You can check the granted, used, and remaining annual leave for departing employees, and make deduction adjustments and settlements as needed.
For more details, please refer to the guide below!
(What is remaining annual leave adjustment for current and departing employees?)
Required Permissions: Administrators who have been granted all permissions related to [Leave], or who have been granted [Leave View] + [Leave Edit] + [Annual Leave Policy & Promotion Management] + [Custom Leave Management] permissions can use the remaining annual leave adjustment feature for current and departing employees.
Adjusting Remaining Annual Leave for Departing Employees
From the left menu, click [Attendance Management] - [Leave Management] - [Annual Leave Adjustment], then click [Remaining Annual Leave Adjustment for Departing Employees].
Select the [Resignation Date] and [Target Employees], then click [Start Adjustment]. This will load members who resigned within the searched period.
The [Adjustment Reason] at the bottom serves as the reason for this adjustment, and can be viewed on the remaining annual leave adjustment confirmation screen and in the adjustment Excel records.
Viewing the Departing Employee Remaining Annual Leave Adjustment Screen
Among the queried members, if a member's hire date is earlier than the flex adoption date, a caution icon will be displayed.
Why is the caution icon displayed?
For members who joined the company before flex was adopted, leave records used prior to flex adoption may not have been reflected in flex. Please check any unrecorded usage, promotion, and prior adjustment (deduction) amounts and apply them as needed.
In the Annual Leave Policy column, you can check the annual leave policy applied to each member and the detailed configuration settings.
Performing Remaining Annual Leave Adjustment for Departing Employees
Annual Leave Policy of the Sample Company
Monthly leave is generated one by one on each month's hire date anniversary.
By default, annual leave is granted based on the fiscal year start date (January 1st).
However, for contract employees, annual leave is granted based on the hire date. (e.g., Kim Resignation 4)
[Departing Employee Annual Leave Adjustment Criteria Settings] is configured to apply the criteria most favorable to the employee.
According to the above sample company policy, Kim Resignation 1 was granted a total of 57.78 days of leave from the hire date up to the day before resignation based on company policy (fiscal year basis). However, if granted under the Labor Standards Act (hire date basis), 57 days of annual leave would have been granted.
Based on the departing employee annual leave adjustment criteria settings, since the company policy basis (fiscal year basis) is more favorable for Kim Resignation 1, the quantity received under the company policy basis is displayed in the Total Granted column.
Q: Our company grants annual leave based on the fiscal year while employees are active, but recalculates based on the hire date upon resignation. In this case, can we always set the settlement basis to the Labor Standards Act basis?
A: Yes, you can configure the settlement criteria. For more details, please refer to the FAQ below.
In the [Deduction] column on the right, you can check the quantities used, promoted, and previously adjusted (deducted) by the member in flex.
Click the list icon on the right to view the detailed leave usage and deduction history.
When adjusting the remaining annual leave for departing employees, the remaining quantity is automatically calculated by subtracting the total deductions from the total granted. In addition, the [Adjustment] column automatically reflects the remaining quantity as the adjustment amount in order to bring the final number to 0.
If you need to modify the adjustment amount, please edit it and enter a reason.
The value entered in the Adjustment column represents the number of unused annual leave days reflected in payroll settlement.
Adjustment Input Value | Example | Meaning | Result |
- Number (negative) | Enter -23.78 | The entered number is treated as the amount of unused annual leave and paid as allowance | 23.78 days of unused annual leave are |
Number (positive) | Enter 23.78 | The entered number is treated as the amount of advance-used leave and deducted from the allowance | 23.78 days of additionally used annual leave are |
If -23.78 days is entered in the Adjustment column, how is it calculated in payroll settlement?
If -23.78 days is entered in the Adjustment column, how is it calculated in payroll settlement?
In the [Departing Employee Annual Leave Allowance] payout, the unused annual leave days are calculated as 23.78 days, and unused annual leave days × scheduled working hours per day × standard hourly rate = 3,578,131 KRW.
After completing the adjustment, click [Adjust] in the upper right to immediately view the records or download the adjusted records as an Excel file.
Adjusting Remaining Annual Leave for Departing Employees by Entering Pre-flex Usage and Promotion Quantities
You can review and edit the annual leave details of members who joined before flex was adopted. If pre-adoption usage, promotion, and settlement records have not been registered in flex, you can simply enter the amounts at the time of settlement and leave a reason.
For members who joined before flex was adopted, a caution notice will be displayed. Click [Open Details] to register the pre-adoption usage, promotion, and settlement records.
You can view in detail the annual leave quantities granted based on the member's hire date and resignation date before and after flex adoption, as well as additional quantities granted through the adjustment feature.
In the [Deduction] column, you can enter the usage and promotion quantities from before flex adoption to adjust the remaining amount. When you enter a quantity, the [Remaining] and [Adjustment] quantities are automatically updated.
In the Pre-flex [Used] column, enter the amount used by the member that was not reflected in flex.
