Leave Categories
Leave categories are the foundation of your leave management system. They define the types of leave available and the rules governing each type.
What is a Leave Category?
A leave category represents a specific type of time-off that employees can request. Each category has its own:
- Name and description
- Allocation method (upfront vs. accrual)
- Paid or unpaid status
- Applicable roles
Creating a Leave Category
Required Fields
| Field | Description | Example |
|---|---|---|
| Name | Display name for the leave type | Casual Leave |
| Description | Brief explanation of the leave purpose | Personal time off for non-medical reasons |
| Leave Type | How leave is calculated and allocated | Monthly Accrual |
| Is Paid | Whether salary is paid during leave | Yes |
| Applicable Roles | Which roles can use this leave | COACH, STAFF |
Leave Types Explained
Given Upfront (Pro-rata)
How it Works
The full annual entitlement is available from the start of the fiscal year. For employees joining mid-year, the entitlement is calculated proportionally based on remaining months.
Pro-rata Calculation Formula:
Example:
Annual allocation: 12 days
Employee joins: July 1st (9 months remaining in fiscal year)
Pro-rata entitlement: (12 × 9) ÷ 12 = 9 days
Best for: Medical leave, maternity leave, bereavement leave
Monthly Accrual
How it Works
Leave is earned progressively each month. Employees can only use what they have accrued. The system automatically credits leave on the 1st of each month.
Monthly Accrual Formula:
Example:
Annual allocation: 12 days
Monthly accrual rate: 12 ÷ 12 = 1 day/month
After 6 months: 6 days earned
Best for: Casual leave, earned leave, privilege leave
Common Leave Categories
Casual Leave
Type: Monthly Accrual
Paid: Yes
Typical: 12-15 days/year
Medical Leave
Type: Given Upfront
Paid: Yes
Typical: 10-12 days/year
Earned Leave
Type: Monthly Accrual
Paid: Yes
Typical: 15-20 days/year
Maternity Leave
Type: Given Upfront
Paid: Yes
Typical: 26 weeks
Bereavement Leave
Type: Given Upfront
Paid: Yes
Typical: 3-5 days
Leave Without Pay
Type: Given Upfront
Paid: No
Typical: Unlimited
Managing Categories
Editing a Category
To edit an existing category:
- Go to Leave Categories list
- Click on the category name or the edit icon
- Modify the required fields
- Click Save Changes
Changing a category's leave type (upfront vs. accrual) after employees have been using it may affect their balances. Consider creating a new category instead of modifying existing ones with active balances.
Deactivating a Category
If a leave category is no longer needed:
- Edit the category
- Uncheck the Active checkbox
- Save changes
Inactive categories won't appear in new packages but existing balances are preserved.
Best Practices
- Use clear, descriptive names that employees will understand
- Add detailed descriptions explaining when each leave type should be used
- Match leave types to your organization's HR policies
- Consider legal requirements for certain leave types (e.g., maternity leave)
- Start with a few essential categories and add more as needed