Create or modify a leave or absence type

Related module:

In this article:

• Create an absence type
• Configure absence types
  • General information
  • Period management
  • Calculation method
  • Accrual and taking terms
  • Approval workflow
  • Meal vouchers
  • Seniority
  • Day-rate package
  • Other settings
  • Time & Activities
  • Expense Reports
  • Payroll export
• Link the absence type to leave profiles

Estimated reading time: 5 minutes

Create an absence type

Access: Admin area > Congés et absences > Types de congés et absences

• Click '' to create a new absence type
• You can duplicate an existing absence by clicking ''.

Configure absence types

General information

• Schedule color: defines the color of this absence type on the leave schedule
• Active: enables or disables this leave type (warning: disabling deletes absence history)
• Code: links to the import file
• Schedule code: letters to display on the schedule in the cell for the absence day (e.g., Paid leave = CP)
• Code font color: defines the font color of the schedule code
• Status displayed on the platform: Employee status in the directory when submitting this absence type ("Absent", "Present", Name of the absence type)
• Description: allows you to enter the name of the absence type

Period management

• Period management: allows you to create a balance for this absence type which can then be updated automatically or manually
  • Paid leave, RTT, time off in lieu, in particular, require this
  • Sick leave absences, for example, do not require checking this box
• Last day of the period: select the day and month of the end of the accrual period

Calculation method

• Calculation unit: defines the calculation rule for this absence:
  • Working days: company in working days
  • Calendar days: sick leave, for example
  • Business days: company in business days
  • Hours: time off in lieu or compensatory time off, for example
• Include non-working days: check this box to extend the absence period until the day before resuming work, including usually non-working days in the absence request
• Comply with minimum non-working day calculation requirement: require the employee to submit at least the full number of non-working days they must submit
• Comply with maximum non-working day calculation requirement: prevent the employee from submitting more non-working days than required

Accrual and taking terms

• Permissions management: enables and configures the balance update. If checked, a side panel opens
  • Offset between accrual period and leave taking period (in years): defines a delay between the accrual period and the leave taking period (for paid leave, for example)
  • Number of days to extend taking periods: grants additional time after the end of the period to submit absences
  • Number of negative days allowed: allows employees to temporarily submit more days than they have in their balance
• Automatic rounding: activates automatic rounding up of accrued rights to the next whole number at the end of the period

Example:

• Before rounding and before end of accrual date:
  
  

• After end of accrual date and rounding:

  

  A line to this effect appears on the balance:

  

• Accrual period
  • Month: the balance increases each month
  • Week: the balance increases each week
• Leave pro rata calculation method: defines the calculation method for pro-rating leave to award an employee joining or leaving mid-month
• Define the number of days accrued monthly or weekly; it is possible to set the accrual date as well as the amount accrued; if no increment is scheduled, you can manually update the balance
• Check the Reset accumulation box: resets the balance to zero before updating it

• Minimum number of days in a single request: defines the minimum duration of authorized absence
• Absence in increments of: defines in increments of how many days the absence can be submitted (example: field set to 0.5, submissions can be 0.5, 1, 1.5, 2, 2.5... field set to 1, submissions can be 1, 2, 3...; field set to 5, submissions can be 5, 10, 15...)
• Maximum total number of days allowed to be taken in a period: defines the annual cap of days allowed for this leave type (no limit if left blank)
• Maximum consecutive days allowed: caps the number of consecutive days for this absence
  • Prorate the maximum consecutive duration allowed for a request: prorates the number of days defined above according to the employee's working time percentage
• Minimum months of seniority: defines the minimum number of months of seniority in the company required to take this leave type.
• Waive split leave entitlement: checking this box warns the employee, depending on the absence requested, that it will waive their right to split leave days
• Restrict entitlement validity to less than one year:
  • Validity period
  • In calendar days or working days
  • Validity start date for overtime transfers: transfer date or timesheet end date

Approval workflow

• Automatic approval: automatically approves the request X days before departure on leave if it has not yet been approved. The 'Nb. jours avant acceptation auto' box appears: enter the desired number of days
• Blocking notice period: requires the user to comply with a delay of X day(s) between the day they submit the request and the departure date:
  • Yes: the user is warned and entry is impossible
  • No: the user is warned but can enter their absence and submit it for approval, however the approving manager sees a tooltip on the request to approve stating
• Approval mode:
  • Approval workflow: allows the employee to request approval of their absence from their approving manager
  • Self-approval: the employee can approve their own leave request
• Cancellation mode (more information: Define the cancellation workflow for leave requests)
  • Approval workflow: allows the employee to request cancellation of an already approved request from their manager
  • Not allowed (except admin): the employee cannot request cancellation of their absence from their manager
  • Self-cancellation (future and past days): the employee can cancel their absence themselves whether in the past or in the future
  • Self-cancellation (future days only): the employee can cancel their absence themselves for future days only
• Enable delegation: in case of a manager's absence of this type, leave requests of all types will be sent to their delegate
• Allow submitting in the past: allows submitting this type of absence in the past for all user profiles. When this box is unchecked, this permission may vary depending on your user profiles (do not hesitate to contact support for more details on your settings!)
• On approval and cancellation of an absence, send a notification email to: systematically alerts a person as soon as an absence is approved or canceled (example: the payroll manager)

