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The Leave Management shall have the master data configuration for Leave policies of Fox HR.

The following masters are available under Leave Management.

• Annual Vacation
• Standard Leaves
• Holiday Settings
• Business Trip Settings

In this blog, let us have a look into the Annual Vacation policy under FOX HR Leave Management.

The pathway to Annual Vacation in FOX HR

Fox HR →Customer Configuration →HR Policies →Leave Management →Annual Vacation.

In the dropdown menu of Leave management, the first option shall be ‘Annual Vacation.’ When the user clicks on the ‘Annual Vacation’ option, the system will navigate to a new page. The page shall be the Annual Vacation view and configuration page.

There are different sections under the Annual Vacation page to define various Vacation/Leave configurations.

1)   Annual Vacation Definition

There shall be a fieldset to group the details of the Annual Vacation under the title ‘Annual Vacation Definition.’ The Annual Vacation Definitions shall be displayed in a card format with the details on the card.

The user can create any number of Annual Vacation definitions. There shall be a + button to create a new Annual Vacation definition. A pop-up shall appear upon clicking the + button to add the details. The user can add the required details and save them.

2)   Balance Calculation Criteria

 There shall be a fieldset to group the details of the Annual Vacation under the title ‘Balance Calculation Criteria.’ In Fox HR, there is an option to calculate the Annual Vacation Balance in two ways – ‘Calendar Days’ & ‘Business Days.’ The configuration for choosing the balance days calculation is defined in this section. The following fields shall be available in this section.

· Calendar days

· Business days

· Allow Negative balance

Calendar Days or Business Days – There is an option to choose the Annual Vacation Balance calculation either by Calendar Days mode or Business Days mode. There shall be a radio button with both options. If Calendar Days is selected, the calculation will include the days-off defined for the employee either in the shift or scheduler from the balance deduction, i.e., the calculation will consist of weekends and holidays.

If Business Days is selected, then the calculation will exclude the days-off which is defined for the employee either in the shift or scheduler from the balance deduction, i.e., the calculation will exclude weekends and holidays, only working days will be considered.

Apply in Negative – There shall be an option to choose whether to allow a negative balance for Annual Vacation. i.e., If ‘Apply in Negative’ is ‘Yes,’ the system will not check for the annual vacation balance and will allow making annual vacation requests even if the balance is below zero. If ‘Apply in Negative’ is ‘No,’ the system will check for the annual vacation balance and will not allow making annual vacation requests if the balance is insufficient.

3)   Leave Balance Accrual Criteria

There shall be a fieldset to group the details of the Annual Vacation under the title ‘Leave Balance Accrual Criteria.’

 In Fox HR, there is an option to define whether Leave Balance Accrual is to be activated or not. Leave Balance Accrual Process is a monthly process that will calculate the leave balance for the employees and add to the vacation balance. The per month accrued vacation balance will be added to the employee, and each month, the balance will be added up, and the employee can take the available balance of the leave at any point in time, with respect to the policy of the company. The following fields shall be available in this section- Apply Leave balance accrual process.

Apply Leave Balance Accrual Process – There shall be an option to choose whether to apply the Leave Balance Accrual Process or not. If choosing ‘Yes,’ then the system will process the Leave Balance Accrual Process. The vacation balance shall be accrued and allocated against each employee every month. If choosing ‘No,’ the system shall not calculate the monthly leave accrual. The balance will be open for the employee to take at any point in time as per the company’s policy.

4)   Leave Balance Calculation Period

There shall be a fieldset to group the details of the Annual Vacation under the title ‘Leave Balance Calculation Period.’ In Fox HR, there is an option to set the Leave Balance Calculation Period. The following fields shall be available in this section- From & To.

· From – The Leave Balance Calculation Period starting month is defined in this field. This field shall be a dropdown field with names of all months of the Year, and this is a mandatory field, and the default value is ‘January.’

· To – The Leave Balance Calculation Period ending month is defined in this field. This field shall be a dropdown field with names of all months of the Year, and this is a mandatory field, and the default value shall be ‘December.’

