Employees who take unpaid leave do not usually accrue leave entitlements during their unpaid leave. This means that taking unpaid leave, such as unpaid parental leave or a sabbatical, reduces the basic entitlement to Statutory and Extra-statutory Leave.
In HR Core Business, you can configure unpaid leave in such a way that when it is requested, the basic entitlement to specific other leave types is reduced automatically. To visualize these deducted hours, we have added the Reduced leave hours block to the Leave banlance employee screen.
When accessing the Leave balance screen for an employee who has requested unpaid leave, and the leave scheme states that such unpaid leave means a reduction of leave entitlements for one or more other leave types, the Reduced leave hours block shows the following:
Please note: The information in the Reduced leave hours block is not forwarded to Management Information. We only forward the calculated final balance to Management Information.
The Reduced leave hours block contains the following data.
Leave type that is reduced.
The original basic entitlement for the leave type prior to the deduction.
Basic entitlement reduction
The reduction of the basic entitlement based on the number of unpaid leave hours taken by the employee.
Basic entitlement remaining
The remaining leave after the basic entitlement is reduced.
Basic entitlement age
If applicable, original basic entitlement to age-related hours.
Reduction of age
The reduction of the basic entitlement to age-related hours based on the number of unpaid leave hours taken by the employee.
Remaining age hours
The remaining leave after the basic entitlement to age-related hours is reduced.
Basic entitlement years of service hours
If applicable, original basic entitlement to years of service hours.
Reduction of years of service hours
The reduction of basic entitlement years of service hours based on the number of unpaid leave hours taken by the employee.
Remaining years of service hours
The remaining leave after the basic entitlement to years of service hours is reduced.
If an employee has already taken unpaid leave and the Reduced leave hours block is blank on opening the screen, click the Recalculate button once.
Since August 2022, the law states that employees can take parental leave in the form of part paid and part unpaid leave. To support this correctly, we have ensured that when unpaid leave is taken, the basic right for specific leave types is reduced automatically, if configured correctly.
In a leave scheme, you can configure leave in such a way that when unpaid leave types (source) are taken, the basic entitlement to associated regular leave types (target) is reduced automatically when an employee applies for unpaid leave.
Source and target: the unpaid leave type, such as unpaid parental leave, a sabbatical or unpaid long-term leave, that reduces the basic entitlement is called the source leave. The associated leave type for which the basic entitlement is reduced, is the target leave.
You do this as follows:
In this formula: Annual leave entitlement / Total hours per year * unpaid leave hours taken
In this example: 160 - * (160 / 2080) * 296) = 160 - 22.77 = 137.23
If taking an unpaid leave type should result in reduced basic entitlement to a specific target leave type, set this up for each leave type as described above.
From this release onwards, the new report HR configuration overview is available. It contains information on how leave schemes are set up in HR Core Business. The overview is always an Excel file that is generated for each customer. So you will see the set-up at the corporate level for all companies that are part of a customer.
The HR configuration overview screen allows you to request the following reports. All reports are ticked by default when you open the screen.
The Excel file contains a tab showing the set-up for each overview. The names and order of the overviews on the screen may differ from those in the Excel file. The report does not contain a list of the registration per employee.
More information can be found from release 2023-01 in the online help, topic Overzicht HR inrichting, and in the chapter Rapport - Overzicht HR inrichting of the Handleiding ouderschapsverlof (Parental Leave Manual) which you can download from the community.
Request this report if you want to know how leave is set up in HR Core Business, including intervals from the past.
From this release onwards, the new report Overview leave entitlement is available. This report shows leave composition per employee for all companies that are part of a customer. Among other things, you can see for each employee by which company their salary is paid, their basic entitlement, leave taken, and remaining leave.
Select a Reference date in the Overview leave entitlement screen. Depending on the leave scheme set up, the system checks the leave year in which the reference date falls when generating the report. If you enter the reference date 15-7-xxxx, for instance, and the leave year runs from 1 January xxxx through 31 December xxxx, you will see the leave balance for all employees for the year xxxx. If it is a broken leave year that runs from 1 July xxxx (previous year) through 30 June xxxx (current year), the leave year is shown from 1 July.
More information can be found from release 2023-01 in the online help, topic Verlofsaldo.
Keep in mind that we pass on the calculated final balance to Management Information (MI). This report shows how the calculated leave balance is established.