Set Up Leave in Hours (UK/EMEA)

This article goes though setting up leave.

Updated over a week ago

Ensure that leave is set up properly for leave types managed in hours.

How it works

By default, leave types in Workforce are managed in hours. Once you set up a leave type in hours and set it to apply to the respective employees, that employee's leave entitlement will be calculated according to the configured leave type.

Leave balances can be viewed in the following locations:

  • employee profile

  • leave requests

  • leave balance report

  • leave balance within the mobile

When an employee leave requests is approved, the total hours of the leave request will deduct from the employee's leave balance.

Set Leave Year Start Date

In order for our system to accurately calculate leave balances, you will need to enter a Leave Year Start date.

The leave year start date is the date at which leave is calculated from. To insert a leave year start date, go to Settings > All Settings > All Time Off Settings. Enter in the leave year start date and save at the bottom of the page.


Create and Assign Tags (award tags)

Award tags are used to connect Leave types to individuals so the system knows what entitlements each person should have. To create tags, navigate to Compliance > Classification tags and click on Manage:

Write the name of the tag in the box space and click on the green + button to create it:

To apply tags on your staff, check out this guide.


Create Leave Types

Navigate to Compliance > Time off types click on Manage, and click on + New leave type in the top right corner:

Note: If you already have a holiday leave, you can simply edit it.

Step 1 - Basic Leave Details

In Step 1 you will want to:

  • Enter a leave type name

  • Choose which staff to apply this leave type to apply to

  • Choose which staff you do not want this leave type to apply to

  • Choose when the leave applies on

For most Leave applies everyday(including bank holidays), this means this leave can be requested any day of the year.

If choosing Leave applies everyday (including bank holidays), you will also have the option to automatically apply leave on bank holidays.

A. If your staff always have bank holidays off, tick the box in this option.

B. If there are specific holidays where no one works, tick the box next to Applies on specific holidays and choose those holidays.

Step 2 - Costing Configuration

Enter in the multiplier for how staff are paid while on this leave type. The type of hours for annual leave will typically be classified as ‘Ordinary’ hours.

If you want to calculate the average cost and hours for employees who receive variable pay or who work irregular hours for this type of leave, enable Leave Averaging. For more on Leave Averaging, see our guide here.

Step 3 - Balance Configuration

In this step, you will need to add in the accrual rate that you use to calculate staff entitlement.

For UK organisations: We recommend following the guidelines set by the HMRC. You can select Automate Statutory Leave Balance Behaviour for the leave type which follow HMRC guidelines. See help guide here on how to set this up.

Leave balance accrues

If your leave balance accrues, input the rate in the Leave Accrual Rate section. We recommend enabling the Automatically create a leave balance of this type for employees. This means that once you tag the staff member with the appropriate tag, they will automatically get a balance of 0 allowing for the calculation to begin.

If you are setting this up now for current staff, you may need to update their starting balance to reflect the correct current balance. For new staff coming on, their starting balance will be 0 and they will start to accrue time off as they work and timesheets are created.

Leave balance deducts

Most commonly this configuration applies to salary staff who have their full leave entitlement available from the beginning of the leave year. Again, it is recommended to also automatically create a balance for this leave type. Very useful all or most of your salary staff start with the same leave entitlement. This configuration will allow you to automatically prorate a staff member's leave entitlement if they came on part way through the year.

Step 4 - Advanced Settings

In this step, choose the rules that matter most to you:

💡 If you would like the balance of this leave to rollback/reset at the start of the new leave year, please see our guide Leave Year Resets to finish configuring.


Step 5 - Payroll Settings

If you want this type of leave to be excluded when exporting to payroll, tick the box in Step 5:


Enter starting leave balances

Please see our guide here on how to enter in the starting leave balances for staff. You have the option to do in bulk or per individual staff member.


After leave is set up

Once you've set your leave year start date, created the leave types, tagged your staff and imported their starting balances, you can view all of it under Reports > Leave Balance Report:

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