Company Leave Policy
This guide demonstrates implementing a comprehensive leave policy for a multi-country organization operating in Germany and Singapore using IceHrm.
Policy Overview
For this example, we have offices in two countries with different leave requirements:
| Country | Leave Types |
|---|---|
| Singapore | Annual Leave, Casual Leave, Maternity Leave |
| Germany | Vacation (with experience-based increases), Sick Leave |
Singapore Leave Policy
Annual Leave
Configure annual leave with 14 days per year and full carry forward.
| Setting | Value |
|---|---|
| Name | Annual Leave |
| Leaves per Leave Period | 14 |
| Carry Forward | 100% |
| Maximum Carry Forward | No limit |
| Carry Forward Availability | Indefinite |
Casual Leave
Configure casual leave with 7 days per year and no carry forward.
| Setting | Value |
|---|---|
| Name | Casual Leave |
| Leaves per Leave Period | 7 |
| Carry Forward | Disabled |
Maternity Leave
Configure maternity leave restricted to working mothers only.
| Setting | Value |
|---|---|
| Name | Maternity Leave |
| Maximum Days | 48 |
| Available From | 4 weeks before expected childbirth |
| Leave Group | Singapore Working Mothers |
By assigning maternity leave to the "Singapore Working Mothers" leave group, only employees in that group can apply for this leave type.
Germany Leave Policy
Vacation with Experience-Based Increases
Germany vacation policy provides additional days based on years of experience:
| Experience | Vacation Days |
|---|---|
| Base | 25 days |
| 2+ years | 27 days (+2) |
| 3+ years | 28 days (+1 more) |
| 4+ years | 30 days (+2 more) |
Carry Forward: Limited to 3 months into the new period
Creating Leave Rules for Experience-Based Increases
Use leave rules to grant additional vacation days based on service duration.
Example: 2+ Years Experience Rule
| Setting | Value |
|---|---|
| Leave Type | Vacation |
| Required Experience (Days) | 730 (2 years) |
| Leaves Per Year | 27 |
Create additional rules for 3+ years (1095 days) and 4+ years (1460 days).
Sick Leave
Germany sick leave allows employees to apply beyond their balance.
| Setting | Value |
|---|---|
| Name | Sick Leave |
| Leaves per Leave Period | 14 |
| Apply Beyond Balance | Yes (Unlimited) |
Setting Up Leave Groups
Leave groups segment employees by location and eligibility criteria.
Required Leave Groups
| Group Name | Purpose |
|---|---|
| Singapore | All Singapore employees |
| Germany | All Germany employees |
| Singapore Working Mothers | Female employees eligible for maternity leave |
How to Create
-
Go to Manage > Leave > Leave Groups > Edit Leave Groups
-
Create each group
-
Add employees to appropriate groups
Configuring Work Week
Different countries may have different work weeks.
Singapore Work Week
| Day | Status |
|---|---|
| Monday - Friday | Full Working Day |
| Saturday | Half Day |
| Sunday | Non-Working Day |
Germany Work Week
| Day | Status |
|---|---|
| Monday - Friday | Full Working Day |
| Saturday - Sunday | Non-Working Day |
Managing Paid Time Off (PTO)
Use PTO to adjust leave balances for employees who have already taken leave before system implementation.
Adding PTO Adjustments
-
Go to Manage > Leave > Paid Time Off
-
Click Add New
-
Enter the adjustment:
| Field | Value |
|---|---|
| Employee | Select employee |
| Leave Type | Select leave type |
| Amount | Positive or negative days |
Example
Employee: Jason Wood
Leave Type: Vacation
Amount: -5 days
This reflects 5 vacation days already taken before the system was implemented.
Employee Leave Entitlement View
After configuration, employees can view their leave entitlements.
The system displays:
- Available leave days
- Pending requests
- Leave to be accrued (if accrual is enabled)
- Carried forward days
Complete Policy Summary
Singapore
| Leave Type | Days | Carry Forward |
|---|---|---|
| Annual Leave | 14 | Yes (100%, unlimited) |
| Casual Leave | 7 | No |
| Maternity Leave | 48 | N/A |
Germany
| Leave Type | Days | Carry Forward |
|---|---|---|
| Vacation | 25-30 (experience-based) | Yes (3 months) |
| Sick Leave | 14+ (can exceed) | No |
Quick Reference
| Task | Location |
|---|---|
| Create leave types | Admin > Leave Settings > Leave Types |
| Create leave groups | Manage > Leave > Leave Groups |
| Create leave rules | Admin > Leave Settings > Leave Rules |
| Configure work week | Admin > Leave Settings > Work Week |
| Add PTO adjustments | Manage > Leave > Paid Time Off |
| View employee entitlements | Manage > Leave > Employee Leave List |
Setup Checklist
- Create leave groups for each country/eligibility criteria
- Add employees to appropriate leave groups
- Create leave types for each country
- Configure carry forward settings
- Create leave rules for experience-based increases
- Configure country-specific work weeks
- Add PTO adjustments for existing leave balances
- Verify employee entitlements are correct