The following are some frequently asked questions that we often encounter:
Can I track leave in hours instead of days for my part-time employees in Talenox?
How do I set up a leave type where the entitlement and balance are shown in hours?
If an employee applies for a half day on an Hourly leave type, how many hours are deducted?
What is an Hourly leave type?
By default, every leave type in Talenox is tracked in days. An Hourly leave type lets you keep a leave type's entitlement and balance in hours instead.
This matters for part-time or hourly-rated employees. A part-timer working 4-hour days previously had their balance and deductions based on full days, so their leave didn't reflect how much they actually work. With an Hourly leave type, entitlement, balance, adjustments and carry-forward are all matched to the employee's actual working day.
Hourly leave types are opt-in. Your existing day-based leave types, leave applications, payroll and payslips are not affected, and no historical leave data needs to be converted.
Here are the steps:
Step 1: Create the Hourly leave type
Go to Leave > Manage my leave policies > Settings > 'Leave Types' tab > New Leave Type.
Under Leave Type, select Hourly from the dropdown, then give it a Leave Type Name (e.g. Hourly Annual Leave). Add Remarks if needed.
---
Step 2: Configure working hours per day
Enter the employee's working hours per day. This defaults to 8 and can be changed to match the employee's actual working day (e.g. 4 for a half-day part-timer).
Talenox uses this figure to convert leave applications into hours, so make sure it reflects the employee's real schedule.
----
Step 3: Set the entitlement in hours
Enter the leave entitlement in hours (e.g. 56 hours a year). Balances, adjustments and carry-forward for this leave type will all be displayed in hours.
----
Step 4: Add the leave type to a leave grade
Once the leave type is saved, assign it to the relevant employees through their leave grade at Leave > Manage my leave policies > Settings > 'Leave Grades' tab.
----
How employees apply for Hourly leave
Nothing changes for employees.
They apply for leave exactly as they do today, by selecting the dates and choosing All Day or half day.
Behind the scenes, the application is still recorded in days, and Talenox converts it to hours based on the working hours per day set in Step 2.
Example: With working hours per day set to 8, a half-day application deducts 4 hours. A full day plus a half day deducts 12 hours.
The leave summary panel will show the Entitlement Balance and No. of Hours applied in hours.
All Day selection (8 hours):
Half Day selection (4 hours):
Things to note:
Leave emails and Google Calendar entries for Hourly leave types will also show the amounts in hours.
Leave adjustments
Leave adjustments for Hourly leave types work the same way as before. The only difference is that the amount you adjust is entered and displayed in hours instead of days.
Things to note:
Existing leave types cannot be switched to Hourly - create a new Hourly leave type and assign it to the relevant employees instead.