Employees
0 minutes
04/07/2025

Usage Examples of the Annual Leave Tab

Example 1: Annual Leave with Organizational Settings Only

Scenario: Today is August 1, 2024. The organization has a standard annual leave policy of 20 days per year. An employee’s agreement started on January 1, 2024.

  1. Access the Annual Leave Tab:

    • Navigate to the "Organisation" item from the main menu.
    • Go to the "Annual Leave" section.

  2. Review Organizational Settings:

    • The system shows the standard annual leave entitlement of 20 days.

  3. Calculate Pro-Rated Leave:

    • Since the agreement started on January 1, 2024, and today is August 1, 2024, the leave balance is calculated based on the period elapsed:
      • Total Annual Leave: 20 days
      • Number of Months Elapsed: 7 months (from January 1 to August 1)
      • Pro-Rated Leave:(20 days/12 months)×7 months = 11.67 days (rounded to 12)
    • The employee has 11.67 days of annual leave available.

  4. Employee requests vacation:

    • The employee requests leave from August 15 to August 22.
    • My days off item -> New leave request button.
    • Enter the details:
      • Holiday Type: Vacation
      • Description: planned vacation
      • Leave Period: 15.08.2024 - 22.08.2024
      • Save the entry (Create leave request button).

  5. Result:

    • The employee’s leave balance is updated from 12 days to 6 days (Weekends are not included into calculation).
    • The leave record is visible in the "My days off" tab after confirmed by manager, showing the remaining balance of 6 days on the top of the page.

  6. Tracking:

    • The remaining leave balance reflects the pro-rated amount based on the elapsed months. The employee can only request additional leave based on this balance.

Example 2: Annual Leave with Personal Settings Mixed with Organizational Settings

Scenario: Today is August 1, 2024. The organization has a standard policy of 20 days of annual leave per year. An employee has a personal agreement providing 25 days of annual leave per year. The employee’s agreement started on January 1, 2024.

  1. Access the Annual Leave Tab:

    • Navigate to the "Employees" section from the main menu.
    • Select the employee with the personal leave entitlement.
    • Go to the "Annual Leave" tab.

  2. Set Personal Annual Leave Entitlement:

    • The employee’s profile shows a personal annual leave entitlement of 25 days.

  3. Calculate Pro-Rated Leave:

  • Since the agreement started on January 1, 2024, and today is August 1, 2024, the leave balance is calculated based on the elapsed period:
    • Total Annual Leave: 25 days
    • Number of Months Elapsed: 7 months (from January 1 to August 1)
    • Pro-Rated Leave: (25 days / 12 months) × 7 months = 14.58 days (rounded to 15)
    • The employee has 15 days of annual leave available.

  1. Add Specific Leave Record:

    • The employee requests leave from October 1 to October 15.
    • My days off item -> New leave request button
    • Enter the details:
      • Holiday Type: Vacation
      • Description: planned vacation
      • Leave Period: 01.10.2024 - 15.10.2024
      • Save the entry (Create leave request button).

  2. Result:

    • The employee’s leave balance is updated from 25 days to 14 days (25 - 11 days taken).
    • The leave record is visible in the "My days off" tab after confirmed by manager, showing the remaining balance of 14 days on the top of the page.

  3. Tracking and Adjustments:

    • The employee’s leave balance reflects their full annual entitlement of 25 days for the year.
    • Future leave requests will be deducted from the 14 days remaining.

Note: Weekends and Bank Holidays do not affect the leave balance of employees.

These examples illustrate how Flowtly’s Annual Leave feature calculates and manages leave balances, considering both organizational and personal settings, and adjusting for the start date of the employee's agreement.