The Leave module is designed to ease the leave management of your company. This setup guide will show you how to setup the Leave module while a separate guide will show you how to administer to the leave as an administrator. 

Part 1: Adjustments

You can easily credit leaves to your staff by using the Adjustment feature on the Leave module. This can be used when the Public Holiday falls on a weekend or if staff worked on a Public Holiday 

Steps

Step 1: Click on

Step 2: Click on

Step 3:  Click on This should bring you to the page.

Step 4: Select leave type you wish to add / deduct at

Step 5: Set the number of days you wish to credit /debit in the field at

Step 6: The effective date will always be set to the current date and the expiry date to the end of year. This means the credited leave can be used by the staff before the set expiry date. 

Step 7: On please make sure it is set to Credit or Debit accordingly.

Step 8: (Recommended) Enter a remark about why you did the adjustment. This will help to remind you why you are crediting the leave type/days to the staff. Any remark input here can also be seen by the staff on their end.

Step 9: Select the employee/s you wish to do an adjustment for

Step 10: Click on

Step 11: Once done, you should see this message prompting you to confirm the adjustment.

Step 12: Click on  

Step 13: Once the leave has been adjusted, the following message will appear.

1.1 View Adjustment History

This page will display all the adjustments that the leave administrator has done for the staff within the year indicated. This can be filtered based on leave types or adjustment year.

Part 2: Block Leave

Leave Administrator can make use of block leave to apply for a leave on behalf of the entire company, department, or individual staff.  Block leave will bypass the approval process and will do the required deduction accordingly.

The steps to doing a block leave are:

Step 1: Click on

Step 2: Click on

Step 3: Click on tab at the top.

Step 4: Select whom you wish the leave you wish to apply for at

Step 5: Select the leave type for the block leave, if the Leave type is not found here check this article.

Step 6: Enter the date range for the block leave.

Step 7: (Optional) You can use the CC List field to choose the names of whom you would like to be informed about the block leave that the staff is taking. NOTE: Block leaves are automatically approved and do not go through the normal approval process.

Step 8: (Optional) Enter remarks. Remarks input here can help to remind you why you are applying for leave on behalf of the staff.

Step 9: Choose the name/s of the staff you are doing a block leave for by putting a tick beside their names.

Step 11: Click on to apply the Block Leave.

Part 3: Entitlement & Details

The Entitlement & Details page allows you to set the entitlement and details such as the workweek of the staff. 

Note that this page does not show you the leave balance of the staff. For that, you need to use the Leave Balance Report.

The steps to using this page are:

Step 1: Click on

Step 2: Click on

Step 3: Click on

The following page display of the opening balance depends on the configuration. For the Annual leave, If you set it to earned leave, you will see 0 at the Opening Balance. If you had chosen entitlement, you will see the entitlement that is full amount or the prorated amount in the Opening Balance.

Please Take note - Accounts created from 20 June 2022 onwards, Opening Balance will be zero regardless of their Annual Leave Entitlement Policy.

Step 4: If you configure your leave to have grades, you can select the job grades of each of the staff so that the correct entitlement will be allocated for them. 

Step 5: If the staff needs to work on Public Holiday, you need to click on the Working on PH column. This would allow the staff to take leave even if is Public Holiday. By default, staff cannot take leave on Public Holiday.

Step 6: Click on to save changes.

Quick Tip: If the leave balance report you generated has incorrect balances, you can check the Entitlement and Details page for any discrepancies. Check out the sample scenarios below:

Sample 1: After doing a Leave Balance Transfer with a set expiry date, you generate a leave balance report for Annual (Brought Forward) Leave type and you see inconsistencies in the report, you can follow the steps below:

Step 1: On the Entitlement and Details page, filter leave type to Annual (Brought Forward)

Step 2: Look for the name of the concerned staff and click on the (pencil icon) under the Action column. This will bring you to another page that will display more details about the staff's Annual (Brought Forward) leave type: 

Step 3: From here, you can modify the opening balance of the staff as necessary, and don't forget to click on the button on the lower right corner once done to save the changes. 

Sample 2: After doing a Leave Balance Transfer with no expiry date set, you generate a leave balance report for Annual Leave type and you see inconsistencies in the report, you can follow the steps below:

Step 1: On the Entitlement and Details page, filter leave type to Annual.

Step 2: Look for the name of the concerned staff and click on the (pencil icon) under the Action column. This will bring you to another page that will display more details about the staff's Annual leave type: 

Step 3: From here, you can modify the opening balance of the staff as necessary, and don't forget to click on the button on the lower right corner once done to save the changes. 

