🟡 This feature is currently limited to select Planday organisations or regions, with full availability gradually extending to all.

🔓 Access level in Planday: Administrator

🌐 Subscription plan: Plus, Pro, Enterprise

⏱️ Reading time: 2 min.

ℹ️ Important read:Get to know Planday's leave management to find out which leave set-up fits your needs.

✅ Required steps:How to create and edit employees ; How to create or edit employee types

It is your responsibility to ensure compliance with the relevant rules for leave and to configure Planday to be suitable for the particular circumstances of your organisation and employees. If you are unsure, please obtain professional legal advice.

What are predefined leave policies

Policies outline the conditions for your employees' leave and time off in lieu (TOIL). Leave policies have rules that determine accrual, pay, duration, etc. These policies are the basis for your employees' leave accounts, which are used to track their balances and leave requests.

For some regions, Planday offers suggestions of the most commonly used rules for leave in your country. Using these predefined policies can save you set-up time if you are looking for accurate and compliant leave management within Planday.

You can access these leave policies by going to Setting > Leave & overtime > Policies > Create policy.

Leave policy suggestions, if available, will be presented to you during the setup. If no local policies are available, you will be asked to set up a custom policy.

Predefined policies for the UK

For the UK, Planday offers the most commonly used rules for annual leave in your country. Using the predefined policies, you can save on set-up time and quickly create an Annual Leave (Fixed) policy or an Accrued leave policy (for your irregular and part-year workers). 1️⃣

Select a policy and enter basic policy details to quickly set up time-off rules for your employees. Some settings are turned off during the set-up to help you get started quickly. You can always edit the policy later to customise it for your needs if needed.

If you have irregular workers or part-year workers with irregular shift patterns, you should choose:

Either “Annual leave (hourly - 12,07%)”
Or “Annual leave (hourly rolled-up)”.

Read more about this in How to set up the UK 2024 accrual method.

Tip:

You’ll be able to identify the policies which are based on a suggestion thanks to the “Preset” tag visible on the list of policies.
If a predefined policy is outdated and no longer in line with the current regulations, this will also be shown thanks to the “Outdated” tag. In that case, you should consider moving to a new policy to remain compliant.

Follow the steps in How to create leave accounts for your employees and apply your policies.

Manage organisations without suggested policies

If the available policies don't match your business requirements or we don't have policy suggestions for your region, you can create a custom policy 2️⃣ using the advanced setup. See the guides below:

How to edit a leave policy

The suggested policies have some fields pre-filled for ease of set-up. Once a policy is created, you can edit it by going to Settings > Leave & overtime > Policies > click on a policy name to edit it or press the Edit icon.

You can also edit it under Schedule > Leave accounts > Manage leave > Manage policies.

You can now make your changes to the policy. You may:

Edit the Standard rules (Opening balance, Accruing rate and Monetary payout)
Add Optional rules (departments, employee groups, employee types it applies to, automatic creation of accounts, carry over, negative balance, etc.)

Note: You cannot change a previously created policy’s accrual from days to hours.

How to delete a leave policy

Before deleting, make sure that there are no active accounts using this policy that you want to keep. Export their balances and make sure that you've processed all pending requests on the accounts that will be inactive.

To delete a policy, go to Settings > Leave & overtime > Policies > click on a policy name to edit it, then press Delete.

If you only delete the policy, this will not delete the leave accounts created from it, but they’ll become inactive and holiday bookings will no longer be possible from them.

Please note that a deleted leave policy cannot be reinstated.

See related articles:

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