When changing only the monthly leave policy, the policy is retroactively applied as if monthly leave was granted 1 day at a time based on each employee's hire date from the start.
Before and after the policy change, please make sure to download the report from [Attendance Management] → [Leave Management] → [Leave Balance Status] → [Leave History] on the left menu!!
Changing the Policy
[Settings] → [Annual Leave Settings] → [Annual Leave Grant Settings] Example: Changing from granting annual leave on accounting date with 11 monthly leave days pre-granted on hire date to granting 1 day per month with perfect attendance
When comparing the [Leave Report] before and after the change, you can see that the expected monthly leave grant quantities for 2024 have changed for employees B and D.
Things to Check After Policy Change
When changing from pre-granting 11 monthly leave days to a monthly grant policy, unintended negative (-) values may appear in the annual leave details for the year when monthly leave was granted.
When 11 monthly leave days were pre-granted, the employee registered leave on May 4, May 26, and May 30. At that time, the employee had monthly leave, so as of May 2023, they would have had 8 monthly leave days.
After the policy changes to +1 monthly leave day created on the 10th (hire date) each month, the leave registered on May 4 uses the monthly leave scheduled to be created on the 10th. The two days on May 26 and 30 show as -2 since no monthly leave was available.
In 2023, the employee used all 11 pre-granted monthly leave days, so there would have been no monthly leave to carry over to 2024. Due to the policy change, 2023 now shows -3 additional days used, which offsets the 3 monthly leave days scheduled for 2024, resulting in the employee receiving no monthly leave in 2024.
If you want to change the -3 monthly leave in 2023 to 0, you can use the [Monthly Leave Adjustment] feature to grant additional days equal to the negative amount.
FAQ
Do I need to update employment rules when changing the annual leave policy?
Do I need to update employment rules when changing the annual leave policy?
When changing the grant policy from hire-date-based to accounting-date-based, we recommend adding the following clause to your employment rules: 'The calculation basis date for annual paid leave shall be managed on a fiscal year basis (January 1 - December 31) for administrative convenience and efficiency. Upon resignation, leave days shall be recalculated based on the hire date to ensure no disadvantage to employees.'
We plan to implement annual leave promotion after changing to the accounting-date policy.
Are carried-over annual leave days through adjustment included in the July 1, 2024 promotion target quantity?
We plan to implement annual leave promotion after changing to the accounting-date policy.
Are carried-over annual leave days through adjustment included in the July 1, 2024 promotion target quantity?
Yes, they are included in the annual leave promotion. If you adjusted on January 1, 2024 and granted 3 additional days, flex recognizes the employee as having received 18 annual leave days for 2024. During the promotion period, if the employee used 8 total annual leave days, promotion will proceed for the remaining 10 days.
We plan to implement annual leave promotion after changing to the accounting-date policy.
Can carried-over annual leave through adjustment be excluded from the promotion target quantity?
We plan to implement annual leave promotion after changing to the accounting-date policy.
Can carried-over annual leave through adjustment be excluded from the promotion target quantity?
If you grant the remaining annual leave days that need to be adjusted as [Custom Leave], they will not be counted in the promotion target quantity. Additionally, you can manage it so that the custom leave granted from existing remaining annual leave is used first. Please refer to the guide below for details on custom leave granting.