How do I set up leave rule accrual for my employees?

To setup a leave accrual in Deputy you will need to navigate to the Locations tab.

Next edit settings for the location that will be require this leave accrual to be setup. You will now find this setting within ’Notifications & Integrations’, it’s called “Approved Timesheet/Leave > Accrue and Deduct Leave Balance, click 'Activate'.

Here you will have configure the following:

Leave Rule: Select the leave rule that is require to accrue for your employees. 

Accrue and Deduct Leave: You can set it to Accrue and Deduct leave or Deduct Leave only. Accruals occur when a timesheet is approved and deductions occur when an employee takes the leave. Both only applies to employees that are entitled to that leave type in their profile. 

Accrue leave while on paid - Enabling this option will ensure that the employee accrues (at the accrual rate) for each day of paid leave taken.

Hit 'Save' when done and you have successfully setup a leave rule to accrue.

I have another leave type that is not in Deputy, what do I do? How can I create my own custom leave type?

You can either amend an existing leave type from Global Settings (Menu under Hello, [your name]. With in Global Settings , navigate to the Leave tab and select 'Leave Rules'.

Here you will find all the leave rules that are setup for your account. Hit the pencil icon, to configure and existing leave type or create a new one.

When creating or amending an existing leave type it's important to configure the following:

Name - A meaningful name that describes the new leave type you are creating.

Paid Leave - Whether this leave type requires payment or is unpaid.

Reset Leave Accrual - Here you can set whether this leave type resets. You can set it to never reset, reset on work anniversary or custom date 

Reset Leave Accrual to - On reset of a leave balance, you can set whether it will reset at a certain amount or 0.

Track Leave in - Hours or Days

Once you create a leave type, make sure you assign it to an employee.

How do  I assign a leave type to an employee?

Leave accruals and deduction only works for leave rules that are assigned to employees. Therefore it is super important to ensure your employees have the leave rules that they are entitled to/

To assign a leave type to an employee, navigate to the People tab and edit an employee. On the employee profile, navigate to Pay Rates & Leave.

If you scroll a little you will notice a section labelled Leave Entitlements.

Here you can select leave types that an employee is entitled to.

Is  there a  dashboard where I can view my employees' leave balance?

The Leave Management report in 'Reports' tab is a snapshot of everything you need to know about your team’s leave, from leave entitlements to remaining balances. View, update and keep track of leave, all in one place. 

With this report you can:

  • Filter by location, leave type, who’s entitled
  • Sort alphabetically, by balances, by leave remaining
  • Approve leave with all the information you need in front of you
  • Export as a CSV report

Other ways you can view an employee's leave balance are as follows:

1) People tab > View an Employee (not Edit) > Leave

2) People tab > Also Show, select 'Leave Balance'

I have employees that accrue leave at different accrual rates, is that possible to setup in Deputy?

Yes, it is definitely possible. You would need to setup multiple leave rules with different accrual rates for each rule, and manually assign each one to the employees with whatever seniority rules the business needs.

For example if employee, Imran is a junior employee whom accrues PTO at rate of 0.12h per hour worked. Whilst Adrian (Level 1 staff) has been in the business for a year and accrues at 0.14h per hour worked.

1. Simply setup two leave rules from Global Settings > Leave > Leave Rules.

2. Next setup two accrual policies by activating two versions of  'Approved Timesheet/Leave Request' extensions from Locations tab > Location Settings > Notifications & Integrations.

Leave Accrual setup for PTO (Juniors):

 Leave Accrual setup for PTO (Level 1):

3. Finally assign these leave rules to the respective employees from People tab > Edit Employee > Pay Rates & Leave.

After this you have now successfully setup employees accruing leave at different rates.

I have leave balances that reset every year, how can I set this up in Deputy?

Simply navigate to Global Settings (Menu under Hello, [your name]. With in Global Settings , navigate to the Leave tab and select 'Leave Rules'.

Here you will find all the leave rules that are setup for your account. Hit the pencil icon, to configure and existing leave type or create a new one.

When creating or amending an existing leave type it's important to configure the following if you want the leave accrual to reset for a specific leave rule:

Reset Leave Accrual - Here you can set whether this leave type resets. You can set it to 

  • Never reset
  • Reset on work anniversary
  • Custom date 

Reset Leave Accrual to - On reset of a leave balance, you can set whether it will reset at a certain amount or 0.

Can my employees view their leave balance?

Employee can also view their leave balance on our webapp as well as our native iOS and Android apps. It can be accessed by navigating to 'My Leave' section on Me tab. If you toggle to the 'Balance' section, you will be able to view your leave balance.

1) Webapp - Menu under 'Hello, Your name' > My Profile > Leave

2) Mobile iOS and Android apps - It can be accessed by navigating to 'My Leave' section on Me tab. Next, toggle to the 'Balance' section to view your leave balance details.

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