You will now need to complete the configuration of the migrated leave policies in the new Leave Management experience:

• What is already set up for me?
• Steps to review and configure each migrated leave policy
• What if I want to create another new leave policy?
• What are the differences I can now expect when using this new leave experience to manage my team's leave?
• Will leave continue to deduct as the employee takes it as it did before the leave experience migration?
• How do I set it so we do not have to mark the timesheets as paid?

What is already set up for me?

After the migration these aspects of your previously set up leave policies will stay the same:

• Leave name
• the selection as to whether it is paid or unpaid leave
• the selection as to whether its a leave that is visible to team members or not
• the export code (to sync to payroll or HR systems)

You should expect these processes to continue in the same way after the migration:

• Leave policies will be assigned to the same team members as they were before the migration
• Team members should have the same leave balance as before the migration
• Integrations to payroll or HR systems will import or export leave as before the migration
• Leave requests and approvals made before and during the migration will still be applicable and up to date after the migration is complete.

Steps to review and configure each migrated leave policy

To ensure each leave policy is set up in the same way as it was before the migration please make sure you have the following information handy:

• the CSV file of your existing leave rules you downloaded before the migration
• a record of your accrual rates for each leave rule (if you were using the Deputy leave accrual extension previously)

For each of the policies listed in your Leave Policy, you will need to review and configure each one separately.

Note: In the example below we will review the Annual leave (Vacation) policy that was migrated from the previous Leave rules in this Deputy account but you should review every leave policy in your account.

Select the first leave policy you wish to review and click Edit. The leave policy will display some of the settings you already had in place in your old leave rule and some of the settings will need to be configured manually by you.

Let's step through each of the new leave policy settings one by one:

1. Policy name

This name migrated across from your old leave rules but the text field can be edited if required.

2. Policy group

This field is new and therefore does not contain migrated information. You can set up new policy groups if desired to make it easier to organise your leave policies. You can assign each leave policy to a group if you wish. To create a new leave policy group just type the name you wish to use and click Create 'group name'.

3. Is this leave paid?

This information has been migrated across from your old leave rule but can be changed if required.

4. Track leave in

This field designates whether the policy tracks leave in hours or days and the selection is migrated across from what was set up in the old leave rules. This selection can not be changed from the leave unit that was selected before the migration.

5. How does this leave policy accrue?

This is a new setting and you will need to configure it according to how team members accrue leave on this policy. You can select from:

• does not accrue
• per hour worked
• fixed
• based on agreed hours

If you had the Deputy leave accrual extensions previously configured for this leave rrule then you should select the 'per hour worked' option and add your leave accrual rate that you previously had entered.

You can read more about how to configure the different leave accrual options in How to set up leave policies.

6. How will this leave policy export?

The information in this field is migrated from the old leave rule so that you leave policy will still synch with HR or payroll system. However, you can still change the export code if required.

7. Set max balance and rollover / reset leave balance

These are new fields so no information will have been migrated across. You can now set:

• a max balance to stop team members accruing leave after a specified number of hours
• configure the leave policy to rollover all or part of the leave balance on a specific date or the team member's hire date
• configure the leave policy to reset the leave balance on a specific date or the team member's hire date

8. Additional options

These are new fields so information will not have been migrated across. You can configure:

• whether the team member can request leave on this policy outside the current year
• whether the leave policy will accrue leave while the team member is on leave
• average working hours calculation parameters

The setting that determines whether the leave policy is visible to employees or not, will be migrated across from the old leave rule setting but you do also have the option to change this setting if required. Read more about Hide leave policy.

Once you have reviewed each setting don't forget to click Save to save the new leave policy configuration.

Repeat this process for each leave policy in your Deputy account.

What if I want to create another new leave policy?

If you decide you want to create a brand new leave policy after the existing ones have been migrated you are welcome to do that. Please follow the instructions in How to set up leave policies.

Don't forget that once you set up a new leave policies you still need:

• to add it to the relevant team members
• set a leave balance (if applicable)

What are the day to day differences I can now expect when using this new leave experience to manage my team's leave?

In the old leave management experience, you may have set up a Deputy extension to accrue leave and approved leave timesheets to deduct leave from team members. This feature relied on managers approving timesheets to accrue and deduct leave from the team member's balance.

However, an important feature of this new leave management experience to note is:

• leave policies that accrue leave based on a team member's worked hours will only accrue leave once the worked timesheet is approved AND marked as paid.
• similarly, any leave timesheet that is created will only deduct leave from the team member's leave balance once the leave timesheet is approved AND marked as paid.

IMPORTANT: You only need to start marking timesheets as paid after you have migrated to the new leave experience. Please do not go back to timesheets before the date of migration and mark these as paid or else your leave accruals will not be calculated correctly.

Will leave continue to deduct as the employee takes it as it did before the leave experience migration?

Yes. If the policy is set to "Don't accrue" it just won't accrue and will continue to deduct as usual. Please note that you will have to mark the leave timesheets as paid for the leave to deduct. 

How do I set it so we do not have to mark the timesheets as paid? We didn't have to do this before.

The new accrual and deduction feature works only on timesheets getting marked as paid. 

The rationale behind this change is to only accrue leave balance for team members once the timesheets (both regular and leave) have been appropriately signed off on, as at the 'Approved' stage the timesheets usually go through occasional or frequent amendments (hours changing). As you may have noticed from the old experience, if you amended any hours for a leave timesheet, the actual deducted value wouldn't change which might have caused problems previously. 

Example: let's say a team member's leave timesheet was 7 hours. But later on, if you amended the timesheet hours to say, 6 or 8 (the previously approved hours were incorrect), the deducted balance was not automatically amended. 

The 'Mark Timesheet as Paid' feature has a sense of finality to it, and it can even be reverted if you mark the timesheet as unpaid. This new change allows for more flexibility if leave or timesheet hours are continuously being amended during the pay cycle.