Working with Leave Balance in Simplicate

Simplicate utilizes a single leave pool that encompasses all types of leave. All leave hours are consolidated into one leave balance, providing clear oversight per employee on the total number of leave hours available.

This approach ensures that both employees and managers have a clear understanding of the remaining leave available for the current year, allowing for better planning and management.

In this article you can find more about:

With the use of leave types and filters, you can customize and utilize leave in Simplicate as desired. For instance, you can differentiate between parental leave, public holiday leave, and vacation leave by adding them as separate leave types.

For detailed instructions on adding a leave type in Simplicate, refer to the article:

Additionally, for each leave type, you can choose whether it should be included in the leave balance. This is configured in the settings of a specific leave type using the option “Show leave type in balance”:

If “Show leave type in balance” is not selected, leave entries under this type will not affect the balance. An example is public holiday leave; many organizations grant this to employees without deducting it from their leave balance.

Note: When ‘Show leave type in balance’ is not selected, the leave overview will display a negative number of hours and days in red. This is merely a visual representation and does not deduct from the balance.

If you use multiple leave types, you can also filter the leave overview in HRM > Leave by these types. This allows you to see, for example, that both public holiday leave and parental leave do not impact the employees’ leave balance:

Some organizations also use leave types to distinguish between statutory and non-statutory leave. By adding both as separate leave types in Simplicate, you can filter by statutory and non-statutory leave to gain insight. For more information on statutory and non-statutory leave, please refer to the Rijksoverheid website.

Since leave balances are allocated to employees each year, you can use the “Year” filter to view how much leave balance has been granted per year. These filters also provide insight into the number of leave entries in a specific year and their impact on the balance.

Organizations may handle the carryover of remaining leave to the next year differently. If an employee has leftover leave at the end of the year, you can choose to allocate this as remaining leave in the following year.

Statutory leave can be taken up to 6 months into the new year, unless otherwise specified in the contract or collective labor agreement (CAO). Therefore, we recommend the following approach to clarify how much leave an employee has carried over:

In this example, you can see that Mark had 8 hours of leave balance remaining at the end of 2022, which equals 1 day and, according to the organization’s agreements, can be carried over into 2023. First, the 8 hours are deducted from 2022, and then added in 2023 as a remaining balance. This ensures that the correct leave balance is displayed whether you apply no filters, all filters, or only filter by the current year.

The above steps are performed per employee. You must determine the remaining leave balance for each employee that can be carried over to the next calendar year.

Afterward, it is possible to collectively assign the ‘general’ leave balance for the following year. Only the remaining leave balance from the previous year needs to be determined and assigned per employee. If you would like more information about collectively assigning leave balance, you can find it in the support article below:

By applying this method during the year transition, the current leave status is always visible in the new year, and you avoid creating inaccurate history. This helps prevent confusion and duplication in the leave balance.