The number of months between the ‘From’ & ‘To’ should always be 12 months—for example, of Periods ‘Jan-Dec’, ‘Apr-Mar,’ ‘Jun-May’ etc.

5)   Leave Resumption Criteria

There shall be a fieldset to group the details of the Annual Vacation under the title ‘Leave Resumption Criteria.’ In Fox HR, there is an option to define whether Leave Resumption is to be activated or not. The following fields shall be available in this section Leave resumption criteria & request within days.

· Is Resumption applicable – There shall be an option to choose whether to apply the Leave Resumption process or not. If choosing ‘Yes,’ will activate the need for each employee to apply for resumption to work for each leave. If choosing ‘No,’ then there is no need to apply for resumption to work for each leave.

· Request within days – There shall be a dropdown field for capturing the number of days within which the Resumption request is to be raised in the system. The values in the dropdown field shall be from 1 to 30. by default, the value will be 3.

6)   Vacation Settlement Criteria

There shall be a fieldset to group the details of the Annual Vacation under the title ‘Vacation Settlement Criteria.’ In Fox HR, there is an option to define criteria for payment and calculation of Vacation Settlement. The following fields shall be available in this section- Generate settlement before vacation start date (in days) and Apply configuration and minimal annual vacation days to get settlement (in days).

· Apply Configuration – There shall be an option to define whether the ‘Vacation Settlement Criteria’ is to be applied or not. If selected ‘Yes,’ the below two fields shall be enabled. If selected ‘No,’ the below two fields shall be disabled, and Vacation Settlement Criteria will not be defined.

· Generate settlement before the vacation start date (in days) – This field shall be a dropdown field with values ranging from 1 to 30. The user shall be able to the value in days from the dropdown. Before the actual leave start date, the vacation settlement shall be processed before the number of days entered in this field.

· Minimum Annual Vacation days to get settlement (in days) – This field shall be a dropdown field with values ranging from 1 to 30. The user shall be able to the value in days from the dropdown. The requested annual vacation days should be more than the defined number of days to get the vacation settlement.

7)   Holiday overlapping Vacation Criteria

A field shall be set to group the Holiday overlapping Vacation Criteria details under the title ‘Holiday overlapping Vacation Criteria.’ This criterion is required if a holiday is declared (or created) after the Vacation request is approved and the holiday happens between the vacation days of an employee. i.e., sometimes, there are instances like the employee requested vacation and gets approved, and after that, a holiday is created within the vacation days. In Fox HR, there is an option to define the action to be taken in such a case. The following fields shall be available in this section.

Add Holidays to Vacation Balance; if a Holiday overlap within Vacation Days in Request – There shall be an option to choose whether to add back the number of days of holidays to the employee’s vacation balance. If choosing ‘Yes,’ then automatically every month, the system should check such vacation requests and add/adjust the holiday number of days back to the employee’s leave balance whose leave falls within the holidays, concerning the type of leave. If choosing ‘No,’ then there will be no action required, and the employee will lose the holiday.

8)   Selection of Applicable Leave Types for the Employees under Probation Period and Notice Period

There shall be a field set to group the Applicable leaves for employees under the Probation period & Notice Period. Only specific leave types shall be applicable for employees falling under the Probation period and ‘End of service’ notice period. The user shall have the option to select such leave types specifically for employees falling under each period. The following fields shall be available in this section: Applicable Leave during Probation Period and Applicable Leave during Notice Period.

9)   Balance Carryforward Criteria

There shall be a fieldset to group the details of the Balance Carryforward under the title ‘Balance Carryforward Criteria.’ The Balance Carryforward criteria shall be displayed in a card format with the details on the card. Each card shall have the following display fields: the carry forward option, types of the carry forward, From grade, and To grade.

To sum up

FOX HR Annual Vacation leave management policy enables employees to access and request annual vacation leaves most appropriately. Employees will have a transparent vision of their available leave details and more.