Leave types and who approves

This guide shows how to set up the leave your company gives, who approves leave and overtime, and how to name a stand-in when a supervisor is away.

Before you start

• Owner / Management users and payroll officers can edit leave types and set stand-ins. The approval settings and approval rules can be changed only by an Owner / Management user.
• Requests go to the employee's supervisor. Supervisors are given their departments on the Users page (see Users and roles). When an employee has no supervisor, the request goes to the payroll approvers, payroll officers and owners.

Set up your leave types

Every company starts with a list of leave types. Service incentive leave is already set to the days set by law after a year of service. Vacation leave, sick leave and the others start at zero until you fill them in. Check each row and fill in each leave you give.

1. Open Company setup and choose Leave types.
2. For each leave, fill in the row:
   • How it's earned: Earned monthly (1/12 a month), In full every January, In full on each hire anniversary, or Per event (no yearly balance).
   • Days a year, After months of service and Carry over up to.
   • Tick Paid, Half days, Unused paid in cash and Tax-free like vacation leave as they apply. The legend under the table says what each box means.
   • Untick In use to hide a leave from new requests. Balances and history stay.
3. Click Save leave types.

To add your own leave, use the form under the table: type a Code (for example BDAY), fill in the fields and click Add leave type.

Approval settings

On the Leave and OT approval card:

• Second approval for leave: on, a payroll officer or owner gives the final approval after the supervisor approves.
• Exempt from service incentive leave (Labor Code Art. 95): turn it on only if the law exempts your company, and choose the reason in Reason for the exemption....
• Overtime may be filed up to (days after): how many days after the day worked overtime can still be filed.
• Overtime cap a week (hours): leave blank for no cap.

Click Save. Overtime is paid only when approved.

Requests only the owner or a payroll officer decides

You can send big requests past the supervisors.

1. On the same card, find Requests only the owner or a payroll officer decides.
2. Turn on Leave, Overtime or Claims and type the threshold beside it (days, hours or pesos). Requests at or above it go only to the owner and payroll officers.
3. Turn on Time corrections to send every time correction to them.
4. Click Save approval rules.

Supervisors, their stand-ins and payroll approvers can't decide these requests.

Name a stand-in for a supervisor

A supervisor who is away can have someone approve for their team for up to 92 days. Supervisors set this on their My team page (see For supervisors: My team). You can also set it here.

1. Under Delegations, choose the Supervisor away.
2. Choose the person in Approves for you. They must already approve in this company.
3. Set the From and Until dates, and a Note (optional).
4. Click Delegate.

The list shows current and upcoming stand-ins. Click End to stop one early.

What can go wrong

• "Say which Art. 95 exemption applies." Choose the reason before saving.
• "Check the person and the dates (today or later, up to 92 days)." Fix the dates.
• "Nobody else approves in this company yet." Give someone a supervisor, payroll officer, payroll approver or owner role first.

Good to know

• Approving requests is covered in Leave, overtime and official business.
• Year-end carry-over and leave cash are done from Leave and OT (same guide).