The system can alert admins on employees (who are granted 10 or more days of leave per year) who have taken less than 5 days of leave per year. In addition, if there is even one employee that applies, a notification shows on the "Attention" section of the Admin Home screen.
The base date for a year is when ten or more days of paid leaves were granted. Half-day leave counts as 0.5 mandatory leave, but hourly leaves do not count.
What is a Base date?
This is a feature related to Japan’s Work Style Reform Law enforced in April 2019. Therefore, the system handles the grant date of leaves after April 2019 as the base date.
The following does not apply as the base date:
John Smith's Leave granted on March 1, 2019 ↑Before April 2019
The following does not apply as the base date:
John Smith's Leave granted on March 1, 2019 ↓Before April 2019
* The base date applies to leaves granted in April 2019 or later. However, it does not matter which leave you to start using, whether you use leaves that were granted earlier or new leaves first, as long as it was earned within one year from the base date. For example, if you still have unused leave granted in April 2018, and take 5 days off, it still counts as 5 days of mandatory leave taken.
Overview of settings
The overview of this feature is as follows.
From the date of granting 10 or more days of paid leave (here referred to as the Base Date), the employee must take at least 5 days of leave within one year (October 1 to the following September 30). The admin can set the notification period within this one-year period.
The above is an example of paid leaves granted once a year. For other types of leave, please refer to the "Additional note" section at the end of this FAQ. Please check it as well.
Requirements for displaying alert on [Attention]
The following setting is required.
Options > Paid vacation grant function: Set to [Apply]
Even if you change the setting above to [Do not apply], you can still view the list of employees obliged to take 5 days leave at [All menu > Workstyle reform alert > 5 Days Mandatory Leave].
What you see on this screen is only data that matches the conditions applied to the alert in the [Attention] column in the home screen.
Please take note you cannot turn the 5 day mandatory leave feature off.
If you wish to hide the alert in the [Attention] column in the home screen, please leave the field at [Workstyle reform settings > 5 Days Mandatory Leave > Mandatory Holiday Alert] blank.
1. Go to [Settings > Others > Workstyle reform settings] and click on the [5 Days Mandatory Leave] tab.
2. Specify how many days before the expiration date to show the notification at [Attention]. Then click [Registration] to save.
For example, if you set the period to  days, the notification shows in the [Attention] column of the management screen 60 days before the leave expiry date. If the leave is valid from October 1 to September 30 of the following year, the notification will show on August 2, 60 days before September 30.
To check for employees who apply to the alert
1. If there are employees who have not taken 5 or more days of leave by the date specified in [Mandatory Holiday Alert], a [5 Days Mandatory Leave] notification appears in the home screen of the management screen.
* For general admins to view this alert, the admin requires the [View only] privileges under [Division/Employee type Management Rights > Actual result/Time record].
2. Click on [5 Days Mandatory Leave] and view [Unused]. The screen shows the list of employees who have not taken at least 5 days of leave and how many leaves they have already taken. You can also view this screen from [All menu > Workstyle reform alert > 5 Days Mandatory Leave].
* Base Date 2 refers to the date on which leave is granted within less than a year after the initial grant.
* The [Unused (Before alert)] filters the list of employees who have not reached the alert date but have not taken enough leaves yet. You can use the [Used] filter to view the list of employees who have taken enough leaves.
Admins may grant leaves in advance, and there may be cases where the validity period of leaves granted on a different day are overlapping. This section explains how to handle such cases.
When 10 days or more leaves are granted in advance
The first auto-grant of leave is 6 months after the employee’s hire date. However, the admin may manually grant leave on the hire date and may not grant the annual leave for the first year. A minimum of 5 days of leave must be taken with the base date being the day on which 10 or more days of leave are granted in advance.
In the diagram above, the first set of leave (10 days of leave) is granted on the hire date of April 1, and the annual leave available half a year later is dismissed. In this case, April 1 is regarded as the base date. The employee must take 5 days or more leaves during the period starting from April 1 to the end of March of the following year.
When a part of leave is granted in advance and the the effective periods overlap
In some cases, the admin may manually grant leave immediately after the hire date and also grant annual leave for the first year. The system handles the latest grant date as the base date. An employee must take a minimum of 5 days of leave (including the leaves that were granted before the base date) the total number of leaves granted adds up to 10 days or more. If leave is manually granted before the initial auto grant date, and the effective period overlaps with that of the leaves automatically granted, adding up to a total of 10 or more days of leave, they apply to the 5-day mandatory leave alert.
In the diagram above, the admin granted 5 days of leave manually on April 1, then granted 5 days annual leave for the first year on October 1. The total number of leaves is 10 days. The base date is October 1, which makes the effective period October 1 to September 30 of the following year. Leaves that are granted partially in advance and fall into two overlapping effective periods apply to the mandatory leave alert if they are granted after April 2019.
When effective periods overlap
If the grant date of the second set of leaves may fall within the first year (This may apply to customers who grant leaves based on the base date.) In this case, the effective period is extended because of the second grant. Therefore, the number of obligatory acquisition days will increase in line with the extension ratio.
In the diagram above, leaves are granted on April 1, less than one year after the initial grant on October 1. In this case, the effective period is extended until March 31 of the following year. As a result, employees are required to take 18 months ÷ 12 × 5 = 7.5 days as per the 18 months period. The system regards October 1 as the first base date and April 1 as the second base date. The alert applies to leaves granted on or after April 2019.
There may be other variations of cases other than the examples listed above. If you have been granted leave after April 2019 but do not show in Alert, please contact us using the contact form and provide information on the employee concerned.