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How do I set up my own leave type?
How do I set up my own leave type?

In this helpcenter article, we explain how an administrator can setup their own leave type.

Nadja avatar
Written by Nadja
Updated over a week ago

Quick guide settings

Haven't created the leave type yet? Read here how it works in HoorayHR. Below, we discuss how to set up the leave type settings to your preference.

Settings / General

In the General section, give the leave type its own title (1) and choose the display style (2). Do you want newly added employees to be automatically assigned this leave type? Then check the box for automatic assignment (3).

Settings / Budget

Calculation method

Configure how to calculate the received budget. There are several options:

  • Accrual based on work schedule: the budget is calculated according to the number of working hours in the work schedule. Therefore, if a person works part-time, fewer leave hours are accrued.

  • One-time fixed budget: the budget is a fixed number of hours allocated once (or more often).

  • Repeating fixed budget: the budget is a fixed number of hours that is automatically allocated periodically

  • Unlimited budget: the budget is limitless.

  • Percentage of written hours: the budget is equal to the specified percentage of hours written.

  • Time off in lieu (TOIL): the budget is equal to the number of approved time off in lieu hours.

Default budget (if "Accrual based on work schedule" or "repeating fixed budget")

Here you specify how many hours of budget should be accumulated and how often this budget can be allocated.

If the chosen method of calculation is "Accrual based on work schedule", the budget you enter applies per full-time employment, the actual budget is then calculated based on the employee's work schedule.

Good to know: This is a default budget, you can adjust the number of hours per employee later. You can choose to set a budget per year, quarter, month or week.

Release timing (if "Accrual based on work schedule" or "repeating fixed budget")

Here you set when the budget may be added to the employee's leave budget. This setting depends on the frequency you chose in the previous setting.

  • If you choose to accumulate the budget per year, you can choose whether to release it at the beginning or at the end of the year.

  • If you choose to accumulate the budget per quarter, month or week, you can choose to release the full budget (for all quarters/months/weeks added together) in one go at the beginning of the year, or release it in small increments at the end of each month/quarter/week.

No accrual during illness

You can set that no leave is accrued for sick days. Hours for these sick days will then be deducted from the leave accrual.

Example: an employee works 5 days a week and receives 2 hours of leave per week. The employee is sick for 1 day, and therefore receives (4/5 days * 2 hours ) = 1.6 hours of leave that week.

Settings / Expiration moment

Here you set when unused hours (hours not yet spent at the end of the year) expire. You can choose to have these hours:

  • never expire, they can then be carried over to the following year every year;

  • expire after a custom expiration date, they can then be carried over to the following year, but expire at a specific time depending on the expiry period set;

  • expire at the end of the year, they cannot then be carried over to the next year.

Settings / Advanced

Automatically approve

If you want leave requests to be automatically approved by the system, select this option. You then specify up to how many hours (per request) can be automatically approved.

Unpaid leave

If the leave type is unpaid leave, no leave accumulation takes place within other leave types for leave requests on this leave type.

An example: if I take a week of unpaid leave, no other leave (such as vacation budget) is accrued over that week.

Hide name of leave type

By default, all employees can see what kind of leave someone is on in the calendar. Handy, then you know if someone is on holiday or maternity leave, for example.

If you do not want employees to be able to see this for this leave type, select this option. The employee taking leave is then listed as "not present" in the calendar - without indicating the type of leave.

Deduct compulsory holidays

If you have set mandatory days off for your employees (in the "Holidays" feature), select this option to offset those days against the leave budget of this leave type.

It is common to select this option only for the leave type "Vacation"; in fact, mandatory days off will then be deducted from the holiday days.

Please note that if someone has two leave types allocated where this option is ticked, the mandatory days off will be deducted from both budgets.

Assign leave type to employees

When you have finished setting the leave type rules, click "Save". Then you can assign the leave type to your employees. Read more about assigning leave types here.

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