Vacation and Leave

How leave works in Bizmagnet

Every kind of leave (annual vacation, sick leave, emergency leave, maternity leave, unpaid leave…) is a leave type. Each employee has an entitlement for each leave type: an opening balance plus a number of days per year. When HR records leave, the days are taken from that balance and the payroll pays or deducts the days automatically.

The leave year is the calendar year (1 January to 31 December). Depending on your company settings, this year's entitlement is either the full annual days from 1 January, or the days earned up to the vacation start date (for example 30 days a year ÷ 365 × days worked so far).

1. Set up leave types (Leave Configuration)

Create one leave type for each kind of leave your company gives.

Open Leave Configuration, click Create Leave Config, fill the fields and click Save. The Calculations button in the list shows which salary parts a leave type uses.

How the leave pays

• Paid leave: pay for the leave = (salary parts ticked on the leave type) × leave days ÷ days in the month.
• Unpaid leave: the leave days are deducted from the month's salary according to Ded. for 1st Day %.

2. Check or correct an employee's entitlement

When you create a new employee, Bizmagnet automatically gives them an entitlement for every leave type that applies to them. If they join mid-year, the opening days are worked out in proportion (rounded to half a day).

To see or correct one employee's entitlement, open Office Absence Entitlement:

1. Choose the leave type in Office Absence Type (the list stays empty until you do) and click Refresh.
2. Click the edit icon next to the employee, or click Create Office Absence Entitlement and pick the type and employee.
3. Enter the figures: Opening Date (the date the balance applies from), Opening Days (days brought forward), Entitled Days (days per year). Total is calculated for you.
4. Click Save. Only whole numbers are accepted.

3. Record a vacation (Vacation Entry)

Use Vacation Entry to record leave that has been approved.

1. Click Create Vacation on the Vacation Entry List.
2. Select the Employee Code, then the Vacation Type (only leave types with "Deduct Leave From Annual Vacation" for the employee's company are shown).
3. Enter the Vacation Start Date and End Date. The Hijri dates fill in automatically.
4. Check the figures that appear:
   • Total Vacation Days – opening + adjustments + this year's entitlement
   • Days Consumed – days already taken of this type
   • Approved Days – calendar days from start to end, minus public holidays
   • Balance Days – what is left after this vacation
5. Tick En Cash only if the employee is being paid for the days instead of taking them off.
6. Optionally fill the Requested section (who asked, when, remarks) and Remarks, then click Save. You'll see "Vacation Entry Created" with the document number.

• Public holidays set on the employee's pay group are not counted in Approved Days. Weekly days off are counted.
• Overlaps are blocked: "Employee Already had Vacation Entry in the selected date".
• After payroll: once the month's payroll has included the vacation, the entry can only be viewed, not edited or deleted.
• After return: a vacation that has a Vacation Return can't be deleted.

4. Pay leave salary in advance (Vacation Salary Generation)

In many companies an employee going on annual leave receives the salary for the leave days, and the salary for the days worked that month, before they travel. Use Vacation Salary Generation for this, and also for leave that is encashed.

1. Click Create Vacation salary generation and choose the Ref Vacation No. (the Vacation Entry). The employee, leave dates, approved days, last day of work and "Salary Upto (Due Back for Duty)" are filled for you.
2. Tick Advance if the employee is leaving now and will return later. (EnCash is ticked for you if the vacation was entered as encashed.)
3. Click Generate Regular Salary to calculate the salary for the days worked in the vacation month (overtime, deductions and loan instalment included). Tick Include Loan In Regular Salary first if the month's loan instalment should be recovered now.
4. Click Generate Vacation Salary to calculate the leave pay.
5. Click Save. The amounts become the employee's payroll for that month.

If the regular payroll for that employee and month already exists, you'll see "Already generated payroll". The ticket amount shown on this screen is for information only and is not added to the pay.

5. Record the return to work (Vacation Return)

When an employee who received advance vacation salary comes back, record it in Vacation Return.

1. Click Create Vacation Return and pick the Vacation. Only vacations with an advance vacation salary that have not been returned are listed.
2. Enter the Joining Date – the day the employee actually came back. Exceeded Days is calculated: positive = came back late, negative = came back early.
3. Keep Re-activate Employee ticked (default) so the employee is active again and included in payroll.
4. If the employee came back early:
   • tick Add Days To Vacation Balance to give the unused days back to the balance, and
   • tick Deduct Amount From Payroll to recover the advance pay for those days in the next payroll.
5. Click Save.

6. Add days to a balance (Office Absence Adjustment)

Use Office Absence Adjustment to give an employee extra days, for example compensation days for working on a holiday.

1. Click Create Entry.
2. Choose the Employee and the Vacation Type, enter the Days and a Remark explaining why.
3. Click Save. The days are added to the balance for the year of the adjustment date.

7. See an employee's leave history (Vacation Inquiry)

Open Vacation Inquiry, select the employee and leave type, and click Refresh. You'll see:

• Vacation History – every opening balance, vacation, absence and adjustment;
• Loan History – loans still being repaid (useful before approving leave salary);
• a status chip Vacation if the employee is on leave now, or Not Return if an earlier vacation has no return recorded.

For the exact balance of a leave type, start a Vacation Entry for the employee: Total Vacation Days, Days Consumed and Balance Days show the current position. Leave and balance reports are listed in HR Reports.

Practical scenarios