e-Leave (Paperless Leave Management)

  1. Basic Concepts and Benefits
    • Let's start with a common use case in most work places. Suppose we have the following employees with the relevant roles:
      1. Emma (ordinary Employee)
      2. Mary (Line Manager of Emma)
      3. Daisy (Head of Department)
      4. Anne (HR.my Administrator)
      For this typical scenario, Anne sets up the Leave Approval Workflow according to the company's existing practice:
      1. All new leave applications will require the approval of employee's Line Manager
      2. If the leave application is rejected by the Line Manager, the leave application is concluded as rejected
      3. Should the leave application be approved by the Line Manager, then Head of Department will review the leave application
    • Emma needs to apply for a day off under Medical Leave. She logs in her Employee Web Account and goes to Leave->Application to submit a new leave application for this purpose. To support her application, she attaches a snapshot of the medical certificate issued by her family doctor.
    • Upon submission of Emma's leave application, Mary (i.e. her Line Manager) together with Anne will get email notifications on her new leave application.
    • Mary logs in her Employee Web Account and goes to Leave->Planner/ Schedule to review Emma's new leave application. Mary checks the leave application details and the attached medical certificate in order to make an informed decision.
    • Mary decides that Emma's leave application is justified and she approves Emma's leave application.
    • An email notification is immediately sent to the following parties upon Mary's approval:
      1. Emma
      2. Daisy (Head of Department)
      3. Anne (HR.my Administrator)
    • Daisy logs in her Employee Web Account and goes to Leave->Planner/ Schedule to review Emma's new leave application. Daisy checks the leave application details and the attached medical certificate in order to make an informed decision.
    • Finally, Daisy is satisfied with Emma's reason for this leave application, and she approves it.
    • An email notification is immediately sent to the following parties upon Daisy's approval:
      1. Emma
      2. Anne (HR.my Administrator)
  2. Using HR.my Leave Management to manage employee leave applications
    • To start using the Leave Management function, you have to make sure that each employee has been set up with the relevant Leave Entitlement, for instance: 14 days entitlement for Annual Leave, 10 days entitlement for Medical Leave etc. If your company offers additional Leave Type, you could also add new Leave Types via the same module. Once Leave Entitlement has been set up properly, the employee can start applying his/ her leave against each of the entitled leave given to him/ her.
    • To set up Leave Entitlements for each employee:
      1. Access Leave->Management, select the employee that you would like to set up his/ her Leave Entitlements and click Edit.
      2. On the lower left panel, there is a Leave Entitlement list. Click at the " + " sign to add a new leave entitlement for the employee.
      3. You may also double click at any of the leave entitlements to update it, or by clicking at the first button in the grid.
      4. Clicking at the red cross button will delete the leave entitlement.
      5. If you would like to add previous years of Leave records into HR.my, you may also click at the " + " sign next to Year on the toolbar.
    • When you are setting up new Leave Type, you will notice that there are 2 types of Leave Unit, i.e. "Day" or "Hour". A Leave Unit is the logical unit for leave application time span, for instance, a Leave Unit of "Day" means usually the specific Leave Type is applied in terms of number of days. Typically, you will specify "Day" as the Leave Unit for most of the Leave Types, but for certain use cases such as employee "Time Off", you may want to use "Hour" as the Leave Unit instead. Nevertheless, even though a Leave Type may be specified with "Day" as the Leave Unit, you may still allow employees to apply for half-day or half-hour leave by entering "0.5" in their leave applications.
    • For Leave Entitlement, you will also notice that there are "Valid Until", "Earning Policy" and "Earning Start" fields for each of the entitled leaves.
      Valid Until - You may use "Valid Until" to extend or shorten the entitlement validity period. Typical use cases include:
      1. To allow certain leave entitlements to carry over unused leave to the next year automatically (with the ability to set individual policies: e.g. annual leave gets carried over automatically, but special leave does not, or expires 3 months after being carried over). Currently HR.my supports unutilized leave carry over of up to a maximum of 20 years.
      2. To allow employees to apply their current year leave entitlement in the next calendar year. For example, if the "Valid Until" date of Annual Leave is set to 31 March 2017, that means employees would be able to apply their leave application in 2016 for any date prior to 31 March 2017, such as applying for a Block Leave around Christmas 2016 until sometime after the first week of 2017.
      3. To support Leave Entitlements which do not start or end with calendar year, such as those of contract based employees. For example, a contract that starts from 1 June and ends at 31 May next year will usually come with Leave Entitlements that coincide with the contractual period.
      Earning Policy - "Earning Policy" is used to determine how an employee earns the leave entitlement. Currently supported options include "Earned Immediately" and "Prorated Monthly (Over a Year)":
      1. Earned Immediately - This is the default option, whereby an employee will be able to apply for the total entitlement immediately. Typical use cases include Hospitalization or Maternity Leaves.
      2. Prorated Monthly (Over a Year) - With this option, an employee will earn 1/12 of total entitlement with each month served. Typical use cases include Annual Leave or other paid leaves.
      Earning Start - "Earning Start" is used in conjunction with "Earning Policy" to determine the first date that an employee starts to earn current leave entitlement. For instance, if an employee joins at 15 June 2016 with a yearly Annual Leave entitlement of 12 days, then by 15 July 2016 he/ she would have earned 1 day of Annual Leave. The employee would have zero Annual Leave entitlement for the period before 15 July 2016. With each full month served, he/ she will continue to earn the rest of the Annual Leave entitlement until the maximum allowed.
    • While your employees could apply their leaves immediately without having set up Leave Approval Workflow, only your HR.my Administrator or HR.my Manager would be able to review all leave applications.
    • To fully empower your employees and make full use of Leave Approval Workflow, kindly visit here: The concept and benefit of Leave Approval Workflow
  3. Enabling Employee Self Service Leave Application (e-Leave)
    1. To start using the e-Leave function, each employee has to sign up their Employee Web Account first. Employees would need an invitation from their Employer in order to do so. To invite employees to sign up for their Employee Web Account, you may go to Employee->Manage Web Account, then select the employees that you would like to invite.
    2. The invited employees will receive an invitation email with a unique Invitation Code. Follow the instructions in the invitation email to complete the sign-up process (Note: after signing up his/ her Web Account, he/ she will receive another email with instructions for account activation).
    3. After completing the Employee Web Account sign-up process, your employees can start applying for their leaves via Leave->Application. In the Leave Application dashboard, an employee will be able to not only apply for new leaves, but also to check new Leave Application approval status, Leave Entitlement and Balances, Historical Leave Records, past leave application Statistics (such as number of leaves applied, approved or rejected) as well as viewing the Management Remark for leaves (such as why a leave application has been rejected, or why is it still pending approval)
  4. Planning & Reviewing leave applications with Leave Planner
    • When leave applications are submitted by employees, HR.my Administrator or other Leave Approvers will get notified through email, and they could access their Leave Planner in order to approve or reject employee leave applications. Likewise, employees will also get notified about their leave application review status.
    • Note: If you do not receive any email notifications for employee leave applications, it is very likely that the email notifications may have been blocked by your Junk Mail filter or email server. Remember to add both noreply@hr.my and support@hr.my to your email whitelist if you do not wish to miss the email notifications for employee leave applications.
    • Visit here for more about using Leave Planner