New leave entries

You can record leave entries for specific employees, and for a group of employees you can use a collective leave entry.

Content

Description

Profit makes a distinction between the concepts leave request and leave entry:

  • Leave request

    An employee can submit a leave request using InSite (Employee Self Service). After approval of the leave request, for example by the manager, Profit converts the request into a leave entry.

  • Leave entry

    You can record leave entries in Profit. This adjusts the leave balance of the employee and the leave is registered.

Leave if the employee has no entitlement to leave

Employees such as trainees cannot accrue leave entitlement, but it is still possible to record leave entries for these employees. If you are using the integration with Profit Calendar, Profit will display the leave entries in the calendar of the relevant employee. Integration with actual costing is also possible. Taking leave creates a negative leave balance, which will give you a clear overview of the amount of leave hours taken.

These employees do not accrue any leave entitlement, because this is specified in the employment type in the CLA/term of employment.

If the relevant employee does enter employment, he will have a regular employment type and Profit will maintain the leave balance. Do the following to avoid the employee starting with a negative leave balance:

  • Report the employee's end of employment and then report the employee's start of employment again. This will create a new employment for the employee with new leave balance lines.
  • You use a separate CLA/term of employment for trainees, etc. Use a separate leave type for taking leave. For the leave type you can specify that this can be negative and that last year's balance must not be copied.

Combination of partial absence and leave

It may be the case that an employee is partially absence, but is also taking leave. As you can see from the example below, we recommend that you enter 100% leave in that case. This keeps the leave accrual and uptake in balance.

Example: 

An employee is absent for 50% of the working hours. He takes the remaining 50% as leave, so he is absent for 100%.

Because the leave accrual continues during sickness, you enter 100% leave. In the case of leave accrual of for example 200 hours per year, this method allows for a proportional quantity of hours to be written off.

Because the leave accrual continues during sickness, entering 50% leave is not a good option here: the employee would accrue 100% leave and withdraw 50%, and as a result would unjustly have hours left at the end of the leave balance period.

With this method, you do not need to make any modifications to the leave entitlement. This is a huge advantage, because otherwise, with each change to the absence percentage, you would also have to change the leave entitlement or add leave balance corrections.

Procedure

Also see