Leave types

A leave type is one bookable kind of leave — Annual, Sick, Hospitalisation, Maternity, Unpaid, Off-in-Lieu. Go to Leave → Settings; Leave types is the first tab and the default landing page.

Note

A new Malaysian organization is seeded with seven types on first setup: AL Annual Leave, SL Sick Leave, HL Hospitalization Leave, ML Maternity Leave, PL Paternity Leave, UL Unpaid Leave and OIL Off-in-Lieu, each with an organization-wide policy reflecting Employment Act 1955 minimums. Carry-forward starts at 0 on all of them — nothing rolls over until you configure it.

The list

Each row shows the name, the code, and an attribute line such as Paid · Doc required · Reason required. Disabled types are dimmed and carry a Disabled badge. The whole row opens the editor.

There’s no search, filter or sort here — enabled and disabled types are listed together.

Create a type

Select Add leave type.

1. Name and Code — both required. The code is the short form used in reports and CSV imports (AL, MC). Neither can be changed afterwards.

2. Tick the behaviour you need: Paid leave (on by default), Requires supporting document, Requires reason, Prorate entitlement for mid-year joiners (on by default).

3. Leave year — Calendar (Jan 1 – Dec 31), Financial year, or Anniversary (employee’s join date). Picking Financial year reveals Financial year — start month.

4. Accrual — Upfront, Monthly (1/12 per month), or Manual grant.

5. Select Create.

You land straight in the type editor to finish the configuration. Everything else — including the entitlement policy — is set there.

The editor

The header shows the name, an Enabled or Disabled pill, and the code. The button on the right toggles the type: Disable or Enable, applied immediately with no confirmation.

Caution

Disabling a type is refused while requests of that type are still pending — This leave type has pending requests. Approve, reject, or withdraw them before disabling. Once disabled, existing approved leave is untouched, but nobody can apply and approvers can’t approve an in-flight request.

The editor has two independent halves that save separately: the Settings card and the Policy card. This page covers Settings; see Entitlement policies for the Policy matrix.

Basic settings

Field	Effect
Paid leave	When off, days on this type are treated as leave without pay and deducted in payroll.
Requires supporting document	Applications must carry an attachment. Also the trigger for the AI document check.
Requires reason	The reason field becomes mandatory.
Allowed during employment probation	When off, employees whose employment type is probation cannot use this type.
Covering colleague	Disabled, Optional or Required — whether an applicant may or must name someone to cover their work. Half-day requests are exempt even when set to Required.
Covering colleague can’t take leave for the same dates	Shown when coverage isn’t Disabled. Blocks the nominated colleague from booking their own leave over the days they’re covering. Off by default, which records cover for reference only.
Restrict to	Anyone, Male only or Female only. Used for maternity and paternity leave, which are seeded restricted.

Whether or not you tick that box, nobody can name a colleague who is already on leave for the requested dates — the picker greys them out with — on leave then, and a submit naming one is refused. A nomination that’s void the moment it’s made was never what the applicant meant.

The nominated colleague is notified either way, so a commitment is never made in someone’s name without telling them — and they’re notified again if the cover is later moved to someone else.

Tip

Setting coverage to Required only makes the field mandatory. If you need cover to actually mean someone is present, tick the box as well — otherwise the named colleague is free to book the same days the moment after they’re named.

Caution

Changing Restrict to on a type people already use takes effect immediately for new applications — newly-ineligible employees can’t apply. Requests already in flight are not affected and can still be approved, so check for any in progress if the restriction is meant to close a loophole rather than fix a typo. Existing balances are left untouched, and clearing the restriction reverses it.

Accrual & leave year

A collapsed section — its summary line reads like Calendar year · Upfront · Prorated for joiners.

• Leave year — the 12-month window over which entitlement is granted and carry-forward calculated. The ⓘ button explains all three options with a comparison table. Calendar is easiest to administer; Anniversary gives new joiners a clean 12 months from day one and needs no proration.
• Start month — only for Financial year.
• Accrual — Upfront makes the full year available on day 1; Monthly credits a twelfth per month, anchored on the window start rather than January; Manual grant is off-in-lieu, where HR issues grants instead.
• Default expiry — only for Manual grant. Pre-fills the expiry on new grants. HR can override per-grant. Leave blank for no default.
• Carry-forward expires — how many months into the new leave year carried days survive before being forfeited. Blank means they never expire. This is the deadline the Carry-forward expiry action on the Year-end tab acts on, so with nothing set here that action has nothing to forfeit. How many days carry over is separate, and is set per scope on the policy matrix.
• Tenure band promotion — Yearly or Pro-rated. See Entitlement policies.
• Prorate entitlement for mid-year joiners — hidden entirely on Anniversary types, since their windows are already full years. When on, two sub-settings appear:
  • Proration basis — By days, By month (lenient) or By month (strict).
  • Sub-half rounding — Round down, Round to half-day or Round up, applied only to fractions below half a day.

Each of these has an ⓘ button with a worked example. They’re worth reading before changing anything, because they change everybody’s entitlement.

Caution

Sick, hospitalisation, maternity and paternity leave show a red banner: these are statutory entitlements under the Employment Act 1955, tracked strictly on the calendar year and not to be prorated for mid-year joiners. The banner is advisory — nothing is locked.

Notice tiers & backdating

• Base min notice (working days) — Used when no tier below matches. Notice is counted in working days from today up to the day before the leave starts, on the employee’s own shift and the organization’s holiday calendar. A Friday submission for Monday leave gives 1 day of notice, not 3.
• Longer-leave notice tiers — a ladder for “longer leave needs more warning”. Each row reads When requested ≥ [3] day(s), require [5] working days notice. Up to five tiers. Add tier suggests safe values; the trash icon removes one.
• Max backdate (days) — how far into the past an employee may file. Blank means unlimited.

Tiers are validated on save. A tier may not require less notice than the base, two tiers may not share a threshold, and notice must not decrease as duration increases. Equal notice across tiers is fine.

Note

Minimum notice is skipped entirely when a leave admin files on someone’s behalf — HR is the escalation path the rule points at. Every other rule still applies. Backdating limits are also skipped for min-notice purposes: a backdated request is governed by Max backdate instead.

Cancellation rules

• Let employees cancel their own approved and upcoming leave — the master switch. When off, employees are told to contact HR, and only a leave admin can cancel on their behalf. The ⓘ dialog is clear that this doesn’t affect withdrawing a pending request, which employees can always do.
• Cancellation goes through approval workflow — when off, self-cancel takes effect immediately and balance is restored without a second approval round.
• Base min notice to cancel (days) and Longer-leave cancel tiers — the same ladder mechanism as the apply side.

Cancel notice is enforced even when cancellation doesn’t need approval. A leave admin acting on an employee’s behalf bypasses both the self-cancel switch and the notice window.

Saving

The Settings card has Reset and Save in its footer, both disabled until something changes. Only the changed fields are sent.

Caution

There is no unsaved-change guard. Navigating away — including via the back link — silently discards your edits. Save before you leave the page.

Saving also does not retroactively recompute anybody’s balances. After changing the leave year, accrual, proration, rounding or band-promotion settings, run Recompute balances from the Settings tab.

Org-level leave settings

The Settings tab of Leave → Settings holds settings that apply across every leave type.

Leave visibility on the calendar — Controls which approved leaves non-HR employees can see. HR always sees everything. Options: All employees, Same department only, Off (HR only).

Below it, the Recompute leave balances card reseeds entitled and carry-forward days for every active employee and enabled leave type for a chosen Year. Manual adjustments, used and pending days are all preserved. Run it after changing tenure dates, policies, or importing employees.