Leave Configuration
Leave Configuration holds your business's leave types, such as Annual Leave and Personal Leave. Each type decides who can take it, whether it's paid, how its balance builds up, and what happens to that balance when someone leaves.
| Required plan | All plans |
|---|---|
| To add your own leave types | Enterprise |
| Required access | Settings |
Navigate to Menu > Settings > General > Global, click Entitlement Settings, then Configure Leave Types.
Leave types Microkeeper includes
| Leave type | Starts as | How it builds up |
|---|---|---|
| Annual Leave | Active, paid to permanent staff | Pro-rata |
| Personal Leave | Active, paid to permanent staff. Shown as Sick Leave on payslips | Pro-rata |
| Long Service Leave | Active, paid | Long Service Leave |
| Unpaid Leave | Active, unpaid | Reporting only |
| Compassionate Leave | Active, paid to permanent staff | Reporting only |
| Rostered Day Off and Time Off In Lieu | Inactive until you turn them on | Banking hours |
| Study Leave, Working From Home, Unpaid Parental Leave, Paid Parental Leave and Jury Duty Leave | Inactive until you turn them on | Most are Reporting only |
Each card shows who the type is active for, such as Permanents and Casual, or Inactive, with badges for its offboarding, who can request it, and whether it's Paid, Paid (Perm only) or Unpaid.
Change a leave type
- Click the pencil on the leave type's card. The Edit Leave Configuration window opens.
- Turn the switch at the top right on to make it active, or off to stop it being used. An inactive type keeps its settings for later.
- Under Active for, choose Permanents + Casuals or Permanents Only.
- Under Paid for, choose Permanents + Casuals, Permanents Only or Unpaid, and the STP Category its pay is reported under.
- Enter a Short name for Payroll, up to 20 characters, and a Short note that explains the leave to staff, such as "Time banked instead of overtime payment".
- Set the accrual, access and offboarding, described below.
- Click Update Leave Configuration.
Choose how a leave type builds up
Under Accrual Method, choose how the balance grows. Balances build up in each pay run, from the ordinary hours paid in it.
| Accrual Method | How the balance builds up | Used for |
|---|---|---|
| Pro-rata (Annual/Personal) | A share of the ordinary hours worked, such as 4 weeks a year | Annual and Personal Leave |
| Banking hours | Only the hours banked through payroll | Rostered days off and time off in lieu |
| Long Service Leave | 1 week for every set number of weeks worked | Long Service Leave |
| Reporting only | No balance. The leave is recorded for reporting | Unpaid, compassionate and other leave without a balance |
Set the default entitlement for new staff
Under Default Accruals, enter the entitlement for Permanents and Casuals: weeks for Pro-rata, hours for Banking hours, or "1 out of" a number of weeks for Long Service Leave.
Defaults only apply to staff you add from now on. To change an existing employee's entitlement, open their profile and change it under Entitlements.
Choose who can request a leave type
Under Access, tick Staff can request to let staff request this type from the Employee Console. Untick it to keep it for managers to record, shown as Access: Managers only.
Staff also only see types that are active for their employment type. For Annual Leave and Long Service Leave, they need an entitlement above 0.
Choose what happens to the balance when someone leaves
Under During Offboarding, choose what happens to an employee's balance when they leave:
- Paid out: the balance is paid in their final pay. Choose the Final Class and Final STP Category for that payment.
- Reviewed: the balance is flagged for you to check during offboarding.
- Skipped: the balance is ignored.
Add your own leave type
On the Enterprise plan, you can add leave types of your own, such as a wellbeing day.
- Click Add Leave Option.
- Enter the Leave Title, shown to staff when they request leave.
- Enter the Leave Tracking name, shown on payslips and reports.
- Enter a Key of 2 to 4 lowercase letters, such as "well".
- Click Create New Leave Type, then set it up in the window that opens.
Warning
The Key and Leave Tracking name can't be changed once the leave type is created.