The period in which leave accrues, and/or becomes an entitlement to take leave, varies for each country. In some cases, the leave year may also vary between different types of leave within the same country. To support that, FastTrack360 provides the ability to create configurable twelve-month periods that are known as leave years.
A leave year is created in the system by specifying an initial start date for the repeating twelve-month calendar period. For example, setting the start date to 1 February 2024 will result in the creation of an initial leave year period covering the date range 01/02/2024 - 31/01/2025, which is automatically flagged as the current open leave year. When that initial leave year is closed, the system automatically flags the next twelve calendar month period, in this case 01/02/2025 - 31/01/2026, as the current open period.
Multiple leave years can be configured, each with a different twelve calendar month cycle, for each country that your business manages leave for.
Once a leave year is configured, it can referenced by different condition types within specific leave rules for leave types that are configured in Leave > Maintenance > Leave Type, as described in the table below.
Rule Type | Condition Type | Description |
|---|---|---|
Transfer Rule | Transfer On | Can be used to transfer accrued leave into an entitlement on close of a specific leave yearThis rule and condition type combination can be configured to reference a specific type of leave year so that leave that has accrued is transferred into an entitlement to take leave whenever that leave year is closed. For more information, see Closing a Leave Year below. |
Transfer After | Can be used to trigger This rule and condition type combination can be configured to reference a specific leave year so that once a defined qualification period has elapsed, and there has been an initial transfer of accrued leave after a certain period has elapsed after the specific leave yearleave into an entitlement to take leave, a transfer from accrual into entitlement will continue to occur once within the specified leave year from that point onward. | |
Rule Not Applied Before | Can be used to transfer accrued leave into an entitlement if a transfer has not already occurred during a specific This rule and condition type combination can be configured to reference a specific leave year so that leave that has accrued is transferred into an entitlement to take leave only once within the specified leave year. | |
Reset Rule | Reset On | Can be used to clear down This rule and condition type combination can be configured to reference a leave year so that the balance of leave when accrued leave is reset (cleared down) whenever a specific leave year is closed. For more information, see Closing a Leave Year below. |
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In this scenario, irrespective of the fact that the last pay period is processed after the close of the 2024 leave year, a payee’s leave balance for the purposes of paying any Annual Holiday leave taken during that last pay period of the leave year is based on the balance as at 29/12/2024. That is, the balance prior to the leave year close and resetting of entitlement balances that occurs on 31/12/2024 and prior to any leave that may have already accrued in the next period (30/12/2024 - 05/01/2025), which is allocated to the 2025 leave year.
Closing a Leave Year
If you have configured leave that is reliant on leave years, each leave year must be closed manually each time the corresponding twelve-month period concludes. That allows any leave Transfer or Reset Rules, which are configured to trigger on close of a leave year as described in the table above, to be triggered by the Leave Service so that leave balances can be transferred or cleared down respectively.
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To create a leave year, follow the steps below.
Step | Procedure | |
|---|---|---|
1. | Navigate to Leave > Maintenance > Leave Year. The Leave Year screen is displayed. | |
2. | Click Add. The Leave Year Entry screen opens. |  |
3. | In the Country field, select the country to which the leave year applies or skip this step if the relevant country is already selected by default. | |
4. | In the Name field, key a descriptive name for the leave year. This name will appear in dropdown lists wherever a leave year can be selected, such as within conditions of leave transfer and reset rules. | |
5. | In the Leave Date field, key the date on which the first leave year cycle begins. This must be keyed in the format dd/mm/yyyy. Alternatively, click on the calendar button and use the calendar control to select the relevant start date. |
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6. | Click Save. The leave year is created, the first twelve calendar-month cycle is flagged as open and the Leave Year Entry screen closes. |  |
How to Close a Leave Year
To close a leave year, follow the steps below.
Step | Procedure | |||
|---|---|---|---|---|
Navigate to Leave > Maintenance > Leave Year. The Leave Year screen is displayed. | ||||
In the Search section of the screen, key or select as much information about the relevant leave year and click Search. Existing leave years that match the search criteria you have specified are listed in the Results section of the screen. |
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Click Edit against the row in the search results that corresponds to the leave year that is to be closed. The Leave Year Entry screen is displayed. |
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Click Close Leave Year. A confirmation message is displayed, prompting you to confirm the closing of the current open leave year. |
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To continue to close the leave year, click Yes.
The confirmation message closes, the current leave year is flagged as closes and the next leave year in the cycle is flagged as the current open leave year. |
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