Skip to main content

Introduction to Leave Management (US only)

Lisa Kirby
  • Updated

 

What is Leave Management?

Leave management in Deputy refers to the administration of the paid or unpaid time that team members have off, away from work.

You can configure your own leave policies within Deputy to easily monitor your team member's leave entitlements and assist you in complying with the relevant legislation regarding leave for your team.

Leave Management in Deputy allows managers to configure leave policies and apply leave balances to their team members, however, the optional add-on subscription to Deputy HR provides additional features to assist with accruing leave and more.

The following summary describes what features are available for each one:

 

Leave Management

Leave Management is automatically included for free in all Deputy plans and provides the following features:

Create a leave policy

System Administrators can:

  • Set a policy name and group
  • Designate it as paid or non-paid leave
  • Set whether to track leave in hours or days
  • Set the export code for exporting leave timesheets to payroll
 ✔️
Assign leave policies to team members   ✔️
Set a leave balance for each team members' leave entitlement

Leave balance may be set by:

  • syncing the payroll or another third-party system
  • bulk uploading leave balances 
  • managers manually updating the leave balance in the employee's profile
 ✔️
Submit leave requests Leave requests can be created by the team member or the manager ✔️
Approve leave requests Leave requests can be reviewed and approved by managers ✔️

Note: The standard policies you set up with Leave Management will not accrue leave unless you have an add-on subscription to Deputy HR to implement Leave Management+.

 

Leave Management+

Leave Managment+ in the US is only available with a Deputy HR add-on subscription. In addition to the features listed above, Leave Management+ will also include the following features:

Configure automated leave accruals and deductions including:

Accruals configuration options available: 

  • fixed accruals
  • accruals based on regular working hours
  • timesheet accruals
  • accrual based on thresholds
  • accrual leave while on leave
  • accruing leave on overtime or non-ordinary time
 ✔️

Leave year rollover and reset settings

   ✔️

Max accrual and balance caps

   ✔️

Negative balance controls

   ✔️

Tenure-based accrual rules

   ✔️

Average working hour holiday rules

   ✔️

Note: 

  • Leave Management+ is not avilable with the Deputy Scheduling plan since timesheets in Deputy are central to the functioning of Leave Management+.
  • Leave Managment+ is not available on the Deputy Starter Plan
  • If you set up leave policies to accrue leave but later cancel your Deputy HR subscription, then leave will cease to be accrued on the day when Deputy HR subscription billing ends. The leave balance will no longer be automatically updated unless it is edited manually by the manager or synced from payroll. If you resubscribe to Deputy HR, leave accrual will resume however Deputy will not update the leave balance with the accrual missed on the dates where there was no Deputy HR subscription active.

 

Getting started with Leave Management 

To configure leave for your organisation there are a number of steps that need to be completed by System Administrators or Location Managers:

  1. Set up your leave policies (requires System Administrator access)
  2. Assign your leave policies to eligible team members
  3. Add a leave balance to your team members

Once your leave is set up, then your team can:

Supervisors and above can:

Here is a handy table to summarise who can do what in Deputy when it comes to leave management:

  Employees

Supervisors

Location Managers

System Administrators 
Request their own leave including partial day leave ✔️ ✔️ ✔️
Change or cancel their own leave ✔️ ✔️ ✔️
Enter or remove their own unavailability ✔️ ✔️ ✔️
View team member leave requests and leave balances   ✔️ ✔️
Approve and decline team member leave requests   ✔️ ✔️
Block team member unavailability and leave requests during a specific future period   ✔️ ✔️
Manage leave requests for a partial day   ✔️ ✔️
Set up or edit leave policies     ✔️
Set team member pay rates (pay rates must be set for a team member before leave can be assigned)     ✔️
Assign leave policies to team members     ✔️
Add leave balances to team members     ✔️
View the Leave Management Dashboard to monitor leave     ✔️
Manage public holidays     ✔️
Set up standard hours     ✔️

Still have questions? Check out our Leave Management FAQs.

Related articles