The [Promotion] quantity field is not for entering the total annual leave subject to promotion, but rather the quantity for which the member actually did not use the leave despite promotion, thereby exempting the company from compensation obligation.
July 1, annual leave subject to promotion: 8 days
Actual leave used from July 1 to December 31: 5 days
The remaining 3 days had annual leave promotion applied, so there is no obligation to compensate for unused annual leave allowance
→ Enter 3 in the [Promotion] quantity field
Prior Adjustment (Deduction): The quantity deducted through the annual leave adjustment feature (Learn more)
FAQ
When adjusting remaining annual leave for a departing employee, it seems the company policy granted more than the legal requirement. How do I configure the settlement to use the Labor Standards Act basis?
When adjusting remaining annual leave for a departing employee, it seems the company policy granted more than the legal requirement. How do I configure the settlement to use the Labor Standards Act basis?
From the bottom of the left menu, click [Settings] - [Annual Leave Settings] - [Departing Employee Annual Leave Adjustment Criteria Settings],
You can choose whether to always apply the criteria most favorable to the member, or to apply the Labor Standards Act basis for the departing employee annual leave adjustment. If your company's work rules state that unused annual leave allowance is recalculated based on the 'hire date' upon resignation, select the [Always apply Labor Standards Act basis] option and save.
Can I view only the information I want on the adjustment history screen?
Can I view only the information I want on the adjustment history screen?
If you want to view only specific information on the adjustment history screen, click the [View Settings] icon in the upper right and then click the eye icon on the right side of each item to hide the information.
Where can I view the Prior Adjustment (Grant) and Prior Adjustment (Deduction) records on the remaining annual leave adjustment screen?
Where can I view the Prior Adjustment (Grant) and Prior Adjustment (Deduction) records on the remaining annual leave adjustment screen?
The Prior Adjustment (Grant) and Prior Adjustment (Deduction) records on the remaining annual leave adjustment screen refer to the adjustment quantities displayed in the [Adjustment] column within the member's annual leave details.
Click the list icon within the Prior Adjustment (Grant) or Prior Adjustment (Deduction) section on the departing employee remaining annual leave adjustment screen to view the adjustment records.
Alternatively, you can check in the individual member's annual leave details or via [Attendance Management] - [Leave Management] - [Annual Leave Adjustment] - [Annual Leave Adjustment History].
Can the departing employee remaining annual leave adjustment records (screen) be temporarily saved?
Can the departing employee remaining annual leave adjustment records (screen) be temporarily saved?
Temporary saving of departing employee remaining annual leave adjustment records is not currently supported. Please note that if you leave the screen, the adjustment records will not be saved and will be reset.
Can the departing employee remaining annual leave adjustment also be done via Excel?
Can the departing employee remaining annual leave adjustment also be done via Excel?
Click the [Excel] icon in the upper right, then download the Excel template to proceed.
Do not edit the format of the downloaded Excel template. Also, only modify columns marked as [Editable] before uploading for the changes to be reflected correctly. Columns marked as [Read Only] will not be reflected even if you upload the Excel file.
Can I exclude or add target employees during the remaining annual leave adjustment?
Can I exclude or add target employees during the remaining annual leave adjustment?
Click the checkbox on the left, then click [Exclude Target] at the bottom to exclude a target employee.
Click the person icon in the upper right to add target employees for remaining annual leave adjustment. However, if there are no more members included in the resignation date search, you cannot add more adjustment targets.
I clicked [Adjust], but it shows [Review Required] and the adjustment records are not finalized.
I clicked [Adjust], but it shows [Review Required] and the adjustment records are not finalized.
If there are members who joined before flex was adopted but their annual leave details have not been reviewed on the adjustment screen, [Review Required] may appear to prompt another review.
Check the list of members showing [Review Required] on the right, then use [View Annual Leave Details] on the right or [Open Details] on the left to thoroughly review each member's annual leave grant and usage status, and then click [Apply] in the upper right.
Then, click [Adjust] in the upper right.
Can I modify the adjustment records or redo the adjustment for a member who needs corrections?
Can I modify the adjustment records or redo the adjustment for a member who needs corrections?
Modifying adjustment records and redoing adjustments for members who already have adjustment history is not supported.
If you need to modify adjustment records or redo an adjustment for a member with existing adjustment history, please cancel the adjustment in the adjustment history first, and then proceed with the adjustment again.
I want to pre-adjust the annual leave for a soon-to-depart employee using the departing employee remaining annual leave adjustment feature, but the soon-to-depart employee does not appear in the search.
I want to pre-adjust the annual leave for a soon-to-depart employee using the departing employee remaining annual leave adjustment feature, but the soon-to-depart employee does not appear in the search.
If the member's resignation date is set to a future date and they are currently a [Scheduled to Depart] employee,
When setting the resignation date search range, you must select or include the member's resignation date in the search period.
