Understanding Leave Policy Questions – Sprout Solutions

When creating leave plans, it is important to properly configure the policy by answering the necessary questions correctly. To further understand these, see each question and the corresponding explanations below:

1. Set accrual rules or Manage manually?

Set rules - this means that the policy will follow the rules set on when and how the employees will earn credits (either upfront, by accrual, or both)
Manage manually - this means that the employees will not earn any credits unless the admin will manually add credits to the employee profile or via upload

2. Effectivity Date

This refers to the date when the policy will be effective.
When there are changes on the policy, the earliest effectivity date that can be input is the next day. For instance, if the policy is to be changed on October 31, then the earliest effectivity that can be input is November 1.
The effectivity date specifically applies to the upfront/accrual rules. If there are changes on request filing policy (such as Advance/Late Filing, Negative/Future Leaves, Attachment, etc.), it will automatically take effect regardless of the effectivity date.

3. Tracking Days

This specifically pertains to the leave filing policy only which is the basis of counting days for advance and late filing.
Calendar Days - will include all days along with the rest days and holidays
Working Days - will not consider the employee’s rest days and assigned holidays

4. Separate Policy for Probationary and Regular Employees

Yes - different policy will be applied for Probationary as compared with Regular Employees
No - the policy for Probationary and Regular employees are the same

Below is the separate policy which can be configured for Probationary and Regular Employees:

Upon Hiring (Probationary)

1. How to earn credits?

Credits are given upfront - this means that the credits will instantly be given on the hiring date of the employee, provided that he has been added to the system before his hire date.
Credits accrue over time - this means that the credits will be earned/accumulated as time passes by, depending on the rate of accrual and the frequency set.
Both - this means that the credits will instantly be given on the hiring date of the employee and at the same time, he will earn credits over time.

2. Credit Carryover Upon Regularization

Yes - the unused leave credits during the probationary period will be added to the leave credits after an employee gets regularized.
No - the unused leave credits during probationary period will be forfeited and will no longer be considered as part of the leave balance when an employee has been regularized.

3. Immediate filing

Yes - a probationary employee assigned to this leave plan will automatically be allowed to file leave regardless if it’s a leave with pay or without pay.
No - a probationary employee assigned to this leave plan will only be allowed to file leave after a certain number of days or months depending on what will be configured.

4. Accrual over waiting period

This question should appear when a probationary employee is not allowed to file leave immediately.
If this is ticked, it means that the employee will continue to earn credits through accrual even if he is not yet allowed to file leave.

Upon Regularization

1. How to earn credits?

Credits are given upfront - this means that the credits will instantly be given on the regularization date of the employee, provided that he has been added to the system before his regularization date.
Credits accrue over time - this means that the credits will be earned/accumulated as time passes by, depending on the rate of accrual and the frequency set.
Both - this means that the credits will instantly be given on the hiring date of the employee and at the same time, he will earn credits over time.

2. Leave Credit Renewal

Hiring Anniversary - the credits refresh/reset every anniversary of the employee’s hire date, so this differs per employee
Start of Year - the credits refresh/reset every start of the year (January 1)
Never - the credits do not refresh/reset
Custom - the credits refresh/reset depending on the specific month and date selected

3. Credit Carryover Upon Renewal

Yes - the unused leave credits before renewal date will be added to the leave credits once it has been refreshed/reset.
No - the unused leave credits before renewal date will be forfeited and will no longer be considered as part of the leave balance when the credits have been refreshed/reset.

Below are the policies related to filing leaves in general:

Late filing

Yes - filing beyond the leave date will be allowed up to a certain number of days. Note that the late filing policy will start counting from the last date of the leave.
No - filing beyond the leave date will NOT be allowed. The number of days to which an employee should file in advance will also be configured here.

2. Consecutive leave days

Yes - consecutive/successive leave days (or leave days in a row) will be restricted to a certain number of days
No - system will allow filing of leaves regardless of the number of consecutive leave days

3. Future Leaves and Negative Leaves

The difference between these two is further explained in this article - What Is the Difference between Future Leaves and Negative Leaves?

4. Require Attachment

Yes - attachment will be required before submitting leave application, regardless of the number of leave days
No - attachment is not required before submitting leave application, regardless of the number of leave days

Let's hope this helps you tackle all the intricacies of setting up your own leave plan! For any further questions or inquiries you may have regarding this, do not hesitate to get in touch with us at experts@sprout.ph.