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United States

Effortlessly monitor your application's progress and determine whose approval is pending, with support for up to five approval stages

EMPLOYEE LEAVE MANAGEMENT

This image is about New Features in employee leave management system.

We’ve enhanced our leave management system to include “work from home” and “quarantine” icons. When combined with our pre-existing “leave” and “business trip” icons, you can easily identify where and when employees are working in a single chart.

Our leave management solutions control the application and approval process to help plan organization resources. From the leave chart, managers can easily understand the availability of their team members regarding whether leave requests are full or partial-day. Employees and managers can also see if the leave is approved or still pending.

This image is about employee leave management.

We provide visually accessible and real-time essential information, such as employee leave entitlement, carried forward leave, leave earned to date, leave taken, and the eligible number of days to apply. This includes a reminder for days that will be forfeited.

The system supports a maximum of 5 approval levels. Each level supports multiple approvers. This results in a clear application status for each person accessing the system.

Our leave approval process is driven by automated email notifications. Approvers receive an email when the process requires their action. Applicants will also receive an email informing them of the result.

The administrator can assign leave payments, such as leave encashment and no pay leave deduction for payroll processing.

Employee leave rules are normally complex, but our system provides a detailed view of each employee’s outcome. This dramatically reduces reliance on the administrator to process requests.

United States Leave Types & Rules

the statutory rules are excerpted from government websites, https://www.mom.gov.sg/ and https://www.profamilyleave.gov.sg/

Annual Leave
Rules Summary Rule Links and Common Mistake
    • Paid Leave.
    • Entitlement - An employee's annual leave entitlement depends on the number of years of service the employee has with the employer.
      Year of service Days of leave
      1st 7
      2nd 8
      3rd 9
      4th 10
      5th 11
      6th 12
      7th 13
      8th and thereafter 14

      This is the minimum statutory requirement by the Ministry of Manpower, and you can provide a better leave entitlement based on your company leave policies.

