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Absence Policies

Define rules and entitlements for different types of absences.

Overview​

Absence policies determine how absences are managed, including entitlement days, proof requirements, and calculation rules.

Editing Restricted

You cannot edit or delete a policy that has already been assigned to employees.

Create New Policy​

General Settings​

Basic Data​

  • Policy Name: Designation
  • Half-day Bookings Allowed: Yes/No

Proof Requirement​

  • Proof Required: Yes/No
  • After How Many Days: When proof is needed
  • Proof Category:
    • Medical Certificate
    • Official Document
    • Other Proof
  • Block Bookings Without Proof: Yes/No

Entitlement Restrictions​

  • Requires Entitlement Restrictions: Yes/No
    • No: Unlimited entitlement (e.g., maternity leave, sick leave)
    • Yes: Defined number of days (e.g., vacation)

Entitlement Settings (if activated)​

Annual Entitlement​

  • Number of Days: Annual entitlement
  • Entitlement Period Type:
    • Calendar Year
    • Fiscal Year
    • Period Based on Start Date

Allocation​

  • Allocation Cycle: Annual, Monthly, Quarterly, Semi-annual
  • Allocation Mode:
    • In Advance (at beginning of period)
    • Accrual (continuous build-up)

Waiting Period​

  • Apply Waiting Period: Yes/No
  • Days per Month During Waiting Period: Reduced entitlement
  • Number of Months of Waiting Period: Duration of restriction

Proration​

On Entry​

  • No Proration
  • Daily Proration
  • Monthly Proration

On Exit​

  • No Proration
  • Daily Proration
  • Monthly Proration

For Part-time​

  • No Proration
  • Based on Weekly Working Days
  • Based on Fixed Working Hours

Rounding Rules​

  • No Rounding
  • Round Up at .5 or Higher
  • Round Down to Nearest Whole Number
  • Round Up to Nearest Whole Number

Carryover​

  • Allow Carryover: Yes/No
  • Limit Number of Carryover Days: Maximum
  • Expiry After X Months: Expiration Period

Example Policies​

Vacation (with Entitlement Restriction)​

  • Name: Vacation 30 Days
  • Annual Entitlement: 30 days
  • Waiting Period: 2.5 days/month for 6 months
  • Carryover: Allowed until March 31

Maternity Leave (without Entitlement Restriction)​

  • Name: Maternity Leave
  • Proof: Official document required
  • Entitlement Restriction: No (legally regulated)

Sick Leave (without Entitlement Restriction)​

  • Name: Sick Leave
  • Proof: Required after 3 days
  • Entitlement Restriction: No

Important Notes​

Legal Requirements

Observe the legal minimum entitlements of your country.

Best Practice

Create separate policies for different employee groups or contract types.

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