Tip:

The 'Autoriser à poser dans le passé' box allows the following actions in the past for all user profiles:

• Save as provisional
• Submit my absence for approval
• Self-approve my absence

Meal vouchers

• Impact on meal vouchers
  • Deprives of entitlement to meal voucher: deducts meal vouchers in case of absence for this type of leave. If checked, the cell 'Pour toute absence d’au moins (Nb. jours)' appears
  • Grants entitlement to meal voucher: adds a meal voucher when this absence is submitted (example: 'Business trip' absence submitted on Saturday and Sunday will give two additional meal vouchers to the employee)
  • No impact: neither deducts nor adds any meal voucher to the employee (example: 'remote work' absence)

Seniority

All information regarding the setup of seniority days is available here: Configure seniority days

Day-rate package

• 'Comptabiliser comme': defines how the absence is accounted for in timesheets for day-rate package executives:
  • An absence without half-day management: the absence is counted as an absence, regardless of whether it is 1 day or 0.5 days, the full day is deducted
  • An absence with half-day management: the absence is counted as an absence, but if 0.5 days is submitted, 0.5 days will be deducted
  • A presence: the absence is counted as worked and valued with the number of hours from the employee's work schedule

Other settings

• Submission restricted to authorized user profiles: restricts submission of this absence to user profiles for which the setting is enabled

Support

To authorize a user profile to submit absences with this box checked, contact support.

• Check in case of missing receipt: allows the system to request a proof of absence (sick leave, birth leave, etc.):
  • No check: no obligation to attach a receipt
  • Warning message upon submission for approval: the user can enter their absence and submit it for approval, but a warning will alert about the missing receipt
  • Warning message upon submission and blocking upon approval: the user can enter their absence and submit it for approval, but a warning will alert about the missing receipt and approval will not be possible
  • Blocking message upon submission for approval: the user is warned and entry is impossible
• Confidential display on the leave schedule: anonymizes the absence reason for peers; only line managers have access to it
• Display in leave balances summary: displays the leave balance when submitting an absence request
• Display employee comment on the schedule: displays the absence request comment on the leave schedule (can be used for managing business trips)

Support

To display comments on the leave schedule, contact your super support team to activate this feature.

• Consider as a sick leave / work stoppage (initial or extension): defines if this absence type is related to a work stoppage (example: work accident, illness, etc.)
• Do not display balance for this absence type: most often used for absence types without accrual rights: sick leave, unpaid leave, unauthorized absence, etc.
• Count as worked / Refer to sequence: treats the absence as actual working time in timesheets (overtime calculation). During leave schedule export: indicates whether the absence is counted as worked for individuals not on day-rate packages.
• Deduct from theoretical worked time: when calculating overtime on timesheets, hours or days spent on leave will delay the triggering of overtime and will not be counted in worked time.
• Include for overtime calculation: hours/days spent on absence or leave contribute to triggering overtime.

Time & Activities

• Display on timesheets: check this box to display this absence type on timesheets
• Overtime management: defines this absence type as a potential target balance for transferring overtime (or night hours...) from the Time & Activities module (for example: 'Repos compensateur', 'Récupération', 'Heures à payer')

Expense Reports

• Prevent entering an expense in case of full-day absence: the user will not be able to enter an expense if they were absent for this leave type for a full day

Payroll export

• Export to payroll: includes this absence type in the payroll export Excel file
• Code to enter according to your payroll software

Note:

If the SILAE API is enabled on your platform, the "Envoyer la quantité (synchronisation SILAE)" box appears and can be checked:

By checking it, the duration of the absence will be sent to SILAE when sending your absences from your variable payroll elements grids.

If unchecked, only the start and end dates of absences will be sent.

Link the absence type to leave profiles

Contact your dedicated support team to learn how to activate this feature if you do not have the menu!

Once all information has been entered, click 'Save'.

When creating an absence type, a 'Setup wizard' window opens. It allows you to link this absence type to one or more leave profiles by checking them.

It is also possible to link the absence type to a leave profile using the following path:

Access: Admin area > Congés et absences > Profil congés et absences

• Click on a leave profile
• In the 'Type de congés et Absences' tab, add the absence

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