This article will explain on how employees can submit comp leave requests by swapping workdays (weekdays) and holidays (statutory and non-statutory holidays) in the schedule request.
Table of Content
- Requirements
- Preconfiguration
- Employee operation (Application request)
- Administrator operation (Approval)
- Approval result
Requirements
1. The Full-day leave management method must be Leave type method
This feature is available in environments where the leave management method is the [Leave type] method. Please refer to this article to check which leave management method you are using.
To customers using the [Pattern method]
With the new [Leave type method], the initial setup is more straightforward, the application is simpler, and various new features are available.
We recommend applying the Leave type method.
Please take a look at the benefits of switching to this method and the specification details in this article.
2. Holiday: [Public holiday] and Workday type: [Legal holiday (Legal holiday)] or [Non-legal holiday (Non-legal holiday)] must be assigned
You must assign [Public holiday] for holidays and [Legal holiday (Legal holiday)] or [Non-legal holiday (Non-legal holiday)] for Workday type.
1. Create [Public holiday]
If you need to create a new "Public holiday," please follow the instructions in this article (the name of the leave does not have to be "Public holiday”).
2. Assign a public holiday schedule
Assign the following schedule for public holidays in advance.
- Vacation: [Public holiday (Full day leave)]
- Workday type: [Legal time-off] or [Non-legal time-off]
When holidays are on a specific day of the week
Please set up the Auto schedule settings manually as described in this article.
If you are applying the shift system, for example, and do not have regular holidays:
Please set it up manually as described in this article.
Preconfiguration
1. Go to Home screen > Settings > Schedule > [Leave type settings] > [Create new], then enter as follows.
| No. | Item | Description |
|---|---|---|
| 1 | Name | Enter the name of the leave type (e.g. Comp leave) |
| 2 | Half-day vacation | It is recommended that you select "Do not apply”. This is because Japan’s Labor Standards Law does not allow granting comp leaves in two halves when an employee works on a statutory holiday. |
| 3 | Leave Balance Adjustments | Select [Add]. |
| 4 | Comp Leave Request | Select [Apply]. |
| 5 | Request Period | Enter an integer greater than or equal to 1 for the maximum period between the date of the workday on holiday and the date of the comp leave taken. You can specify the period in days or months. |
| 6 | Leave Type |
Specify the [Leave Type] (e.g. Public holiday). You can select an additive type of Leave type registered in your environment. * You cannot select Paid leave and Comp leave. |
| 7 | Leave by hours | It is recommended that you select "Do not apply”. This is because Japan’s Labor Standards Law does not allow granting comp leaves in hours when an employee works on a statutory holiday. |
2. Set other items as needed, and then click [Registration].
Employee operation (Application request)
This section explains how to apply for a compensatory workday and a comp leave.
Example
Saturday, March 5 was a public holiday but became a work day. The employee wishes to take comp leave on March 3 (Thursday).
To Submit a request from a PC
1. Sign in to your time card using the browser on the PC.
2. Click on the [≡] button on March 3 and select [Comp Leave Request].
Note
The [Comp Leave Request] option is displayed when all of the following conditions are met.
1. Workday type is set to [Legal time-off] or [Non-legal time-off]
2. The leave type specified as the [Leave Type] when creating the comp leave applied to the schedule.
3. The leave type is set to full-day leave.
3. Enter the information as shown below and click [Comp Leave Request].
| Item | Description |
|---|---|
| Comp Leave Date |
Select Thursday, March 3. * You can only select a day of which workday type is [Weekday]. |
| Comp Leave Type | Specify the [Leave Type] for the comp leave. |
| Request message | Enter a message to the admin. |
4. After the request, [Request] shows on holiday work date and the comp leave request date.
To submit requests from cell phones and smartphones
1. Sign in to the Employee screen with your cell phone or smartphone.
2. Go to [Request for each type] > [Comp leave request].
3. Select the date of the substitution workday (Sunday, March 5) from the calendar.
| Item | Description |
|---|---|
| Comp Leave Date |
Select Thursday, March 3. * You can only select a day of which workday type is [Weekday]. |
| Comp Leave Type | Specify the [Leave Type] for the comp leave. |
| Request message | Enter a message to the admin. |
4. A confirmation screen will appear. Click [Submit].
Administrator operation (Approval)
This section explains how to approve a substitution workday or comp leave request.
1. [Comp leave request] shows in the [Attention] section in the Home screen when an employee submits the request.
2. Confirm the details of the employee and his/her request (e.g. Substitution workday, comp leave date, the leave type of the comp leave and request message, etc.), and click [Approve] or [Reject].
Approval result
Once the request has been approved, it will be applied to the schedule as follows.
| No. | Item | Description |
|---|---|---|
| 1 | Comp Leave Date | A full-day comp leave is registered. In addition, the schedule (pattern, scheduled clock-in/out time, etc.) and the workday type originally registered for the substitute workday are applied. |
| 2 | Substitute Workday | The schedule originally registered on the comp leave day is registered. The workday type is Weekday. |