Configuring Leave Profiles Settings

  • MypcorpMypcorp

The Leave Profiles section in HR allows organisations to configure tailored leave settings for different employee types (e.g., casual, part-time, permanent). These profiles ensure compliance with leave policies, streamline approval processes, and support accurate leave tracking. Below is an overview of the features and configurations available for leave profiles.

General Profile Settings

  • Profile Actions

    • Archive Profile: Deactivate outdated leave profiles.

    • Copy Profile: Duplicate an existing profile for faster setup.

    • Edit Profile Name: Rename the profile to reflect its purpose (e.g., Casual Leave, Permanent Leave).

  • Leave Entitlements

    • Set annual and personal leave days for each profile.

    • Define the Maximum Hours in Pay Cycle for which leave is accrued.

  • Approval Process

    • Specify approval workflows:

      • Selected Staff Approval (e.g., manager-only or multi-level approvals such as payroll > manager > executive).

    • Upload leave policy documents to ensure transparency.

  • Custom Settings

    • Enable or disable specific options:

      • Cash Out Leave: Allow staff to convert accrued leave into monetary payments.

      • Include Weekends in Calculations: Adjust calculations to account for weekends.

      • Require Hours on Leave Applications: Ensure staff specify the exact hours requested.

  • Cost Centre

    • Enable and require Cost Centre information for leave tracking.

    • Assign cost centres to leave types for budgeting purposes.

Applications and Notifications

  • Covering Staff Field

    • Allow staff to nominate a colleague to cover their responsibilities during leave.

  • Email Details

    • Include a detailed breakdown in the final Leave Approval Email.

  • Payroll Notifications

    • Send automated notifications to payroll upon leave approval.

Long Service Leave

  1. Enable Long Service Leave: Activate LSL tracking for applicable profiles.

  2. Custom LSL Settings:

    • Eligibility Period: Specify the period of employment (e.g., 10 years).

    • Accrued Hours: Define how many hours of LSL are accrued upon eligibility.

PW Integration and Time Off In Lieu (TOIL)

  1. Shift-to-Leave Conversion: Enable conversion of rostered shifts into leave.

  2. TOIL Settings:

    • Enable TOIL and set minimum/maximum balance thresholds.

    • Automate TOIL calculations based on overtime worked.

Standard Leave Types

Each leave profile includes configurable Standard Leave Types that define accrual rates, cash-out eligibility, and associated policies. Examples include:

  • Annual Leave: Default for all staff; linked to specific cost centres.

  • Personal and Carers Leave: Referenced by organisational policy; accrual rates vary by profile.

  • Time Off in Lieu: Equivalent to overtime worked; configurable cost centres.

  • Long Service Leave: Applicable to employees after 10 years of service.

Example Profiles

  • Casual Leave Profile:

    • Annual Leave: 0 days.

    • Approval: Selected staff approval.

    • Long Service Leave: 78 hours after 10 years.

    • Includes unpaid leave and compassionate leave as standard types.

  • Part-Time Leave Profile:

    • Annual Leave: 20 days.

    • Personal Leave: 10 days.

    • Approval: Multi-level (payroll > manager > executive).

    • Long Service Leave: 216.66 hours after 10 years.

  • Permanent Leave Profile:

    • Annual Leave: 20 days.

    • Personal Leave: 10 days.

    • Approval: Multi-level (payroll > manager > executive).

    • Long Service Leave: 329.33 hours after 10 years.

  • Shift-to-Leave Profile:

    • Annual Leave: 20 days.

    • Personal Leave: 10 days.

    • Approval: Manager-only.

    • Shift-to-Leave enabled, TOIL calculation active.

Best Practices

  • Consistency: Standardise leave profiles to reflect organisational policies.

  • Updates: Regularly review profiles to accommodate policy or legislative changes.

  • Automation: Leverage features like TOIL and Shift-to-Leave to reduce manual tracking.