This guide will explain the leave calculation method. 1) Overview of leave setting For individual employee, as their join date and length of service may differ, we need to determine (especially for Annual Leave): a) how to calculate his leave entitlement in each calendar year b) how to calculate his leave entitlement in each calendar month. And in general, we also need to set: c) the company’s policy of Leave Entitlement (for Annual Leave, Sick Leave…) 2) Features/Settings related to leave calculation a) Tools > Company Profile > Basic Information > Leave Information This setting will determine total leave entitlement for an employee in each calendar year. Example: According to ABC Company policy of Annual Leave entitlement,     1st year of service will entitle for: 12 days     2nd year of service will entitle for: 14 days     3rd year of service will entitle for: 16 days (and subsequent years)     Mr. Peter join the company on 1 April 2019     His annual leave entitlement according to calendar year need to be determined: Year 2019: ? Days Year 2020: ? Days Year 2021: ? Days Year 2022: ? Days Feature Purpose Options Effects Leave Cutoff Day To determine if the month of join date to be included. Applicable only when Leave Calculation Method is Month Inclusive. 0 – 31 When 15 is assigned: • when join date is on or before 15th then that month will be included as one full month; • when join date is after 15th then that month will be excluded. Leave’s Roundup Minimum unit of measurement for leave entitlement in each calendar year. • Hourly • Half Day • Full Day The final figure (in 5 decimal points) will be rounded up as follow: Hourly: 8.41235 days will be expressed as 8 Days and 3 Hours (assuming 8 working hours per day: 0.41235 x 8 = 3.2988 hour) Half Day: 8.10000 ~ 8.59999 will round up to 8.5 Days. 8.60000 ~ 9.09999 will round up to 9.0 Days. Full Day: 8.50001 ~ 9.50000 will round up to 9.0 Days Feature Purpose Options Effects Leave Calculation Method To calculate total leave entitlement in each calendar year • Days • Month Inclusive • Month Proportion General Formula: is tied to length of service. So usually leave entitlement in each calendar year is the total of 2 parts. Part 1 is leave entitlement before join date (LEb) and part 2 is leave entitlement after join date (LEa). For example: Peter join on 1 Apr 2019, his first year of service will be crossing 2019 and 2020 (1/4/2019 ~ 31/3/2020) For 2019: LEb = 0 LEa = 1st part of his 1st year entitlement. For 2020: LEb = 2nd part of his 1st year entitlement LEa = 1st part of his 2nd year entitlement So, formula for leave entitlement of a calendar year (LE): LE = LEb + LEa Days: To calculate LEb and LEa based on number of days respectively. Example: Join date is 1/4/2019 For 2019: LEb = 0 LEa = 275/365 x 1st year entitlement. For 2020: LEb = 91/366 x 1st year entitlement. LEa = 275/366 x 2nd year entitlement Month Inclusive: To calculate LEb and LEa based on number of months (full month, no decimal point) respectively. Example: Join date is 10/4/2019 For 2019: LEb = 0 LEa = 9/12 x 1st year entitlement. For 2020: LEb = 3/12 x 1st year entitlement. LEa = 9/12 x 2nd year entitlement Month Proportion: To calculate LEb and LEa based on number of months (with 2 decimal points) respectively. Example: Join date is 10/4/2019 1~9 Apr = 9 days = 9/30 = 0.3 month 10~30 Apr = 21 days = 21/30 = 0.7 month For 2019: LEb = 0 LEa = 9.70/12 x 1st year entitlement. For 2020: LEb = 3.30/12 x 1st year entitlement. LEa = 9.70/12 x 2nd year entitlement Calculate Year of Service By To determine length of service according to employee’s join/confirm date. Applicable only for those Leave Type whose Entitlement Calculation Method is ‘…by Employee’s Join/Confirm Date’. Not applicable for those Leave Type whose Entitlement Calculation Method is ‘…by Calendar Year’. • Join Date • Confirm Date a) Be cautious when choose to base on Confirm Date as any period before confirmation date will be counted. b) In the following illustrations, all examples will base on Join Date. However its calculation method is also applicable to ‘base on Confirm Date’ as the difference is only on the date. c) For those Leave Type whose Entitlement Calculation Method is ‘…by Calendar Year’, the Join Date is assumed to be on 1st January (means enjoying full year entitlement) Illustrated Example (calculation of leave entitlement for calendar years 2019 and 2020) Join Date: 15 March 2019 Company annual leave entitlement policy: 1st year of service = 12 days.                                                                     2nd year of service = 14 days. Working hour per day = 8 hours b) Tools > General Maintenance > Leave Type  To create different types of leave (Annual Leave, Sick Leave, Maternity Leave…) and determine how to calculate leave entitlement for each calendar month. Note: the following example use Leave Calculation Method = Days, and Rounding to Half Day (refer to Illustrated Example in part 2a.) c) Tools > General Maintenance > Employee Group > Add New  To create Employee Group and set company’s policy on leave entitlement: Example 1: According to ABC Company policy of Annual Leave entitlement,      1st year of service will entitle for: 12 days     2nd year of service will entitle for: 14 days     3rd year of service (and subsequent years) will entitle for: 16 days Example 2: According to ABC Company policy of Sick Leave entitlement,      1st & 2nd year of service will entitle for: 14 days each calendar year     3rd to 5th year of service will entitle for: 18 days each calendar year     6th year of service (and onwards) will entitle for: 22 days each calendar year END OF GUIDE

Approval by Department and Approval by Hierarchy are two approval routing methods available in the system. They determine how leave, claim, and attendance requests are routed for approval.  Approval by Department Approval is based on the employee's assigned department.  Each department can have different assigned approvers. If multiple approvers are assigned to a department, all approvers must approve the leave application. Leave will only be fully approved after all required departmental approvers have approved it. Approval by Hierarchy Approval is based on the organisation's reporting structure.  The direct superior of an employee becomes the approver. Approval follows the chain of command within the organisation.  Example: If Employee A is the superior of Employee B, Employee A will approve Employee B’s leave. If additional approval levels are configured, the request will continue to the next approver in the hierarchy after Employee A approves it. 