Part 4: Leave Action

4.1 Leave Cancellation

As a leave administrator, you can cancel the leave of the staff by following these steps:

Step 1: Click on

Step 2: Click on

Step 3: Click on . You will see this page.

Step 4: By default, you will see the page.

Step 5: Select the staff you wish to cancel the leave by ticking on the checkbox at the row of the name.

Step 6: Click on the button below. The following message will appear.

Step 7: Click on to proceed with the cancellation of leave.

4.2 Process Documents

Note: This page is for hardcopy received by the Administrator. If a soft copy will suffice need to make changes in the Leave type page see Creating New Leave Type Step#14 "requires submission of hardcopy documents" no need to enable it

Step 1: Click on

Step 2: Click on

Step 3: Click on . You will see this page.

Step 4: Click on  

Step 5: (Optional) You can filter the documents through the different filters such as documents, leave types, grades and range of date.

Step 6: Click on

Step 7: The system will generate the list based on your search parameter. If the checkbox is empty, it meant that the hard copy of the document for this leave has yet to be received while a checkbox with a tick represents that the administrator had received the document.

Step 8: When the administrator receives the hard copy document, the administrator can check the checkbox and click on the button. 

By clicking on this, the staff will no longer receive the reminder from the system. 

Part 5: Transfer Leave Balance

The system performs an automatic Annual Leave balance transfer every 31st of December (for Calendar Year policy). Before the end of the year, the Leave Administrator will need to setup the necessary parameters for system to use based on the company's policies.

Note:

- If you follow Financial Year policy, the balances will be transferred at the end of the Financial Year

- If you follow Employee Anniversary policy, the balances will be transferred at the anniversary date of the employee

- For new customers whose policy does not require leave balance transfer, just skip the configuration step

Steps

Step 1: Log in to your account.

Step 2: From the main menu, go to then .

Step 3: Click the tab at the top.

5.1 Transfer Settings

5.1.1 Automatic Balance Transfer Settings for Annual Leaves

Leave Type – should reflect the account’s leave accrual policy from the Leave Configuration

Transfer Date – by end of the year(Calendar Year/Financial Year/Employee Anniversary based on company policy)

Step 4: Click the View Configuration link to set and edit the settings.

Step 5: Set the number of Annual Leave days you allow to be transferred to the next year.

Option 1: All leave balance from previous year - the system will transfer any remaining leave balance from the current year over to the following year.

Option 2: By annual leave entitlement days – the setting can be set by entitlements. Click on the ‘edit conditions’ link to set the policy, and a pop-up window will appear.

e.g. For employees with 12 days entitlement, up to 5 days can be transferred. For those with 15, up of 6 days. For those with 20 days entitlements, they can transfer up to a maximum of 7 days.

Option 3 – Set max days of previous year's leave balance - the admin can set a specific number of days that can be transferred to the following year.

e.g. Only allow a maximum of 5 days of this year’s balance to be transferred to the next year

Option 4 – Set max percentage of previous year's leave entitlement - the system will only transfer a certain percentage of previous year’s entitlement. 

e.g. If employee has 12 days entitlement for 2022, only 50% or 6 days will be transferred to 2023.

Step 6: If options 2, 3, or 4 above is selected, an additional setting for forfeited leaves will show up. This will allow the employees to still use any remaining leaves until the next year, on top of the set number of transferred leaves. If no expiry is set, any remaining balance will be forfeited on the transfer date. 

Step 6: Set the expiration date of the transferred leave, if applicable.

No Expiry – transferred leave balance will not expire

Set an expiry date for transferred leave balance – set a specific date on when the transferred leave(s) will expire 

Step 7: If adding an expiry, click the calendar to select the date.

Step 8: Don’t forget to click .

5.1.2 Manual Balance Transfer Settings for All Leaves

When applicable, you may still choose to do a manual leave transfer before or after 31 Dec. An auto transfer will be done for Annual Leave, but for all other leaves, transfer will need to be manually initiated.

Same Configuration Settings as above(steps 5-8). The only difference in the Manual Balance Transfer settings is the option to select the leave type you wish to transfer to the following year.

Step 1: Select the Leave Type you want to transfer to the next year.

Step 2: Set the number of leave days you allow to be transferred.

Step 3: Set the expiry date, if applicable. Otherwise, select No Expiry.

Step 4: Click the button to initiate the actual transfer.

A pop-up message will show to confirm action.

