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Assigning Hourly Annual Leave to an employee

Assigning Hourly Annual Leave to employee time off, annual leave, Hourly Leave

 How to Enable and Manage Hourly Annual Leave in HRLocker

Before assigning an employee to the Hourly Annual Leave system, it must be enabled by an admin for your company and activated in the employee's office. Here’s how to enable and manage this system in HRLocker.

Overview of the Hourly Annual Leave System

Activation Requirement: Must be enabled for both the company and the relevant office.
  • Full-Year Application: Hourly annual leave must be applied to the full leave year. Switching mid-year will convert all existing leave requests from days into hours based on the number of hours worked according to the employee's work pattern.
  • Display: Annual leave allocation will be displayed in hours rather than days.
  • Allocation: Managers will allocate a set number of annual leave hours for the year.

Assigning Hourly Annual Leave to an Employee

Once Hourly Annual Leave is enabled for the company and relevant offices, you can assign it to employees.

  • Access the Directory:

    • Select Directory from the main menu.
    • Locate the employee.

  • Edit Annual Leave Entitlement:

    • In the employee's summary page, press Edit next to their Annual Leave Entitlement.

  • Select Hourly Leave:

    • From the Leave Type dropdown menu, select Hourly Leave.
    • A popup window will appear asking you to confirm the number of hours in a standard day for annual leave purposes.
    • Enter the required value 


  • Confirm and Allocate Hours:

    • Click Change after entering the value.

Viewing Annual Leave Allocation: Hours vs. Days

When you look at the Time Off graph in HRLocker, you can view employee leave allocation in either hours or days. Here’s what to expect from each view:

Time Off Graph:

  • Hours View: Accurate reflection of leave hours.
  • Days View: The hours divided by the number of hours that were set in a standard day for annual leave.

  • Hours View: This view shows the exact number of leave hours your employees have. It directly reflects the hours they have available for leave, providing an accurate picture of their leave entitlement.

  • Days View: When switching to the days view, HRLocker follows the Working Time Act of 1997, which prohibits deducting fractions of days from an employee's annual leave entitlement. Therefore, if an employee has a fractional leave entitlement (e.g., 0.27 of a day), it will be rounded up to the nearest half-day (e.g., 0.5 days) to comply with the law.

So, in the days view, you might see slightly different numbers because of this rounding to comply with the Working Time Act of 1997.
Since your employees are allocated their leave in hours, the Time Off graph is accurate when viewed in hours. Viewing in days will only be an approximation.

For further assistance or detailed guidance on managing annual leave calculations in HRLocker, please contact HRLocker support.