Leave Calculation
In the Absence panel of the Employee File, PANTHEON enables the calculation of annual leave. An employee has the right to annual leave related to the calendar year. The law stipulates a minimum duration of annual leave of at least 4 weeks per year. The worker is entitled to a proportional part of the annual leave, i.e. 1/12, for each full month of work in the calendar year.
The following case presents how to calculate leave and prepare an annual leave decision in PANTHEON.
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CASE SUMMARY
The person responsible, Heather Human, wants to calculate leave for Administration employee Adele Administrator. Adele is employed permanently and full-time, does not have any dependant family members and has a 30% disability. The person responsible calculates leave as follows:
- Setting Parameters and Registers
- Selecting the Leave Calculation Mode
- Selecting the Leave Calculation Formula
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Calculating Leave
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Entering Leave Calculation
- Printing the Annual Leave Decree
- Sending the Decree to the Employee via E-Mail
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1. Setting Parameters and Registers
The person responsible selects Administration Panel | Settings | Personnel | Leave.
A form for setting parameters for leave calculation opens.
If the leave is calculated using formulas, the Leave Formulas Register must be set first.
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HINT
The formulas can be built by the person responsible and tested manually, or imported from a web server.
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The Leave for Length of Service Register, which can be transferred from the server, must also be in order.
2. Selecting the Leave Calculation Mode
The person responsible runs the leave calculation at the start of each year.
The leave calculation mode is selected in the Employee File | Absence | Leave Parameters.
A form with leave parameters opens.
There are two modes available: Entered Data and Formula.
In this case, the person responsible marks the Formula checkbox. This activates the Leave Formula window.
3. Selecting the Leave Calculation Formula
To calculate an employee's leave, the person responsible can set or select different formulas.
From the Leave Formulas Register drop-down menu in the Formula field, the person responsible selects the leave calculation formula.
In this case, the person responsible selects Company Leave.
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HINT
If no formula is selected, the formula selected on position in the Leave Formula field is entered here.
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Enter the number of leave days as leave bonus in the field below.
The program reads the base leave and other data from the selected Leave Formula.
In this case, the employee has 20 days of base leave and 3 bonus days for disability.
4. Calculating Leave
Clicking the Calculate button opens a special window, where the person responsible can run the calculation for a specific employee or all employees.
The person responsible selects the Administration department and the position Administrator (as shown in the image below).
The Employees field is automatically filled in by the program.
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WARNING
The person responsible selects the Take into Account Employment End Date checkbox when the calculation is run for Proportional Leave.
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The Calculate for year field is filled in automatically.
The current year is written, entered in the Administration Panel | Settings | Personnel | Leave | Year. The program adds 1 year to the year entered.
If the Include Current Year checkbox is marked, the program automatically fills the field in with the year entered here.
From the drop-down list, the person responsible selects the date up to which the program should calculate the length of service.
By default, the last day of the selected year is filled in.
Next, the person responsible clicks the Calculate Annual Leave button and a question appears: The calculation of annual leave overwrites leave data for the year 2022 of those employees whose leave is to be calculated. Do you really want to proceed with the calculation?
The person responsible clicks the Calculate button.
5. Entering Leave Calculation
Data about the calculated leave is entered to the employee's Employee File.
On the Leave Parameters form in the Employee File, a new line is created with data about leave for the year 2022.
In this part of the window, a Leave History Overview is available.
The employee's leave history for the previous years is shown here. The history is divided according to leave that was entered and leave that was calculated.
The Last Year's Leave field must be manually filled in only when the calculation is being run for the first time, later on the program fills in the field automatically.
6. Printing the Annual Leave Decree
The employer must inform employees about the leave allotment in writing by March 31st at the latest.
To print the Leave Decree, the person responsible selects the menu Personnel | Calendars | Absence Overview.
A window opens. The person responsible uses the navigation keys to select the employee in the taskbar, in this case Adele Administrator.
The person responsible clicks the 
(Reports) button.
A Absence Reports form opens.
The parameters in the Employees and Leave in Year 2022 fields are automatically filled in.
Next, the person responsible selects the report: 395 – Annual Leave Decree and clicks the Print button.
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HINT
The Employee display on the report settings are set in the Administration Panel | Personnel in the field shown in the image below.
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In this case, the employee data is printed according to the display setting: A – Name Last Name, as shown in the image below (Adele Administrator).
7. Sending the Decree to the Employee via E-Mail
The person responsible selects the Report Type 395 – Annual Leave Decree on the Absence Reports form and clicks the button.
A form for Sending annual leave decrees opens.
Manually, the person responsible enters the message text.
The Registration No., Name, Last Name and E-Mail fields are automatically filled in from the data in the worker's Employee File.
To send the message, the person responsible clicks the Send Mail button.