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.
This article is for managers with an access level of Location Manager or System Administrator.
- How does Deputy find out how many hours there are in a 'day' of leave?
When configuring leave policies that track leave entitlements in hours and a team member takes a day off work, it's easy to calculate how much leave a team member is entitled to as the number of hours they would have normally worked on that day is subtracted from their leave balance.
When configuring leave policies that track leave in days and a team member takes a day off work, it's a little more difficult to know how much leave they are entitled to without knowing how many hours a standard day is for that team member.
Standard hours refers to the number of hours in a work day, for each team member for the purpose of calculating leave entitlements.
How does Deputy find out how many hours there are in a 'day' of leave?
There are a number of ways that managers can configure Deputy to allow the calculation of standard hours for their team members and depending on how you have configured our account will depend on which information is used when calculating leave entitlements.
There is a hierarchy in the way the information is used. Deputy looks at each of the below settings in this order to find standard hours. If the first setting is not configured or used then Deputy considered the next one and so forth:
1. A leave policy is assigned that calculates the average working hours for the team member
If you have configured a leave policy that has enabled the option to calculate average working hours and assigned that leave policy to a team member then Deputy will use this value when calculating leave entitlements for leave that tracks in days.
If your leave policy does NOT have this configuration in place, Deputy will then look for:
2. The team member has regular agreed hours or total hours per period set up
If your team member has either regular agreed hours OR
Set total hours per period WITH a value entered for days worked per period
then Deputy will use either of these configurations to establish average working hours per day when calculating leave entitlements for leave that tracks in days.
If your team member does NOT have either of the previous two configurations in place, Deputy will then look for:
3. A standard hours value is entered in the employee profile
When you add a leave entitlement, that tracks in days, to a team member's profile then a new field will appear allowing you to enter a value for standard hours.
You can also enter this value for multiple selected team members at once using Bulk actions on the People tab.
This will set standard hours for a day of leave for each of the team members you have selected.
Deputy will then use this standard hours value when calculating leave entitlements for leave that tracks in days.
If none of the three previous settings have been configured, Deputy will then look for:
4. Default shift duration (minus default break duration) in Location settings
Each Location in Deputy has:
- default shift duration set as 8 hours
- default break duration set as 30min
Location Managers and System Administrators are able to edit these values if required and whatever is entered here is the default length of a shift when it is first created in the Schedule.
However, Deputy will also use these values to calculate standard hours for a workday for the purpose of calculating leave entitlements.
Default shift duration minus default break duration will be used to calculate the standard hours for a day of work when calculating leave entitlements for a team member with a leave policy assigned that tracks in days, only in the instance of the three previous settings NOT being configured. In other words, it is the last resort to calculate how many hours are in a 'day' of leave for the team member.