What is Leaves Module 

The Leaves Module, is where Admins can digitalised the Leave application and management process for the company. Admins are able configure leave policies accordingly, view and manage employee's leave requests and balances as well as configure the approval routings. There are several steps that must be completed in Setting up the Leaves Module : 

1. Complete Set Up of People Module 

2. Set Up Approval Routings

3. Set Up Work Days

4. Set Up Holidays 

5. Set Up Leave Policies

6. Import Leave Requests

7. Modify Leave Balances if needed

8. Configure Leave Request Limit if needed

What are Holidays

Holidays are a setting in the Leaves Module where admins can set up the Public Holidays or Company Holidays that are observed in different offices/locations in their company. This is important to ensure that employees do not apply for leaves on days where they are not meant to be working, and can apply for Replacement Credits to replace days non-working days that they have been required to work. As different companies, or even different locations in a company may observe different gazetted public holidays, this function helps Admins customise the non-working days accordingly. 

How to Set Up Holidays

There are two Sections to Holidays that Admins Need to Configure

  • Public Holidays - Holidays that have been Gazetted by the government
  • Company Holidays - Holidays created and observed by the Company (such as extra/replacement holidays, or special company related events)

   1) Public Holidays 

At the start of every year, admins will have to review the public holidays applicable to the company and update accordingly. For example, if your office is in Johor, you will see all relevant national and state holidays have been selected.

For states that observe the Saturday-Sunday weekend, Public Holidays that fall on a Sunday will be replaced with holiday on Monday. Replacement of Public Holidays that fall on an Off Day is up to company policies.

Apart from Malaysia, altHR can also accommodate the following countries’ public holidays:

  • Myanmar
  • Singapore
  • South Korea
  • Philippines
  • Indonesia
  • Taiwan
  • Thailand
  • Vietnam

1. On your admin dashboard, head to the left panel. Click Leaves > Settings.

2. Click the Holidays tab on the top panel.

3. Click the Public Holidays tab.

4. Select the office you wish to edit and click Edit / Set for the year you need to edit. (Note: If you do not see offices/ branches here, you have not set them up yet. Learn how to set the offices up.)

5. From the preset public holidays for the specific location, decide whethere you'd like to make it available by toggling on or off.

6. Confirm by clicking on Save.

2) Company Holidays

The system does NOT automatically update leave balance to reflect this change

For example, if the company declares the 1st of April a holiday, employees who had already applied for 1st April do not get 1 day credited back into their balance. 

What to do in such situation?

Situation 1: If the company holiday has not arrived yet and the leave on 1st of April has been approved, either admin or employee would have to cancel the approved leave.

Situation 2: If the company holiday has not arrived yet and the leave on 1st of April has not been approved, either admin or employee can choose to withdraw the pending leave request.

Situation 3: If the company holiday has passed and the leave has been approved, then the employee's leave balance will be 1 day less. Admin would need to rectify it by adding one more day back to the employee's annual leave or add a replacement credit. This depends on your company's policy.

1. On your admin dashboard, head to the left panel. Click Leaves > Settings.

2. Click the Holidays tab on the top panel.

3. Click the Company Holidays tab.

4. Click the Create Company Holiday button.

5. Fill in the Holiday Name and select the date.

6. Tick off "Repeat Every Year" if this holiday applies every year.

7. Decide whether you'd like to apply it company wide. If it's only applied to certain country, click No and select the country / office / state that the company holiday applies.

8. Confirm by clicking on Save.