5.2 Transfer History

This page will show all leave balance transfers that were done on the account.

1. Transaction Date – when the leave transfer was done

2. Transfer By – who initiated the leave transfer

3. Leave Type – the type of leave that was transferred

4. Transfer Type – whether it’s Auto Transfer or Manual Transfer

5. Transfer Status – the status of the transfer

6. Action – view the transfer details

Transfer Status

• Pending – settings have been saved, actual transfer is pending
• Completed with a warning sign – transfer is done but with error/s
• Completed – transfer has been done 

After the Leave Transfer:

- the transferred leave will reflect under 'Balance from previous year' in the leave summary and reports

- if 'No Expiry' is set, the transferred leave will be added to the next year's opening balance 

- if expiration date has been added, the transferred leave will reflect under Adjustments

Part 6: Process Resignation

The Process Resignation is useful especially if you are using earned leave to help you project the leave balance of a staff who is intending to resign. 

Note: This is only a view page and does not have impact to the reports pages and Staff side viewing of his/her own balance

The Process Resignation steps are:

Step 1: Click on

Step 2: Click on

Step 3: Click on

Step 4: Click on Select Employee

Step 5: Enter the Cessation Date

Step 6: Put a tick in the box under the column if you would like system to auto deactivate after last day.

Step 7: Click on

Part 7: Child Details

If the staff are entitled to any childcare related leave types such as Enhanced and Extended childcare leave, you need to enter the child information in the system.

To enter the child details, follow these steps:

Step 1: Click on

Step 2: Click on

Step 3: Click on tab at the top.

Step 4: Select Employee by clicking on

Step 5: Enter the youngest child's name. 

Step 6: Enter the Birth Date. Once the Birth Date of the child is entered, the Leave Start Year column will automatically be populated based on the Birth Date column or you can also input 1 year after the Year of Birth of the child.

Step 7: Indicate whether the child is a Singaporean. If the child is a Singaporean, put a tick at the Pro-family leave column. If the child is non-Singaporean, please leave it unticked.

NOTES:

1. For Maternity leave type, no child details are necessary as this leave is available to all female staff as a default
2. For Extended Maternity*, child details are needed to be input in order for this leave type to be available on the staff's end. Kindly ensure that you put a tick on "Pro-Family Leave" column as well.

Part 8: Government Leave

Government-Paid Childcare Leave (GPCL) and Extended Childcare Leave (ECL) forms are now available in the system.

Steps:

Step 1: Go to then .

Step 2:  Click the tab. 

Step 3: Select the year and the Leave type, then click Go.

Step 4: Look for the employee’s name and click the necessary buttons below:

- To download the form

- To view the form

To mass download the file, you can tick the left box to select the employee names and click on the Download button on the lower right:

For more information, you can refer to this link:

https://www.profamilyleave.msf.gov.sg/schemes/childcare-leave. 

Part 9: Approval

9.1 Pending Actions

Anyone that is being appointed as the Recommending Officer or Approving Officer will have access and see the Approval section on the Leave Dashboard when the staff under them applies for leave.

Step 1: Click on at Dashboard.

The following page will appear.

Step 3: Click on to view the leave detail as well as any attachments. Click on

to approve the leave or click on the to reject the leave.

Step 4: If click on , you will see the page below:

Step 5: After viewing you can then decide to approve or reject or cancel the leave in this page.

9.2 Approval History

The approver can review all the leaves they had approved or rejected. Depending on the settings of the leave administrator, the approver can through this page cancel the leave of the staff as well.

Step 1: Click on at Dashboard.

Step 2: Click on You should see this page.

Step 3: (optional) You can filter the leave according to leave type and/or employees.

Step 4: Click on the at the Actions column to view the leave details.

Step 5: Click on to get back to the previous page.

9.3 My Staff Leave Summary

This page allows the approvers to view the leave balance of the staff they are in charge of.

To see this page, follow these steps:

Step 1: Click on at Dashboard.

Step 2: Click on

Step 3: You can filter the leave according to the Leave Type.

9.4 Delegation

The approver will have the ability to delegate the approving process to another staff if they are going on leave for a certain period of time.

To do that, follow these steps:

Step 1: Click on

Step 2: Click on from the Dashboard. 

Step 3: Click on

Step 4: Select the staff you wish to delegate the approving rights to at

Step 5: Select the duration of the delegation.

Step 6: Click on the button to save. 

Step 7: You can cancel the delegation before the stipulated end date by clicking on the Icon.