For our users who use Tanda to manage their Leave and Leave balances, there is now added capability to kickstart these balances based on employees tags.
When a leave balance is 'kickstarted' one of two things can happen:
- A leave balance is created for an employee and immediately starts to accrue
- A prorated leave balance is created for an employee based on their yearly entitlement
In order to effectively utilise this feature, we highly suggest ensuring the two steps below are completed prior to initiating kickstarted balances:
To create tags, go to Compliance > Classification Tags > Create a New Tag. An example of how tags can be set up would be:
The tags you create will determine how their balance will kickstart.
Leave Year Start Date
In order to ensure that the balances calculate correctly, it's important to enter your 'Leave Year Start Date' in Tanda. To do so: Settings > Time Off > Enter your 'Leave Year Start Date':
Time Off Types
Once we have our employees tagged and our Leave Year Start Date set, we can then head to 'Leave Types' (Compliance > Time Off Types) where the bulk of the configuration is done.
For Leave Types That Accrue
- Ensure that the Leave type that accrues leave applies to the relevant tag:
- Enter an accrual rate under 'Hours Accrued Per Hour Worked':
- Enable 'Kickstart Leave Balances of This Type'
- Press 'Update Leave Type'
Going forward, a leave balance will be created for an employee once the tag is assigned in their profile.
- A balance of '0' hours will be created for these employees
- The balance will accrue at the rate upon each timesheet approval
For Leave Types That Deduct
- Ensure that the Leave Type that deducts applies to the relevant tag:
- Enable 'Kickstart Leave Balances of This Type' (*do not enter an accrual rate)
- Enter the Leave Entitlement (in hours):
- Press 'Update Leave Type'
Going forward, a leave balance will be created for an employee once the tag is assigned in their profile. This leave balance will be proportionate to the remaining months in the Leave Year. This means, the entitlement that is applied to the employees balance will not be the full entitlement - only the prorated balance.
An example of how the prorated calculation works:
Let's say that you have entered an entitlement of 224 hours (28 days) on the Leave Type that applies to your 'Salaried' Staff and you have set the 'Leave Year Start Date' to the 1/4.
If you tag an employee on the 12/2, Tanda will calculate the months until the leave year Start Date = 2:
224 * (2/12) = 37.33 hours (or 4.66 days)
Tanda will round this entitlement up:
40 hours (or 5 days)
And display this in the employees balance on their staff profile:
- Why is the balance rounded up?: Tanda has built in the same logic that applies on the 'Holiday Entitlement' guide (see guide here) where it states "If the total includes a fraction of a day, it is then rounded up. If the fraction of a day is below a half day it is rounded up to the next half day, if it is above a half-day it is rounded up to the next whole day."
- Will this balance take into consideration any leave requests that have been entered? Yes, Tanda will deduct any approved leave balances that have been entered in the same leave year and this will be reflected in the balance.
- Logic to accommodate for Part Time employees and averaging Leave hours over the 52 week period