    • Eligibility - An employee is entitled to paid annual leave if the employee has worked for the employer for at least 3 months, and the employee can only apply for annual leave after working for 3 months. After 3 months, even though the employee is still under probation, the employee is entitled to apply for annual leave. Please note that new hires will start to earn annual leave from the start of their employment, they just cannot apply for annual leave in the first 3 months, but if the employee is terminated before completing 3 months of service, then there is no annual leave earned.
    • Leave cycle – based on a calendar year, each individual's  anniversary year or any 12 month period based on a mutual agreement between the employee and employer. If the leave cycle is based on a calendar year, regardless of when the employee joins during the year, their entitlement will be adjusted on the 1st day of the next new year.
    • Proration – based on the number of completed months the employee has worked. Annual leave is pro-rated using this formula:
      (Number of completed months of service ÷ 12 months) × Number of days of annual leave entitlement. If the employee has taken unpaid leave, the employer can pro-rate the employee's leave entitlement based on how many complete months he has worked. If the annual leave cycle is based on a calendar year and the employee works for less than 12 months, the proration should be based on the number of completed months he has worked (count using service months, not calendar months).
    • Rounding - If the fraction of a day is less than one-half, round it down. If it is half or more, round it up to one day.
    • Carry forward - If employees are covered under Part IV of the Employment Act (i.e. a workman earning up to $4,500 a month, or non-workman earning up to $2,600 a month), the employer must allow those employees to carry forward any unused annual leave to the next 12 months (number of days carried forward to the next 12 months should not be more than the days in the minimum statutory entitlement chart above). If employees are not covered under Part IV of the Employment Act, the employees' annual leave entitlement must be used within 12 months. The employee should check the employment contract on how such unused annual leave should be treated.
    • Any leave an employee takes will be considered a full-day’s leave, even if it is taken on a half working day unless the company's policy grants a half day of leave.
    • Encashment - Unused annual leave balance must be encashed if the employment is terminated, but if the employee was absent from work for more than 2 working days continuously without approval, then the employee has breached the contract. The employee must pay salary in-lieu of notice to the employer. The employer is not required to encash the employee's annual leave.
    • Advance notice - Please check the requirement in the employment contract for the advance notice period for annual leave.
    • An employee can use their unused annual leave to offset the notice period for termination of employment based on mutual agreement between the employee and employer.
Sick Leave & Hospitalisation Leave
Rules Summary Rules Detail
  • Paid Leave.
  • Entitlement – up to 14 days for paid outpatient sick leave and 60 days for paid hospitalisation leave. The 60 days of paid hospitalisation leave includes the 14 days of paid outpatient sick leave entitlement.
  • Eligibility - An employee is entitled to paid sick leave and paid hospitalisation leave if the employee has worked for the employer for at least 3 months.
  • Leave cycle – must be a calendar year.
  • For sick leave, an employee must be certified to be unfit for work by a medical practitioner registered under the Medical Registration Act or Dental Registration Act.
  • For hospitalisation leave, an employee must be certified by a medical practitioner who can admit patients into an approved hospital, including medical practitioners from national specialty centres and ambulatory surgical centres.
  • Proration - Between 3 and 6 months of service, an employee's entitlement is pro-rated as follows:
    Number of months of service completed Paid outpatient sick leave (days) Paid hospitalisation leave (days), including paid outpatient sick leave (days)
    3 5 15
    4 8 30
    5 11 45
    6 and thereafter 14 60
  • An employee does not need to include rest days or public holidays in the paid sick leave application.
  • An employee must include rest days and public holidays in the paid hospitalisation leave application.
  • An employee is not eligible to apply for paid sick leave if the employee falls sick during annual leave or no pay leave. The employee may discuss with the employer whether the employee can cancel the annual leave and take the sick leave instead.
  • Carry Forward - unused sick leave and hospitalisation leave cannot be carried forward to the next leave cycle.
  • Encashment - unused sick leave and hospitalisation leave cannot be encashed.
  • An employee cannot use sick leave to offset the notice period for termination of employment.
  • Advance notice - if an employee is unable to report for work, the Employment Act requires the employee to inform the employer within 48 hours. The employee should submit a medical certificate (MC) when the employee returns to work.
Maternity Leave – mother of Singapore citizen children
Rules Summary Rules Detail
  • Paid Leave and an employer can claim 8 or 16 weeks from the Government based on child's birth order.
  • Entitlement – 16 weeks.
  • Eligibility (1) - an employee's child must be a Singapore citizen.
  • Eligibility (2) - an employee has worked for the employer or has been self-employed for at least 3 continuous months before the birth of the child, otherwise the employee is entitled to 12 weeks of unpaid maternity leave.
  • Leave cycle – an employee has the option of taking her maternity leave either in one block or spread out over 12 months. The employee must take the first 8 weeks in one continuous stretch, this will include rest days and public holidays. The employee can take the remaining weeks flexibly over 12 months from the child’s birth and only apply maternity leave on the employee's working days.
  • Encashment - unused maternity leave cannot be encashed.
  • Advance notice - an employee must inform the employer as soon as possible, at least 1 week before starting the leave. Otherwise the employee is only entitled to half the payment during maternity leave, unless the employee has a good enough reason for not giving the notice.
  • For the 1st and 2nd child, the Government will pay for the 9th to 16th week of maternity leave. It is capped at $10,000 per 4 weeks or a total of $20,000 per child. For the 3rd and subsequent child, the Government will pay for all 16 weeks of maternity leave. It is capped at $10,000 per 4 weeks or a total of $40,000 per child.
  • An employee cannot use maternity leave to offset the notice period when leaving a job.
  • Claims can only be made after the leave is taken. All claims must be submitted no later than 3 months after the last date of maternity leave taken.

 
Maternity Leave – mother of non-Singapore citizen children
Rules Summary Rules Detail
  • The last 4 weeks of maternity leave is unpaid for the 1st and 2nd birth of living children. Whether your employer pays you during the last 4 weeks of maternity leave depends on your employment contract. For the third or subsequent birth of living children, all 12 weeks of maternity leave are unpaid.
  • Entitlement – 12 weeks.
  • Eligibility - an employee has worked for the employer or has been self-employed for at least 3 continuous months before the birth of the child. Otherwise, the employee is entitled to 12 weeks of unpaid maternity leave.
  • Leave cycle – an employee has the option of taking her maternity leave either in one block or spread out over 12 months. The employee must take the first 8 weeks in one continuous stretch, this will include rest day and public holidays. The employee can take the remaining weeks flexibly over 12 months from the child’s birth and only apply maternity leave on her working days.
  • Encashment - unused maternity leave cannot be encashed.
  • Advance notice - an employee must inform the employer as soon as possible, at least 1 week before starting the leave. Otherwise the employee is only entitled to half the payment during maternity leave, unless the employee has a good enough reason for not giving the notice.
  • An employee cannot use maternity leave to offset the notice period when leaving a job.
Paternity Leave - father of Singapore citizen children

 

Rules Summary Rules Detail
  • Paid Leave and an employer can claim a maximum of 2 weeks from the Government.
  • Entitlement – 2 weeks.
  • Eligibility (1) - an employee's child must be a Singapore citizen. The employee can still qualify if his child obtains Singapore citizenship within 12 months from his child's date of birth (inclusive of date of birth). The employee's paternity leave benefits will only start when his child obtains Singapore citizenship and must be taken within 12 months from his child’s date of birth (inclusive of date of birth).
  • Eligibility (2) - an employee has served the employer for a continuous period of at least 3 months before the birth of the child.
  • Eligibility (3) - an employee is or had been lawfully married to the child’s mother between conception and birth. The employee can still qualify if the employee is legally married to the child’s mother within 12 months from the child's date of birth (inclusive of date of birth). The employee's paternity leave benefits will only start when he is married and must be taken within 12 months from his child’s date of birth (inclusive of date of birth).
  • Leave period
Arrangement 2 weeks Government-Paid Paternity Leave
Default, without any mutual agreement Take 2 continuous weeks within 16 weeks after the birth of the child (including weekends and public holidays).
Flexibly, by mutual agreement

Take 2 continuous weeks any time within 12 months after the birth of the child (including weekends and public holidays).

