Leave Management
| Leave Management |
|---|
Short Description
Planning and approving employee absences and business trips, and seeing who is away.
Description
Leave Management covers planned absences of employees: annual leave, sick leave, special leave and business trips. When someone is away, the rest of the team should know about it and the work has to be distributed fairly. In MintHCM an absence is recorded in advance, approved by the supervisor and visible to the whole team, so leaders can plan tasks with the real availability of people in mind.
The area is supported by the following modules:
- Work Schedule - absences are recorded here as work schedules of the matching type,
- Delegations - business trips and their costs,
- Non Working Days and Working Months - public holidays and working time of each month,
- Documents - documents attached to a delegation.
Leave Management is a part of Time Management. Business trips are described in detail in Travel and Expences.
Types of absence
Every absence is a work schedule with a selected Type:
- Annual Leave - planned vacation,
- Leave at Request - leave taken at the employee's request,
- Occasional Leave - special leave; choose its kind in the Type of Special Leave field: Wedding, Birth of a child, Paternity leave, Maternity leave or Funeral,
- Sick Leave and Childcare Leave - sickness and care of a child,
- Free Overtime - time off for overtime worked,
- Excused Absence - an absence justified for another reason,
- Delegation - a business trip, see Business trips.
The remaining types, Office Work and Remote Work, describe where the employee works and are shown to the team together with absences.
Requesting and approving an absence
- The employee creates a work schedule in the Work Schedules module, or directly in the calendar by selecting an empty area of the grid.
- The employee selects the Type, the Date, the Start Time and the End Time. After the start time is entered, the end time is set 8 hours later and can be changed. For the Delegation type the Delegation Duration (h) is also required. The Repeat field creates schedules for many days at once.
- Annual Leave and Remote Work are sent to the supervisor, who accepts or rejects them; until then they are Waiting for acceptance. For other types, such as Sick Leave, Delegation or Occasional Leave, acceptance is Not applicable.
- The Status of a schedule is Planned, In progress or Closed. A closed schedule cannot be edited.
The planned absence is visible to the team right after it is saved, so plans can be corrected at any time, for example when a leave has to be moved.
Public holidays and other days off declared by the company are stored in Non Working Days. Together with Working Months they define the working time of each month.
Business trips
A business trip is a separate case of being away from the office. The employer has to make sure that transport, accommodation and meals are covered, which is described in Travel and Expences.
Each trip is a record in the Delegations module. Its main data are the employee, the Delegation Purpose (Fair, Conference, Meeting With Client, Customer Training or Development Training), the start and end date, and the Delegation Locale. The locale defines the country, the currency, the per diem and the accommodation rates; locales are prepared by an administrator in the admin panel. In the record you also enter the number of breakfasts, dinners, suppers and accommodations provided by the employer.
Related records are shown in subpanels: Costs, Transportations, Organizational Units, Work Schedules, Reservations (for example a company car) and Documents. The Calculations section shows the transport cost, per diem, accommodation and other expenses, and the system calculates the Total Delegation Cost, the amount prepaid by the employer, and the amount Left to Pay to Employee or to Pay Back to Employer.
The delegation is displayed in the calendar of the assigned employee, and the employee's absence is visible to the team as a work schedule of type Delegation.
Who is away
The Absences in Office dashlet on the main dashboard is a calendar that shows who is away or working remotely on a given day, and why. Each entry is labeled with the employee and the type of absence, for example Julia Lee [Annual Leave], and you can switch between the month and the week view. The dashlet is filled in automatically from work schedules and delegations, so a quick look is enough to see which team members are out. Dashlets are added with Actions → Add Dashlets.
