlement is 8.17 days In 2011, his leave entitlement is days ~ days (rounding apply on final result only) Case 2: Employee s Leave Effective Date is 16/06/2010, cut off day is 15; (June not inclusive) before prorate cut off= 0 month 07/ / st year = (6/12) * 14 = 7 01/ / st year = (6/12) * 14 = 7 07/ / nd year = (6/12) *15 = 7.5 In 2011, his leave entitlement is 14.5 days (rounding apply on final result only) Company Leave Year = Calendar Year Proration Method = Calendar Day Rounding Method = Round to nearest 0.5 Select prorate by Calendar days; if an employee s entitlement is prorated according to the number of Calendar days. This method is similar to the Prorate-by- 12 month method except that the calculations are based on the calendar days that are taken from the system calendar. Let s take a look at the given example: Page 69 of 71
70 For example, First year: 14 days, Second year: 15 days, Third year: 16 days Case 1: Employee s leave effective date is 05/06/ /06/ /12/ st year ( )/365*14 = /01/ /06/ st year ( )/365*14 = /06/ /12/ nd year ( )/365*15 = 8.63 In 2010, his leave entitlement is 8.05 In 2011, his leave entitlement is ~ days 1) Company Leave Year = Calendar Year Proration Method = Working Day Rounding Method = Round to nearest 0.5 Select prorate by Working days; if an employee s leave entitlement is, prorate according to the number of Working days. This method is similar to the prorate-by-12 month except that the calculations are based on the working days that are taken from the system calendar. Using the same example let s take a look at the given example: For example, First year: 14 days, Second year: 15 days, Third year: 16 days Case 1: Employee s Leave Effective Date is 05/06/ /06/ /12/ st year ( )/263*14 = /01/ /06/ st year ( )/261*14 = /06/ /12/ In 2010, his leave entitlement is 8.09 nd year ( )/261*15 = 8.73 In 2011, his leave entitlement is ~ day Page 70 of 71
71 Appendix C: Employee Grade Change Entitlement Calculation For example, Grade A Entitlement 1 st service year 14 2 nd service year 15 3 rd service year 16 3 rd and above 18 Grade B Entitlement 1 st service year 16 2 nd service year 17 3 rd service year 18 3 rd and above 21 Company leave year is calendar year. Employee s leave effective Date is 01/04/2012 and change grade on 01/04/2015 st 1 year: 01/04/ /03/ nd year: 01/04/ /03/2014 Leave entitlement before change grade(up to 31/03/15) is 8.17 days In 2011, his leave entitlement is days ~ days (rounding apply on final result only) Page 71 of 71
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