Split the 2 weeks into working days and take them in any combination within 12 months after the birth of the child.
Calculating actual leave days

2 weeks X the number of working days in the week.

Capped at 6 working days per week.
  • Unused paternity leave cannot be encashed.
  • Advance notice - an employee should give early notice to the employer of their intention to take paternity leave. Both the employee and employer should mutually agree on a suitable time to take paternity leave.
  • Paternity leave is fully paid by the Government. It is capped at $2,500 per week. The claim must be submitted no later than 3 months after the last date of paternity leave taken.
  • An employee cannot use his paternity leave to offset the notice period when he leaves his job.

 
Adoption Leave - Mother of Singapore citizen children
Rules Summary Rules Detail
  • Paid Leave and an employer can claim 8 or 12 weeks from the Government based on the child's birth order.
  • Entitlement – 12 weeks of paid adoption leave to bond with and care for their adopted infants, an employee can start the adoption leave from the formal intent to adopt and must consume the adoption leave before the child’s first birthday.
  • Eligibility (1) - An employee's child is a Singapore Citizen. Where the child is not a Singapore Citizen, one of the adoptive parents must be a Singapore Citizen on the date of the FIA (formal intent to adopt) and the adopted child must obtain Singapore Citizenship within 6 months after the Adoption Order is passed (inclusive of Adoption order date).
  • Eligibility (2) - An employee must have served her employer or been self-employed for a continuous period of at least 3 months immediately before her formal intent to adopt.
  • Leave period
    Arrangement 12 weeks
    Default, without any mutual agreement Taken as a continuous stretch (including weekends and public holidays), from the date of formal intent to adopt.
    Flexibly, by mutual agreement

    The first 8 weeks must be taken in one continuous stretch (including weekends and public holidays) starting any time between the date of formal intent to adopt and the date when the Adoption Order is granted, including both dates.

    The last 4 weeks can be taken flexibly in days before the child’s first birthday.
    Calculating working days

    4 weeks X number of working days in the week.

    Capped at 6 working days per week.
  • An employer can then claim reimbursement from the Government accordingly:
    Births Paid by the employer Reimbursed by the government
    First and second First 4 weeks Last 8 weeks
    Third and subsequent – All 12 weeks

    Reimbursement is subjected to a maximum of $20,000 for the first and second children or $10,000 per 4 weeks, and $30,000 for the third and subsequent children or $10,000 per 4 weeks, including CPF. The employer needs to submit the claim no later than 3 months after the last date of the adoption leave taken.

  • Unused adoption leave cannot be encashed.
  • Advance notice - an employee should give early notice to the employer of their intention to take adoption leave. Both the employee and employer should mutually agree on a suitable time to take adoption leave.
  • An employee can share up to 4 weeks of her adoption leave with her husband.
  • An employee cannot use adoption leave to offset the notice period when leaving a job.

 

Last update on: 13 Jun 2023
Please note that Staff Page is a software company, we try our best to keep all employees' leave statutory rules updated in our website, but due to resources issue, we cannot guarantee that all statutory rules in our website are always up-to-date, please click the links under "Rules Detail" column which will redirect you to the government webpage for further confirmation , we are not responsible if there is any damage to you or your company if the rules are not updated in our website on-time.
We do appreciate that HR professionals can contact us (admin@staffpage.com) if you feel the content is not updated or incorrect, we will pay token as appreciation, thank you!

No-Pay Leave
Rules Summary Rules Detail
  • An employee can apply for unpaid leave (also known as no pay leave) if the employee is not eligible for paid annual leave or have used up all the paid annual leave.
  • Unpaid leave is subjected to approval from the employer.
  • If the employee takes more paid annual leave than the employee is entitled to, the excess leave is treated as unpaid leave, and the employer can deduct the employee's salary accordingly.
  
Marriage Leave
Rules Summary Rules Detail
  • There is no statutory entitlement for marriage leave. Such leave entitlements depend on the employment contract or on a mutual agreement between the employee and employer.
  • Paid / Unpaid - based on the employment contract.
  • Entitlement - based on the employment contract, usual market practice is 3 days of paid time off to be used within 1 year from the ROM date.
  • Encashment - unused marriage leave cannot be encashed.
  • Advance notice - an employee should give early notice to the employer of their intention to take marriage leave. Both the employee and employer should mutually agree on a suitable time to take marriage leave.
  • An employee cannot use their marriage leave to offset the notice period for termination of employment.

