Introduction to Other Leave
“Other leave” is used for absences that are registered in whole or half days and are not vacation or sick leave. It is used for typical types of leave and longer absences, but also for single days off such as paid moving day, wedding, or funeral.
With “Other leave” you can:
Create custom leave types (e.g. parental leave, unpaid leave, personal paid day off)
Customize settings per policy (name, approval, max number of days)
Choose whether the leave should affect vacation earning
Link leave types to payroll export
View statistics on registered leave days (weekends and public holidays are not included)
The module supports:
Registration in whole days
Registration in half days
It is not possible to register in hours.
If you need to register in hours, the leave should instead be created as a custom registration type.
How to create a new leave type
Go to:
Setup Admin → Modules → Open a policy → Other leave
Click “Add type” and fill in the fields.
1. Basic setup
Fill out the form for a new leave type:
Name of the leave type
Choose if manager approval is required
Maximum number of days per registration
(0 or empty field = no limit)
2. Payroll export
If the leave type should be exported to payroll:
Check “Add to payroll export”
Enter the correct leave code in the “ID number” field
3. Leave without vacation earning
Vacation earning can be disconnected during a leave if the employee has monthly earning.
If the rule “No vacation is earned during the leave” is activated, the system will automatically reduce the employee’s monthly vacation earning.
Note:
Only applies to monthly earning plans
Weekends and public holidays are included in the vacation deduction
For a full month of leave, 0 vacation days are earned
The change only applies going forward (not for backdated registrations)
Important to note
The no vacation earning setting only applies to regular vacation with monthly earning.
This means that:
Regular vacation (monthly earning) → is affected
Vacation with annual earning → is not affected
Additional balances (e.g. other vacation or 6th vacation week) → are not affected
If other balances also need to be reduced, this must be done manually.
Example
25 vacation days per year
= 2.08 days per month
= 0.07 days per day
14 days of leave without vacation earning
→ 14 × 0.07 = 0.98 vacation days are deducted
4. Save
When a new leave type is saved, it can be selected on all policies.
Check the box on each policy to give employees access to the leave type:
Category name for other leave
The default label in the employees’ registration menu is "Other leave". This label can be changed, for example to "Leave".
Each policy can have its own label:
If you have multiple countries/languages in BitaBIZ, the category name and leave types can be translated and only activated on the relevant local policies.
Note:
Leave types do not directly support multiple languages.
To handle different languages, you can create separate leave types with local names and link them to the relevant local policies.
Personal paid day off under "Other leave"
This leave type is typically used for:
New employees who have vacation carried over from another employer.
Generally offering the option to take unpaid leave.
We recommend using the "Other leave" module for "Personal paid day off" because:
it makes it easier to collect leave in one payroll file.
the module does not count registrations over weekends/public holidays
Employee statistics
The statistics track the number of days created under the "Other leave" module.
Weekends and public holidays are not included in the statistics.
FAQ
Can Other leave be registered in hours or half days?
Can Other leave be registered in hours or half days?
Other leave can be registered in whole and half days, but not in hours.
If a leave type needs to be registered in hours, it should instead be created under the Custom registration types module, which supports hours.
If the rule "No vacation earning" is activated, does the rule also cover earning activated for hour bank and the additional balance (other vacation)?
If the rule "No vacation earning" is activated, does the rule also cover earning activated for hour bank and the additional balance (other vacation)?
No, the rule only covers the vacation law and vacation earning under the vacation law. If other vacation earning needs to be reduced during a leave, it must be manually reduced via Payroll Admin -> Calendar access
Can Other leave be exported to reports and payroll?
Can Other leave be exported to reports and payroll?
Yes, your leave types under Other leave can be exported via the Report Library → Other leave.
If a leave type is set up with a leave code for payroll export, the registrations will automatically be transferred to your payroll system.
Does Other leave count towards balances?
Does Other leave count towards balances?
No. Other leave does not have balances with earning or allocated days.
Instead, a statistic is kept, showing the total number of registered leave days for the leave types under Other leave.
Weekends are not included in the statistics.
What types of leave are registered as Other leave?
What types of leave are registered as Other leave?
Other leave is used both for registering types of leave and for other reasons for absence.
Types of leave can include parental leave, paternity leave, sick leave, or leave with/without pay.
Other days off such as paid moving day, wedding, or funeral can also be created under “Other leave” if they are registered in whole days.
Can we create our own types of Other leave?
Can we create our own types of Other leave?
Yes, an administrator can create several custom types of other leave under the “Other leave” category on the policy.
These types will automatically have the status Absent in the Team calendar.
Note that the category name “Other leave” can be renamed on your policy, for example to “Leave”.
When should we use custom registration types instead of Other leave?
When should we use custom registration types instead of Other leave?
Use Other leave when the absence is registered in whole or half days.
Use Custom registration types when you need:
Registration in hours
Shorter appointments (e.g. doctor or dentist visits)
Read more about custom registration types, where registrations can be made in hours or half days here.
Why aren’t all balances reduced during leave with “no vacation earning”?
Why aren’t all balances reduced during leave with “no vacation earning”?
This is because the no vacation earning setting only applies to regular vacation with monthly earning.
This means:
Regular vacation (monthly earning) is automatically reduced when the setting is selected
Vacation with annual earning is not automatically reduced
Additional balances (e.g. other vacation / 6th vacation week) are not automatically reduced
If other balances also need to be affected, this must be done manually.
Can Other leave be used for vacation registration?
Can Other leave be used for vacation registration?
Yes – in certain cases, this is actually the recommended solution.
If employees should not accrue or take vacation through the vacation module (for example, hourly paid employees or employees who do not accrue vacation), you should not use vacation with 0 days on the policy.
If you do so anyway, the registrations will still be treated as vacation and:
be included in vacation reports
affect vacation balances (for example, negative balance)
be included in payroll export
Instead, it is recommended to:
disconnect the vacation module from the policy
create a registration type under Other leave, for example “Vacation (hourly paid employee)”
Benefits:
does not affect vacation balances or vacation left
still appears in the calendar
can be included in reports via “Other leave types”