Flat Approval and Sequential Approval determine how requests are routed when multiple approvers are involved. The key difference is whether approvals can be performed simultaneously or must follow a predefined approval sequence.  Flat Approval Uses a single-level approval workflow.  All assigned approvers receive the request at the same time. Approval is not dependent on any specific order. If multiple approvers are assigned, all approvers must approve the request before it is fully approved. Suitable when all approvers have equal approval authority. Sequential Approval Uses a multi-level approval workflow.  Approvers are arranged in a predefined order or hierarchy. The request is routed to one approver at a time. The next approver will only receive the request after the previous approver has approved it. The process continues until all approval levels have been completed. Suitable for organisations that require approvals to follow a chain of command.

If your company uses Approval by Organisation Chart (Hierarchy), you can change an employee's approver by updating the organisation chart and the employee's reporting structure.  Steps to Change an Employee's Approver at Organisation Chart: Go to Tools > Approval Settings. Select By Organisation Chart. Locate the approval chart and click the pencil icon. Go to the Approval chart. Click the employee and drag and drop them to the new approver. Click Save. Go to Payroll > Employee Maintenance. Locate the employee and click the pencil icon. Go to Employment Details.  Change the Superior field to the new approver.

You can restrict users from viewing all employees by assigning them access only to specific Employee Groups. Once configured, the user will only be able to view employees belonging to the authorised groups.  Steps to Restrict Employee Visibility by Employee Group: Go to Tools > Access Management. Go to User Authorisation. Locate the user and click the pencil icon. Go to the Authorised Employee Groups tab, tick the Entitlement Group and click Save.

Approval by Department routes leave, claim, or attendance requests to designated approvers based on the employee's assigned department. This allows different departments to have their own approval workflow and approvers.  Steps to Set Approval By Department: Go to Tools > Approval Settings. Click By Department. Click + Add New. Enter the details: Title – Enter a name for the approval group. Approval For – Select Leave, Claim, or Attendance. Approvers – Select the user(s) responsible for approving requests. Departments – Select the department(s) to be included in the approval group. Click Save.

The Commit button in the Payroll Closing (Year-End Process) is used to finalise and release employees' EA Forms after the year-end payroll information has been reviewed and verified.  Once the payroll closing is committed: EA Forms are officially released to employees. Employees can view their EA Forms through Employee Self Service (ESS). Employees can preview and download their own EA Forms. The year-end process is completed and the EA Forms are published for employee access. Process of the Commit Function: After verifying the EA form during Payroll Closing, click Commit. Once committed, the EA forms are sent to employees. Employees can then access and download their EA forms via ESS (Employee Self Service).

The Overtime Request setting determines when employees are allowed or required to submit overtime (OT) requests. Companies can configure OT requests to be submitted before the overtime starts, after the overtime ends, or at any time. A Buffer can also be configured to limit the time window during which an OT request can be submitted. A) Before Start (Without Buffer) Employees can submit an OT request at any time before the overtime begins. No buffer restriction is applied. B) After End (Without Buffer) Employees can submit an OT request at any time after the overtime has ended. No buffer restriction is applied. C) Before Start (With Buffer) Employees must submit the OT request within the specified buffer period before the overtime starts. Example: Shift: 9:00 AM – 6:00 PM Overtime: 6:00 PM – 7:00 PM Buffer: 60 minutes The employee must submit the OT request between 5:00 PM and 6:00 PM. D) After End (With Buffer) Employees must submit the OT request within the specified buffer period after the overtime ends. Example: Shift: 9:00 AM – 6:00 PM Overtime: 6:00 PM – 8:00 PM Buffer: 60 minutes The employee must submit the OT request between 8:00 PM and 9:00 PM. E) Any Time Employees can submit OT requests at any time, either before or after the overtime period. Any configured buffer time will be ignored.

Approval by Organisation Chart routes leave, claim, and attendance requests based on the company's reporting hierarchy. Approvers are determined according to the employee's superior-subordinate relationship, ensuring requests follow the organisational chain of command. Steps to Set Approval By Organisation Chart: Go to Tools > Approval Settings. Select By Organisation Chart. Click + Add New. Enter the Title.  Tick the applicable approval type(s):  Leave Claim  Time Attendance Click the + icon to add an approval level. Enter the approval details: From ≥ – Enter the minimum amount or number of days that require approval. To < – Enter the maximum amount or number of days that can be approved within this level. Required Approvers? – Specify the number of approvers required. Is Sequential? – Enable this option if approvals must follow a specific sequence according to the reporting hierarchy. Click Save.

A Half-Day Rest Day allows part of a designated rest day to be treated as a working day while the remaining portion remains a rest day. This is commonly used by companies that operate on half-day schedules, such as Saturday mornings.  Steps to Set a Half Day Rest Day: Go to Tools > Calendar. Locate the calendar and click the pencil icon. Under Rest Days, click Advance. Maintain the following settings: Half Day/Full Day Equals Second half Week Day Equals Saturday Week Day Equals Sunday Click Apply. If there is a date conflict between a rest day and a public holiday, select whether the date should be treated as a Rest Day or a Holiday. Click Save. Click Save again to confirm the changes.