 

  
Compassionate Leave
Rules Summary Rules Detail
  • There is no statutory entitlement for compassionate leave. Such leave entitlements depend on the employment contract or on a mutual agreement between the employee and employer.
  • Paid / Unpaid - based on the employment contract.
  • Entitlement - based on the employment contract, usual market practice is 3 days of paid time off.
  • Encashment - unused compassionate leave cannot be encashed.
  • Advance notice - an employee should give early notice to the employer of their intention to take compassionate leave. Both the employee and employer should mutually agree on a suitable time to take compassionate leave.
  • An employee cannot use their compassionate leave to offset the notice period for termination of employment.
  
National Service Leave
Rules Summary Rules Detail
  • Paid leave. NS Pay is paid to ensure that you do not suffer a financial loss in your civilian income as a result of attending an Operationally Ready National Service (ORNS) activity.
  • Entitlement - employers are required to grant a leave of absence to NSmen employees when they are called upon to perform their NS duties.
  • Advance notice - please inform the employer as soon as you receive the notification from the relevant authority (SAF 100) about going on leave.
  • An employee cannot use their national service leave to offset the notice period for termination of employment.
  
Time Off in Lieu
Rules Summary Rules Detail
  • Paid leave.
  • Entitlement - ad hoc basis, for example if employees are on a 5-day work week, Saturday would be considered a non-working day. For a public holiday that falls on a Saturday, employees should get either a day off or salary in lieu. Or if employees are not covered under Part IV of the Employment Act, the employer can grant the employee time off in lieu for working on a public holiday or rest day or non-working day. The time off should consist of a mutually agreed number of hours. If there is no mutual agreement on the duration of time off in lieu, the employer can decide on one of the following:
    • For working 4 hours or less, grant time off in lieu of 4 hours on a working day.
    • For working more than 4 hours, grant a full day off on a working day.
  • Encashment - unused time off in lieu needs to be encashed when the employment is terminated.
  • Advance notice - an employee should give early notice to the employer of their intention to take time off in lieu. Both the employee and employer should mutually agree on a suitable time to take off in lieu.
  • An employee can use their unused time off in lieu to offset the notice period for termination of employment based on a mutual agreement between the employee and employer.
  
Examination Leave
Rules Summary Rules Detail
  • There is no statutory entitlement for examination leave. Such leave entitlements depend on the employment contract or on a mutual agreement between the employee and employer.
  • Paid / Unpaid - based on the employment contract.
  • Entitlement - based on the employment contract, usual market practice is 3 days of paid time off for courses related to the employee's job.
  • Encashment - unused examination leave cannot be encashed.
  • Advance notice - an employee should give early notice to the employer of their intention to take examination leave. Both the employee and employer should mutually agree on a suitable time to take examination leave.
  • An employee cannot use their examination leave to offset the notice period for termination of employment.
  
Contract us or setup the new leave type by yourself
You can send us an email at support@staffpage.com, telling us about the company rules of the new leave types, and we will get the setup done for you within one business day, or you can setup the new leave type by yourself and you can contact us through live chat if you have any question.

Providing employee leave management solutions to businesses of all sizes

This image is about the administrator.

Administrator Role

System Setup

  • Set up leave types and policies, grant leave eligibility.
  • Create user info, leave approval structure and notification list once leave is approved.
  • Set up leave delegation for other approvers for a certain period.

Employee Leave Management

  • Process employee leave applications if administrator approval is required.
  • Track all employee leave in a consolidated calendar view.
  • Easy access to all employee leave details, e.g. entitlements, balances, etc.
  • Update employee leave balances & off-in-lieu assignments.
  • Generate leave summary and detailed reports based on the selected timeframe.
  • Export leave payment report for payroll processing.
  • Apply leave on behalf of employees with no approval required.
  • Generate leave applications detail log for audit purposes.

Manager Role

Employee Leave Management

  • Receive email notifications when employees apply for  leave.
  • Process employee leave applications.
  • Track employee absences in a consolidated calendar view.
  • Easy access to all employees’ leave details, e.g. entitlements, balances, etc.
  • Apply leave on behalf of employees (following the current approval process).
  • Access leave policies applicable for each employee.
This image is about a manager.
This image is about an employee.

Employee Role

Leave Application

  • Access their own leave details at any time, e.g. entitlements and balances.
  • Apply, modify and withdraw leave applications that are subjected to approval.
  • Get notification emails once their leave applications are processed.
  • Access team members’ leave schedules in a consolidated calendar view.
  • Access leave policies applicable to themselves.

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