We’re excited to share with you about the brand new Replacement Leave feature that just went live in July. To achieve the best working conditions, companies can now allow staff to apply for replacement leave credits in TimeTec Leave whenever they have to work on public holidays and weekends. This is sometimes known as “Paid Time Off in Lieu” and this means that instead of overtime pay, their staff can be compensated with additional rest days to make up for the busy peaks. This flexible option also helps to balance the budgetary concerns that may arise from an irregular schedule in business operations.
Process
i. Enable this option in System Settings - Replacement Leave allows users to apply for replacement credit whenever they work after standard hours (in accordance with individual employment contract). By default, this option is turned off and can be enabled or disabled at any time.
ii. After enabling this option, Replacement Leave Wizard will pop-up and users will need to follow the instructions in the Wizard to configure the required Leave Settings > Assign to the relevant Leave Policy and Users (or you can skip for now and do this at Leave Settings > Leave Policy later).
iii. Replacement Credit module will now be displayed in the Menu (for assigned users who are entitled to this leave and their approvers).
iv. User: To apply for Replacement Credit > Go to Replacement Credit > Application tab > Click ‘Apply’ button > Fill in the form > Submit.
v. Approver: To approve Replacement Credit > Go to Replacement Credit > Approval tab > Edit > Click button to ‘Approve Request’/ ‘Reject Request’.
vi. Once approved, the Replacement Credit will be added to the user’s Replacement Leave balance. Users can then apply for Replacement Leave in the system through the usual leave application procedures.
Please note that Users and Approvers can also perform step (iv) to step (vi) above through the mobile application.
For more details of what’s available with this feature, please refer to the step-by-step guide below. There are 4 sections to this topic:
A) How to Enable/ Initial Setup (Web)
B) How to Apply & Approve Replacement Credit (Web)
C) How to Apply & Approve Replacement Credit (Mobile app)
D) How to Apply for Replacement Leave
E) How to use the Attachment feature (NEW: Updated in Oct '18)
A) How to Enable/ Initial
Setup (Web)
1. Login to Admin account and go to System Settings. Click Edit, turn on the toggle button to enable Replacement Leave option (Disabled by default).
2. After enabling the option, Replacement Leave Wizard will pop up. Follow the instructions in the Wizard to configure the required Leave Settings > Assign to the relevant Leave Policy and Users (or you can skip for now and do this at Leave Settings > Leave Policy later).
i) Step 1: Edit Leave Settings - Configure Replacement Leave
Note:
If
you need more details for the Leave Attachment option, refer below to Section E of this article.
ii) Step 2: Assign Policy – Assign Replacement Leave to Leave Policy (can be skipped)
Note: If you skip, you can configure this later at Leave Settings > Leave Policy.
iii) Step 3: Assign Users – Assign Replacement Leave to Users (can be skipped)
Note:
If you skip, you can configure this later by applying a Leave Policy that contains Replacement Leave to selected user or directly go to Manage User > Leave Settings > Allowance > Add Leave Type.
iv) Success Message after completing Replacement Leave Wizard
3. You have now enabled the Replacement Leave module in your company’s account. This function can be disabled by turning off the same toggle button in System Settings (refer to step 1).
i) Settings after disabling Replacement Leave
B)
How to Apply & Approve Replacement Credit (Web)
1. Once the Admin enables this feature, relevant users will be able to view a Replacement Credit Module in the Menu.
Note: It will only be displayed for assigned users who are entitled to this leave and their approvers. Therefore, Admin will only be able to view this if they have also been assigned as an Approver for a user entitled to Replacement Leave. Likewise, non-Admin can see this if they are Approver for relevant users.
i) Admin/ Approver View
ii) User View
2. Replacement Credit Application
Application
To apply, go to Replacement Credit > Application tab > Click ‘Apply’ button on the upper-right corner > Fill in the form > Submit.
On the Application page, besides applying for credit, users can view replacement balance and application status.
3. Replacement Credit Approval
Approval
To approve, go to Replacement Credit > Approval tab > Edit > View Request form > Click button to ‘Approve Request’/ ‘Reject Request’.
C)
How to Apply & Approve Replacement Credit (Mobile app)
1. Replacement Credit Application
Application
i. Go to side Menu > Replacement Credit > Credit Application.
ii. Tap on “+” at the upper-right corner to apply > Fill in the form > Tap on the plane icon to Submit. You can then monitor the status (Approved/Pending/Rejected/Cancelled) at Credit Application Listing.
2. Replacement Credit Approval
Approval
i. Go to side Menu > Replacement Credit > Credit Approval.
ii. On the Credit Approval Listing, tap on a Pending request (orange colour) > View Request form > Tap to Approve/ Reject.
D)
How to Apply for Replacement Leave
1. Replacement Leave Balance
Once approved, the Replacement Credit will be added to the user’s Replacement Leave balance.
2. Replacement Leave Application
Users can apply for Replacement Leave in the system through the usual leave application procedures.
C)
How to use the Attachment feature (NEW - Updated in Oct '18)
In September, we added a new feature called the Leave Attachment. This feature, which is available in both the Web and Mobile App, will enable users to upload supporting documentation (in pdf or images) when making their applications.
To use this, Admin should first enable this option (Optional/Mandatory) when configuring Replacement Leave settings. However, do take note that this setting affects both stages of the Replacement Leave feature: first, the Replacement Credit application and then the actual leave request itself. This means the same condition will be applied, staff will either be allowed or be mandated to attach a file in both types of application. Thus, it is recommended to pick Optional in the setting.
1. At Leave Settings, for Leave Attachment option, pick either 'Yes - Optional' or 'Yes - Mandatory'.
2. When a user applies for Replacement Credit (
and Replacement Leave), they will either be allowed or required to attach a file.
3. During approval, the Approver will be allowed to download the attachment.
4. Mobile App
Related Post:
Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.
