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Deputy is rolling out a new leave management system which is currently only available to select customers in the UK before being made available more widely later this year. This article is intended for Deputy customers using the new leave management feature. If you are a Deputy Premium customer in the UK and not using the new system yet, please read Preparing to migrate to the new leave management experience. |
System Administrators can add and configure new leave policies for their organisation in Deputy.
Note: Currently, it is not possible to archive or delete leave policies but the functionality to archive leave policies may be introduced in the future.
- How to access leave policies
- Deputy default leave policies
- Add a new leave policy
- Configuring leave policy basics
- Leave balance options
- Additional options
- Final steps
How to access leave policies
1. System administrators can open the drop down menu under their name to select Business settings
2. On the Leave tab, click on View Leave policies.
Deputy default leave policies
Your Deputy account will come with 13 leave policies added by default:
3 UK-specific policies:
- UK Holiday Policy (Full-Time)
- UK Holiday Policy (Part-Time)
- UK Holiday Policy (Zero-Hour)
Plus 10 default leave policies:
- Annual Leave (Vacation)
- Bereavement (Compassionate)
- Community Service Leave
- Long Service Leave
- Other Paid Leave
- Sick (Personal/Carer's) Leave
- Time Off In Lieu
- Unpaid Leave - Leave
- Unpaid Leave - No Show
- Unpaid Leave - Sick
Keep in mind that these policies are just suggestions and we recommend consulting your legal or HR advisers to review the settings. You can further configure any of these default policies by hovering over the required leave policy and clicking Edit.
Alternatively, you can add and configure your own completely new leave policy:
Add a new leave policy
1. Click on Create leave policy.
Configuring a leave policy
On the next pop up you can complete the fields to configure how you want your leave policy set up. Let's explore each of these fields and how they affect your leave policy.
Policy name and group
1. Set your leave policy name.
2. You can use the optional policy groups to organise your different leave policies:
- Leave this field empty if you don't want to use leave policy groups OR
- select an existing group OR
- use the drop-down to create a new leave policy group
Paid or non-paid leave
Select Yes if employees will be paid when taking this leave.
Track leave in hours or days
Select whether you will track this leave policy in hours or days for each team member.
Important: once you have set up a leave policy, selected either the hours or days tracking option and assigned the leave policy to a team member where leave is accruing, then it is no longer possible to return to this leave policy and swap over from tracking in days to hours or hours to days. Please choose this option carefully when configuring your leave. If you decide you have made a mistake you will need to set up a new leave policy with the correct tracking option selected.
Leave accrual method
All new leave policies you create will default to "Does not accrue" but you can select the method you would like to use to calculate how much leave your team members accrue under this leave policy.
Does not accrue
If you choose to create a leave policy that does not accrue leave, you can also further select a check box that also prevents leave from being deducted from this policy as well.
Note: even if this check box is selected to create a leave policy that does not accrue or deduct leave, managers can still manually update leave balances in the team member's profile.
Per hour worked
If you need your leave policy to accrue leave based on the hours your team members work you can set:
- the rate at which this policy will accrue leave (numerical entry)
- whether the rate is accrued as straight hours or as a % of hours that the team member has worked
- whether you want team members to accrue leave on overtime hours they work in addition to regular hours worked.
- tenure based rules.
Fixed
If you need your leave policy to release a fixed amount of leave you can configure:
- how many hours will be released (or days depending on what you selected here)
- how often the hours or days are released
- whether they are released on a specific date or your employee's hire date
- tenure based rules
Note: If you choose a specific date for fixed leave to be accrued it will only added to your employee's balances the next time that date passes. Learn more.
Note: If you choose to release the fixed leave on an annual cycle you can also select an optional check box if you want the leave policy to release pro-rata amounts of leave for team members who join your organisation part-way through the fixed leave accrual period. Learn more about pro-rata fixed leave accrual.
Based on regular working hours
If you need to configure a leave policy that accrues leave based on the team member's regular working days you can set:
- whether part-time team member's leave entitlement is calculated by working days or working hours
- the number of days or weeks of leave allowed for a standard full-time entitlement
- whether the leave will be released each year on:
- a specific date
- the employee's hire date
- whether you want team members who join your organisation part-way through the year to accrue pro-rata amounts of the leave entitlement. Read more about pro-rata leave accrual.
- whether you want to add a tenure-based rule.
This accrual option will be calculated using these equations depending on whether you select working days or working weeks:
For more details on setting up this option please read: Set up a leave policy that accrues leave based on regular working hours (UK)
Adding a tenure-based rule
When adding a policy that is based on:
- per hour worked
- fixed
- based on regular working hours
there is the option to add a tenure-based rule.
A tenure-based rule allows different amounts of leave to be accrued depending on how long the team member has been with your organisation.
Note: for this policy to function you will need to have your team member's Hire date entered accurately in their employee profile.
To add a tenure-based rule to a leave policy, click on the Add tenure-based rule link in the leave accrual section of the leave policy.
Add the time frame from the hire date you would like the leave policy to begin accruing at a different amount and also enter the new leave accrual amount.
You can click Add another rule to set up as many tenure rules as you like.
Read Tenure-based leave rule FAQs.
Exporting leave
If you are exporting your leave to payroll you may wish to configure how this leave policy will export:
- with the associated pay condition
- with an export code (please specify the code)
If you choose to export your leave with an associated pay condition it will use the associated pay condition export code (if set). The decision to choose this option depends on what code your Payroll system is configured to receive.
Leave balance options
Set a maximum leave balance level
You can turn on and set an optional maximum balance for the maximum amount of leave your team members can accrue for this leave policy.
1. Click Set max balance.
2. Type the amount of leave you wish to set as your maximum balance in the field below.
Rollover or reset leave
Choose whether you want to rollover or reset the leave balance for this leave policy.
1. You can rollover the entire balance on:
- a specific date OR
- the employee's hire date
2. You can rollover a nominated portion of the balance on:
- a specific date OR
- the employee's hire date
This option may be useful for organisations in the UK where the worker's contract specifies how much of their annual leave entitlement they can carry over to the following period.
3. You can also reset the leave balance on:
- a specific date OR
- the employee's hire date
Note: If you have configured a leave policy that releases leave on a specific date and that date is the same as the date you have configured to reset the leave balance for that leave policy then Deputy will always perform the reset action BEFORE releasing leave.
Additional options
Request outside of current leave year
If you create leave policies with this option selected then your team members will still be able to request leave in the next leave accrual year as well as the current one.
If you set up a leave policy with this option enabled, you can view the leave balance for both the current and future leave year in the employee's profile. The leave balance for the current and future year can be viewed on the Deputy mobile app by the manager and the employee (if the ability to view leave balances has been enabled for your team).
Accruing leave while on leave
You can turn on the option for this leave policy to accrue leave while the team member is on leave if required. You can select which leave types will continue to accrue leave when the team member takes leave from this leave policy:
- all leave types
- paid leave only
- unpaid leave only
- specific types of leave only that you can select from the drop-down.
Hide leave policy
You can choose to hide this leave policy from your team members so that only users with Location Managers and System Administrator access are able to manage it for each team member.
Calculate average working hours
Read Set up a leave policy that calculates average working hours for your team member (UK) for a more detailed explanation of this leave policy configuration option.
Final steps
Once you have configured your leave policy options, don't forget to click Save.
Now you are ready to assign your leave policy to your team members.