Step 1: Select Leave Cycle

A leave cycle is the 12 month period on which time off (vacation or any other type of leave) is calculated and granted to employees in accordance with their employment contract. The start and end of this cycle define when leave balances are refreshed on which employees receive a full allowance of days to consume over the course of the cycle. There are 3 types to choose from:

  1. Calendar Year: Follows standard calendar, starting from 1st January - 31st December for all employees
  2. Custom Cycle: Follows custom 12 month period you select, starting on the same date for all employees. Example: 1st September - 31 August 
  3. Individual Cycle: Follows hire date of individual employees, 12 month period starts on employee's hire date and balance is refreshed every hire date anniversary 

On the document, select your cycle and if custom cycle is selected, insert the start date you wish to refresh leave balances on. Note: the cycle must be the same for all employees. 

Step 2: Define leave policies and allowances

A leave policy is a type of leave such as annual vacation, sick leave, maternity, sabbatical or any other type of leave your employees are entitled to. In Bayzat, you can customize leave policies. The default list includes

  • Vacation - annual vacation/holiday days
  • Sick - standard sick leave days according to labour law
  • Maternity - standard maternity according to labour law 

For each leave type you offer, define the allowance limit allocated which is the maximum number of days for each of the policies:

Example 1: Company A offers the following leave policies:

  • 30 calendar days to all employees
  • a total of 15 sick leave days
  • 45 Maternity days
  • 5 Religious days 
  • 10 days allocated for any other leave purpose

To fill in the time off table for allowances:
 - Vacation Allowance = Column C
 - Sick Allowance = Column I
 - Maternity Allowance =  Column K

Filling in the time off table for employee John Smith in this example would look like this: 

Example 2: Another employee, Isabella Taylor has joined this year in April 2018. As Company A follows a calendar year policy and Isabella has joined 4 months into the calendar year, she does not get the full 30 day allowance. Instead, her allowance will be 20 days ((30 days - 10 days (2.5 days every month)). When the new leave cycle starts, she will get a full 30 in January the following year.
To fill in this example in the sheet:

- Vacation Allowance = Column C
- Prorated Days Allowed = Column D

Following the same logic, you can define allowances for all custom leave types by editing the title of the following additional columns and/or adding new ones if necessary. 

Prorated vacation days only applies for employees hired in this current year and if following a calendar or custom leave cycle.

In the next section, we will look at filling in balances and carry over days.

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