Custom Leave Types

The system allows you the flexibility to add custom leave types, which could be particularly useful if your employees’ leave entitlements exceed the legally prescribed minimums and / or you want to add special leave types.

The following process should be followed to create a custom leave type:

  • Go to Settings > Leave > Add New Leave Type.
  • Fill in the Name of the leave item (the word “leave” will automatically be appended by the system).
  • Set the Cycle length.
  • Select the Cycle start date. If “Custom” is selected, then the Custom date also needs to be entered.
  • By default all new and existing leave types will have “Everyone” selected next to Visible for. If you would like to hide this leave type from those who do not have a recent, current or future entitlement, click the dropdown and select “Employees with a recent, current or future entitlement.”
  • If the leave is unpaid, click on the box next to Unpaid leave.
  • If you would like this leave type displayed on payslips, click on the box next to Show on payslips.
    • You can also click on the checkbox next to Show leave expiry to employees (if applicable) to display the date when employees’ leave will expire. This will show leave that expires within the next six months from the payslip date.

Please note: Leave expiry will only show on payslips if you have also clicked on the Allow leave to be carried forward to next cycle? checkbox within the applicable entitlement policy.

  • Click on the checkbox next to Set minimum balance rule if you would like to prevent employees from going into a negative balance or put a limit on this.
  • Click the checkbox next to Hide balances in self-service? if you would like to prevent leave balances from being viewable in self-service for this leave type. Employees will still be able to submit leave requests.
  • Click Save.

After creating the custom leave type, you will be re-directed to a page where you will need to set up the entitlement policy – which is required for all leave types.

A message will appear confirming that a default policy had been created for the newly added custom leave type. Furthermore, you will be prompted to edit the entitlement policy on that screen or click a link if the default entitlement should be 0 days.

Please note: it is advisable to read both options below carefully in order to select the most appropriate one before taking any further actions:

  • If you click on the link, an entitlement policy will automatically be created, which will set the default entitlement for your newly created custom leave type to 0 days and the effective dates as from appointment date to last day of service. You will then still be able to create additional entitlement policies for this custom leave type, which you could assign to selected employees – instead of having the non-zero policy as the default for all employees.
  • If you want a default entitlement that is not 0 days, you should not click on the above-mentioned link but rather stay on the Entitlement Policy screen and enter the Default entitlement in the block provided.

If different employees are entitled to different numbers of days, you can add a policy for each of the different allotments.

  • For example, if employee A gets 5 days of study leave (which could be your custom leave type), you can create a 5 day leave entitlement policy; in addition, if employee B gets 15 days study leave, you can add a 15 day leave policy. You then have to select the appropriate policy per employee.

If you need to edit the entitlement policies of your custom leave types at a later stage, please see: