Employees in Belgium are entitled to holiday leave based on their contractual working hours. In HoorayHR, it is possible to have leave budgets calculated for colleagues based on their work schedule.
Go to setting explanation
Haven't created the leave type yet? Read how to do this here. Below we discuss how you can configure the leave type settings to your liking.
Settings / General
In the General section, give the leave type its own name (1) and choose the display style (2). Do you want newly added colleagues to be automatically assigned this leave type? Then check the box for automatic assignment (3).
Settings / Budget
By default, leave in HoorayHR is calculated based on the number of hours in the work schedule set for each employee. If an employee works part-time, this is taken into account when calculating the budget.
Standard leave allowance
Here you set how many hours of budget should be received. Since parental leave is specified in a number of weeks, and we work in HoorayHR with a budget in hours, here you calculate how many hours it is for the respective employee. Good to know: This is a standard budget, you can adjust the number of hours per employee later when you are going to assign the leave type to a colleague.
Example: If you want to give 20 holidays per year and a workday is 8 hours, enter (20 x 8 =) 160 hours per year here.
Moment of releasing 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 build up the budget per year, you can choose to release this budget at the beginning or at the end of the year.
If you choose to accrue the budget quarterly or monthly, you can choose to release the entire budget (for all quarters/months added together) at once at the beginning of the year, or release it in small increments at the end of each month/quarter.
The default setting is to release the budget at the end of the year, as this is most common when it comes to Belgian holidays.
Settings / Unused hours
Here you set up when the unused hours expire (hours that haven't been used by the end of the year). You can choose to have the unused hours:
never to expire, so they can be added onto the next year every year
expire at the end of the year, so that they cannot be taken into the next year
expire within a certain time, so they can still be taken into the next year, but they will expire anyway at a certain moment depending on the time frame.
With Belgian holidays, the default setting is that hours expire after 1 year. They are accrued at the end of the year and are then valid for the entire following year.
Settings / Advanced
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.
Hide name of leave type in calendar
By default, all colleagues can see in the calendar what type of leave someone is on. Convenient, then you know if someone is on vacation, or on maternity leave, for example. If you do not want colleagues to be able to see this for this leave type, select this option. The employee who is on leave is then listed as "not present" in the calendar - without indicating which type of leave.
Offset mandatory days off
If you have set mandatory days off for your employees (in the feature "Holidays"), 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 "Holidays"; in fact, mandatory days off are then deducted from the holidays.
Please note that if someone has two leave types assigned with this option checked, the mandatory days off will be deducted from both budgets.
Assigning leave to employees
When you have finished setting up the leave type rules, click "Save." After that, you can assign the leave type to your colleagues. Read more about assigning leave types here.