Leave Policy Assignment
Leave Policy Assignment
ERPNext's (Frappe HR) Leave Policy Assignment function allows companies to define rules on how employees may take time off and automatically grant them time off accordingly. It bridges the company's leave rules to every individual employee's specific leave entitlements, ensuring automatic and uniform allocations are being made.
1. Requirements
It is important to ensure that the following records are already created in the system prior to initiating a Leave Policy Assignment. This will ensure that the process goes smoothly and error-free:
Employee: The employee record must contain all of the individual's personal and work details. This will be utilized to determine if they are eligible and when they are scheduled to work.
Leave Policy: The leave policy which applies must be established in advance, with all types of leave and their quantities specifically defined. This means that the system can automatically define the appropriate leave entitlements.
2. Making a Leave Policy Assignment
In order to begin creating an assignment for an employee, navigate to the Leave Policy Assignment list and click on New. This will open up a form in which you select the employee and the leave policy that must be applied.
Select the employee to whom the leave and the leave policy should be applied.
This ensures that the employee receives the time off that they are entitled to per business policy without needing to input it manually.
You have the following options for the field Assignment based on:
If "Assignment based on" is to Leave Period, select the Leave Period that you are using. The "Effective From" and "Effective To" dates will automatically be filled in from the Leave Period you select, ensuring they are accurate.
If you choose "Assignment based on" to Joining Date, the Effective From date will be set automatically to the employee's Date of Joining. This is convenient for new hires during the year.
If you don't enter in "Assignment based on," you must establish both the Effective From and Effective To dates yourself. This allows you to select any duration of time you desire.
Once you have completed all the information, click "Save" and then "Submit" to complete the assignment. When you submit the document, it will become active and ready to use.
When you make a Leave Allocation request, the system will automatically create records for the employee using the selected Leave Policy. So, you won't need to allocate by hand anymore. This automation is not only time-saving, but it also ensures allocation numbers are always accurate.
3. Things to Know
3.1 Assigning Bulk Leave Policies
You can also create Leave Policy Assignments for more than one employee at once in ERPNext. This is very useful in large companies or if lots of people are joining at the same time.
Look at the list of Leave Policy Assignments.
Click on Bulk Leave Policy Assignment to open the feature.
This will take you directly to the Leave Control Panel, from which you can select a Leave Policy, filter staff, and apply it to all of them in one go. This simplifies things considerably for administrators and accelerates the process.
3.2 Giving Out Earned Leaves Leave Policy:
You can also utilize assignments to automatically give out Earned Leaves. This makes sure that leave accruals, which may rely on how long you've been with the company or on rules that are specific to that company, are calculated and awarded correctly without having to be changed by hand every month or quarter.