Set up leave and absence types
In Human Resources, you can set up leave and absence types for multiple employees or for an individual.
Set up the required attachment by leave type
Note
To use the Attachment required field, you must first turn on the Configure required attachment for leave requests feature in Feature management. For more information, see Manage features in Human Resources.
To set up the required attachment by leave type, follow these steps:
On the Leave and absence page, on the Links tab, under Setup, select Leave and absence types.
Select a leave and absence type in the list. In the General section, use the Attachment required field to specify whether the employee must upload an attachment when they submit a new leave request for the selected leave type.
If you select Attachment required based on the Request type, three extra fields appear to provide flexibility in attachment requirements:
On creating a leave request – Requires users to upload an attachment when they create a leave request.
On updating leave request – Requires users to upload an attachment when they update a leave request.
On canceling leave request – Requires users to upload an attachment when they cancel a leave request.
Note
Attachments are not required for the cancellation of time off requests. For more information, see Cancel time off requests.
If the Request type is Leave of absence, then you can choose between the following options:
- On creating a leave request
- On updating leave request
- On canceling leave request
In a scenario where you’re required to upload attachments when updating a time off leave request, if the Update time off option is selected and the Amount is zero (0), then you must upload an attachment. If you’re not required to upload an attachment, then select Cancel time off.
Employees need to upload an attachment when they submit a new leave request that has a leave type where the Attachment required field is turned on and it's based on the previously mentioned field values. To view the attachment that the employee uploaded as part of a leave request, leave request approvers can use the Attachments option for the work items that are assigned to them. If the approver accesses a leave request by using the Human Resources app in Microsoft Teams, they can use the View details option for the leave request to view its details and attachments.
Set up leave units (hours/days) by leave type
Note
To use the leave units by leave type functionality, you must first turn on the Configure leave units per leave type feature in Feature management. For more information, see Manage features in Human Resources.
Important
By default, the leave types in a legal entity use the leave units from the configuration of leave parameters at the legal entity level.
You can modify the leave unit of the leave and absence type only if no leave transactions exist for that leave type.
You can’t turn off the feature after it’s turned on.
To set up leave units (hours/days) by leave type, follow these steps:
On the Leave and absence page, on the Links tab, under Setup, select Leave and absence types.
Select a leave and absence type in the list. Then, in the General section, in the Unit field, select the leave unit. You can select Hours or Days.
Optional: If you select Hours in the Unit field, you can use the Enable half day definition field to specify whether employees can select the first half day or the second half day off if they’re requesting a half-day leave.
Employees who submit a new leave request can select different leave types to construct their leave request. However, all leave types that the employee selects as part of a single leave request should have the same leave unit. Employees can view the leave unit for each leave type on the Request time off page.
Hide leave balances
Note
To view the Hide leave balance option, you need to turn on the Hide leave balances feature in Feature management.
By default, leave balances show for leave types. However, organizations might want to hide the leave balance for specific leave types from workers. In this case, they can use the Hide leave balance option to hide leave balances. Other details, such as the leave grant and accrual details, are also hidden for a specific leave type.
To hide the leave balance for a leave type, follow these steps:
On the Leave and absence page, on the Links tab, under Setup, select Leave and absence types.
Select a leave and absence type in the list.
In the General section, select Hide leave balance.
After you turn on the Hide leave balance option for a leave type, employees of the organization can’t view the leave balance for that leave type. Instead, a dash (-) shows. However, HR admins, managers, and absence managers can view the leave balance of their employees.
Important
When you turn on the Hide leave balance option, the value of the BalanceAvailable and TotalThisYear fields in the EssLeaveBalanceEntity entity is set to zero (0) for integrations and is represented by a dash (-) in the user interface (UI).
Include weekends and holidays
Note
To use the Include weekends and holidays feature in Dynamics 365 Human Resources, you need to turn on the Configure leave units per leave type and Inclusion of weekends and holidays for leave and absence features in Feature management. For more information, see Manage features in Human Resources.
Leave types have closed days that the system excludes. In other words, the system doesn’t include weekends and holidays in calculations of leave request amounts. However, organizations might want to include weekends and holidays for specific leave types. The Include weekends and holidays option helps organizations distinguish whether the system must consider calendar days or working days for specific leave types.
To include weekends and holidays for a leave type, follow these steps:
On the Leave and absence page, on the Links tab, under Setup, select Leave and absence types.
Select the leave and absence type in the list.
In the General section, select Include weekends and holidays.
Note
If the unit of the leave type is set to Hours, after you turn on the Include weekends and holidays option, an extra field named Standard closed day in hours becomes available. You can use this field to define the total number of hours that make up a closed day. The value should be more than zero (0) and less than 24.
After you turn on the Include weekends and holidays option for a leave type, when employees of the organization request that leave type, the system also includes all closed days in the amount calculation. Therefore, the total amount of leave that the employee requests equals the total number of calendar days, not the number of actual working days. For example, a worker of an organization requests a specific leave type between January 2, 2023 and January 10, 2023. If you turn on the Include weekends and holidays option, the total requested leave is nine calendar days. However, if the Include weekends and holidays option is off, the total requested leave is seven working days.
Note
If the employee creates leave requests that include closed days while the Include weekends and holidays option is turned on, you can cancel those closed days, but only if the option is turned on. You can’t cancel the closed days if the option is turned off.