Custom leave policy: extra leave for one employee
Use a custom leave policy to give one employee extra leave days on top of what their company leave policies already give them, such as 5 more vacation days agreed in their contract, or extra sick leave after 2 years' service. It belongs to that person only, so you don't need to build a company policy for one person.
Where: the employee's profile › Attendance › Custom Leave Policy
You need: the Attendance right on the employee's profile data, to edit it
When to use this, and when not to
| You want to | Use |
|---|---|
| Give one person extra days every year | Custom Leave Policy, here |
| Give a whole group days | A leave policy |
| Add or remove days once, as a correction | Request balance adjustment on the Leave tab |
| Give one person fewer days than their group | Change who the company policy covers. A custom policy only adds. |
How to give one employee extra leave days
This example gives someone 5 extra days of Vacation Leave a year from their first month.
- Open the employee's profile and select Attendance.
- On Custom Leave Policy, select Edit.
- Select Add Active Period.
- Set Start to 1. Leave End empty for Unlimited.
- Select Attach Activity.
- Under Activity, choose Vacation Leave.
- Under Allowance, enter 5.
- Select Save.
To add another leave type to the same period, select Attach Activity again. To give more after a length of service, add a second period, such as Start 25 for after two years' service.
How to change or remove it
- On Custom Leave Policy, select Edit.
- Change a Start, End or Allowance, or select the bin icon on a leave type or a whole period.
- Select Save, or Cancel to discard your changes.
Removing every period and saving leaves the person with only their company policies.
The fields
| Field | What it does |
|---|---|
| Start, End | The months of service the period covers, counted from the employee's Leave Policy Start Date. Both months count. Start is 1 or more, End must be after Start, and an empty End means Unlimited. |
| Activity | The leave type. Each can appear only once in a period. |
| Allowance | Extra days a year, from 0 to 365. Greyed out for a leave type with no balance, because it has no limit anyway. |
| Accrual | How the days arrive, from the leave type's Accrual Interval: Monthly, Quarterly, Bi-annually or Full (all at the start of the year). Change it on the leave type, not here. |
With no periods, the card says There is currently no custom policy added.
How it combines with company policies
The days add up. KAMI treats the custom policy as one more policy that applies only to this employee, named Personal Policy. For each month of service it adds the days from every policy that covers that month, company and personal alike.
For example, the company policy gives regular employees 15 days of Vacation Leave. A custom policy adds 5 for one person, so they earn 20 a year. If their company policy rises to 18 next year, they get 23.
The same rules as company policies apply:
- Service periods add up where they overlap. "1 to 12" and "12 onwards" both count in month 12. Use "1 to 12" then "13 onwards".
- Days count back to the Leave Policy Automation Date on their profile, not just from today. Saving can award days for months already passed.
- The leave type still decides how days arrive, expire and carry over. See Leave accrual and carry-over settings.
- A leave type with a Gender set still gives nothing to anyone of another gender.
What Happens Next
- Balances change as soon as you save. Check the Leave Balance card on the employee's Leave tab.
- Personal Policy appears under Policies on the Leave Policy card, and in Applicable Policies in the accrual history.
- Clone from employee on the Attendance tab copies another employee's custom policy over this one, replacing it. See Attendance settings on an employee profile.
Tips
- Enter only the extra days, never the full total. The company policy keeps giving its share.
- Note the reason somewhere it will be found, such as a contract document on their profile. The card has no comment field.
- Check after any policy change. A rise in the company allowance raises their total too.
- Prefer a one-off adjustment for one-off days. A custom policy repeats every year until you remove it.
Troubleshooting / FAQ
Q: The employee got more days than I entered. Their company policies still apply. The custom days are added on top.
Q: Can I use this to give someone fewer days? No. The allowance cannot be negative. Move them out of the company policy, or deduct days with an adjustment.
Q: It says "End months must be larger than start months if set." End must be larger than Start. Leave it empty for no end.
Q: It says "Cannot specify an activity more than once per policy period." The same leave type is attached twice in one period. Delete one and put all the days on the other.
Q: I can't see or save the Custom Leave Policy card. You need the Attendance right on the employee's profile data. Custom leave policies cannot be saved on the Lite bundle.