In preparation for the 2025 Annual Leave Usage Promotion period, we have prepared the settings and checklists that administrators should check and review in advance. Also, please refer to the webinar video for preparing the 2025 Annual Leave Usage Promotion!
What is Annual Leave Usage Promotion?
What is Monthly Leave & Annual Leave Usage Promotion?
Promotion for members with less than 1 year of service (Reference: Article 61 of the Labor Standards Act - Promotion of Use of Annual Paid Leave) :
For employees with less than 1 year of service, monthly leave, following the 2020 amendment to the Labor Standards Act, regardless of the accrual date,
will all expire if not used within 1 year from the date of hire.
Monthly Leave 1st Promotion : Of the total 11 days of monthly leave, promotion proceeds with the remaining leave days from monthly leave paid from the 1st to the 9th. It is conducted 3 months before expiration and members must submit a usage plan within 10 days.
Monthly Leave 2nd Promotion : Of the total 11 days of monthly leave, promotion proceeds with the remaining leave days from monthly leave paid from the 10th to the 11th. It is conducted 1 month before expiration, and like the 1st promotion, members must submit a usage plan within 5 days.
1. Promotion under Fiscal Date Grant Basis
On the premise that annual leave is granted on January 1 and expires 1 year later, 6 months before the annual leave expires,
from July 1 to 10, the company must urge members to submit their annual leave usage planFrom July 11 to 20, members must submit their annual leave usage plan to the company
From July 20 to year-end, members who submitted their annual leave usage plan use their remaining leave
For members who have not submitted their annual leave usage plan, from July 20 until
2 months beforeannual leave expiration, October 31, the company designates and notifies the annual leave usage timing
2. Promotion under Hire Date Grant Basis
The procedure described above was explained for the case of granting annual leave based on the January 1 fiscal date.
If annual leave is granted based on the hire date, the schedule may differ.
It is not easy to implement the annual leave usage promotion system at the timing of 6 months and 2 months before expiration of annual leave for all members with different hire dates, and to carry out actual annual leave usage promotion activities in accordance with legal standards during that period.
However, through flex's Smart Annual Leave Promotion feature, you can automate the sending and conveniently manage by checking members' submission status once a month in the [Attendance Management] -> [Leave Management] -> [Annual Leave Promotion] tab, then only writing documents on behalf of members whose status has changed to "requires administrator input" and notifying them.
I understand that Annual Leave Usage Promotion must be conducted in writing — is there a legal basis for the Smart Annual Leave Promotion feature?
In addition to the existing 'paper documents', for annual paid leave usage promotion to be possible as an electronic document, it is recognized when a company has fully established an electronic approval system so that all business drafting, approval, and execution processes are carried out via electronic documents, clearly prompting or notifying each individual employee (Labor Policy Improvement Division-5353, 2011.12.19.)
Checking Annual Leave Promotion Settings
If you are conducting Annual Leave Usage Promotion, you need to properly set the annual leave expiration policy. We will guide you from the annual leave expiration policy to annual leave promotion. With just 1 setting, you will be able to experience annual leave promotion automation!
Annual Leave Expiration Settings
Click [Settings] -> [Annual Leave Settings] -> [Annual Leave Policy] Settings -> [Auto Expiration Settings] in the bottom left menu
Annual Leave (1-year full-service annual leave) and Monthly Leave (hire date monthly leave) can each have different expiration and grace period settings.
The default setting is Expires after 1 year / No grace period.
If you want to set the expiration deadline with more flexibility as a company policy, you can change the No Grace Period setting.
Of course, you can set it to 'No Expiration' so that all granted annual leave is carried over, but in this case you cannot use the Smart Annual Leave Promotion feature.
Annual Leave Promotion Settings
After enabling [Smart Annual Leave Promotion], click the [Change Request Timing] tab to navigate to the annual leave promotion settings screen.
If you want members to receive [Approval] before submitting the plan document, please also set an approval reference person. However, if the approver 'rejects' the promotion plan document, the member must re-write and complete the approval within the plan document submission deadline, so when setting up approval, please guide the approver to process the approval within the deadline!
You can set the automatic request timing for the 1st and 2nd promotions of annual leave and monthly leave. The default settings are all based on the Ministry of Labor guidelines: 6 months, 3 months, and 1 month before expiration respectively.
The automatic request timing setting cannot be customized beyond the provided options.
If the annual leave promotion timing is set to 6 months before expiration, the annual leave promotion plan document will be automatically sent to members on July 1, 2025.
If the annual leave promotion timing is set to 6 months + 5 days after expiration, the annual leave promotion plan document will be automatically sent to members on July 5, 2025.
If the annual leave promotion timing is set to 6 months + 10 days after expiration, the annual leave promotion plan document will be automatically sent to members on July 10, 2025.
Pre/Post Promotion Plan Document Dispatch Checklist
If the Smart Annual Leave Promotion feature is activated, annual leave is paid on a fiscal date basis, and the annual leave promotion timing is set, the annual leave promotion plan document will be automatically sent to members between July 1 and 10, 2025.
Pre-Promotion Plan Document Dispatch Checklist
Administrators, please use 'Write Announcement' to notify members to submit their annual leave usage plan documents.
Post-Promotion Plan Document Dispatch Checklist
For administrators who are doing Annual Leave Usage Promotion for the first time, we have prepared a check list to verify whether the promotion has been conducted properly.
[ ] Were promotion plan documents properly sent to members who received annual leave in 2025?
[ ] Did members properly write the plan documents within 10 days?
[ ] (Optional) Were all documents submitted by members within the deadline approved?
[ ] Did the administrator write documents within the administrator writing deadline for members who failed to submit plan documents?
[ ] (Optional) Were all documents that were in "requires administrator input" status approved?
[ ] In the [Annual Leave Promotion] tab, are all document statuses [Writing Complete], and when clicking [View Document] in the annual leave usage plan, can you properly see the document submitted by the member or notified by the administrator?
☝🏻 If all the above check list items are yes! then the 2025 Annual Leave Promotion can be considered complete! Of course, guidance is also needed so that members can use up their remaining annual leave throughout the year 😊
If you are curious about how to download the Refusal to Accept Work Performance and annual leave promotion history, click the guide below to check!
2025 Annual Leave Promotion Webinar Materials
Please download and check the 2025 Annual Leave Promotion webinar materials in the PDF file below :)