Service Incentive Leaves#

The Leave Types List#

Instead of assigning employees one by one, you can add an Auto-assign rules tab rule that enrols every matching employee in a leave plan automatically; open a leave type's plan to find the tabs. The plan list then also has Manually assigned and Auto-assigned (rules) tabs. See Auto-assign Rules.

The screen opens on the Active tab, listing every leave type as a row with its name, code, description (if set), and the number of active plans attached to it. Click a row to open that leave type's detail page, where its plans are managed.

An Archived tab lists leave types that have been archived.

• Create Leave Type — opens the form to add a new leave type. Requires the Service Incentive Leave Create permission.

Running Leave Renewals Now#

A Run renewals now button appears on the Active tab (next to Create Leave Type) for users with the Service Incentive Leave Update permission.

Leave accruals and annual renewals normally process automatically, once a day, for every employee leave plan in the company. Run renewals now lets you trigger that same process immediately — useful right after you change a plan's credit settings and don't want to wait for the next automatic run.

1. Click Run renewals now.
2. A confirmation dialog explains that this processes today's leave accruals and renewals for every plan in the company, so credit balances may change, and that it is safe to run more than once.
3. Click Run renewals now in the dialog to confirm.

The action is safe to repeat: a plan that already received this month's monthly accrual, or this cycle's annual renewal, is skipped and won't be double-credited.

How Monthly Accrual Works#

A leave plan can grant credits two ways, and both can be active on the same plan at the same time:

• Renewal Type (Hiring Anniversary, Start of Year, Monthly, or Custom Date) — grants the plan's annual credits once per renewal cycle, on the date the renewal type determines.
• Monthly Accrual Credits — if this is set above 0 on a plan, that amount is added to the employee's balance every month, on the plan's configured accrual day. This happens regardless of the plan's Renewal Type — it is not limited to plans set to "Monthly" renewal.

Monthly accrual credits stack on top of the annual renewal grant; they don't replace it. For example, a plan with an annual "Hiring Anniversary" renewal can also accrue a small number of credits every month in between anniversaries.

See Assigning a Leave Plan in the HRIS guide for where Monthly Accrual Credits is set on an employee's plan.

Carried-Over Leave Credits#

When a leave plan allows unused credits to carry over, the credits an employee carries into a new year are tracked as a separate carried-over balance, kept apart from the current-year credits. The two always add up to the employee's Total Remaining balance.

• Carried-over credits are used first. A leave filing draws from the carried-over balance before touching the current year's credits. If a filing is cancelled or reverted, the credits go back to the balance they were taken from.
• Carry-over is capped. Max Carry Over Credits on the plan limits how much carries over at renewal (blank means unlimited).

Two optional settings on the leave plan form control what happens to carried-over credits:

• Expire carried-over credits left unused at the next renewal — appears when Allow carry over of unused credits is ticked. Credits that were carried over and are still unused at the following renewal expire instead of carrying over again.
• Exclude carried-over credits from cash conversion — appears when Allow conversion to cash is ticked. Only current-year credits can be converted to cash.

Where the split shows up:

• An employee's leave plan detail shows Total Remaining, Used Credits, Carried Credits, and Current-Year Credits. Its leave history has a Carried (Before → After) column and labels such as Carry Over and Carry Over Expired.
• In Employee Records, a leave balance card reads, for example, "3 carried over" under the available credits when part of the balance was carried over.
• The Leave Balance Report has Carried Over and Current Year columns beside Leaves Balance.

Tenure-Based Entitlement#

By default a leave plan is Flat: the credits are set per employee when the plan is assigned. Instead, the plan form's Tenure-based entitlement section lets the plan work out each employee's credits from their years of service, so a longer-serving employee automatically earns more leave.

The entitlement is applied automatically whenever credits are granted:

• at each annual renewal, using the completed years of service on that date;
• at a contract-change renewal;
• on the first anniversary, for calendar-aligned plans, where the pro-rated first-year grant is given;
• when the plan is assigned to an employee.

Flat plans are not affected.

Leave Day Coverage on Long Shifts#

The plan form's Leave day coverage section decides how one leave day meets a shift that is longer than a normal day, such as a 10-hour compressed-week shift.

When an employee files a leave, the form shows what it will use before they submit: the days it takes from the balance, the balance left afterwards (after any pending leave), and a day-by-day list of each day's shift hours, the hours covered and any hours that will count as undertime, with any holiday labelled and showing the credits it uses. The same numbers are saved on the filing and taken from the balance when it is approved. The approver sees the plan's rule on the filing, together with the employee's current balance, the days this leave uses, and the balance after approval.

The rule is saved on each filing when it is filed, so changing the plan later does not change leave that was already filed. Plans you have not changed keep covering the whole shift.

Filing in Advance#

The plan form's Advance Filing Days sets how many days ahead an employee must file this kind of leave. It applies when an employee files the leave for themselves: the first day of the leave must be at least that many calendar days after today (counted on the Philippine calendar). For example, with 5 days set and today being 23 October, the earliest start date is 28 October; a leave starting on 27 October is refused with the message Leave plan "Vacation Leave" requires filing at least 5 days in advance; the earliest start date is 2026-10-28. The same check applies when the employee edits the dates of a leave that is still pending.

• Leave blank or 0 for no rule: the plan can be filed for any date allowed by its other settings.
• HR and administrators who file a leave on behalf of an employee are not held to this rule, so urgent or back-dated leave can still be recorded.
• It works from the leave's start date; half-day and hourly leave use their date.

Longer leave needs more notice. Under the Advance Filing Days field the plan form has an optional Longer leave needs more notice block: click Add step and fill Leave of at least (days) and File ahead (days). A leave of at least that many days must be filed that many days ahead. For example, no extra step for 1 to 2 days, 7 days ahead from 3 days, and 14 days ahead from 5 days. A leave takes the largest step it reaches, a step never asks for less notice than Advance Filing Days (which also applies to a leave no step covers), and when a step sets the notice the refusal message adds the leave length, for example … requires filing at least 14 days in advance for a leave of 5 days; …. Up to 10 steps are allowed. Each step needs both numbers (use Remove to drop a step) and each step needs a different leave length.

Filing Window and Length Limits#

The plan form's Filing Rules and Consecutive Days Limit sections hold six more rules. They are checked when a leave is filed, when its dates are edited, and (for the length limits) when HR changes a leave to this plan.

For example, with a back-to-back limit of 3 days, an employee on leave Wednesday to Friday cannot also file Monday: across the weekend that makes 4 days. The message names the dates the leaves join from and to. The Leave form shows the plan's limits as hints and stops a date the plan would refuse before it is sent.

HR filing on an employee's behalf is exempt from the three timing rules, as with Advance Filing Days, so urgent or back-dated leave can still be recorded. The length limits apply to everyone.

The Renewal Schedule Belongs to the Plan#

Renewal Type and Custom Renewal Date are set once, on the leave plan, not per employee. Open the plan's detail page and click Edit to change them.

Changing a plan's Renewal Type or Custom Renewal Date applies to every employee currently assigned to that plan — their renewal schedule updates to match as soon as you save. Assigning the plan to a new employee always uses the plan's current renewal schedule; there is no way to give one employee a different renewal schedule than the rest of the plan.

Permissions#

Related Pages#

• HR Overview — the full HR menu and module overview
• HRIS — where individual employees are assigned to a leave plan

How It Connects#