Policy Settings for Sick Leave
Sick leave in BitaBIZ can be set up according to your company's policies for different employee groups.
Short Article Description
This article explains which sick leave settings are managed from the employee's policy in BitaBIZ.
Quick Answer
The sick leave settings in the employee's policy control whether the employee can register sickness, whether sick leave can be registered in hours, how sick leave is calculated based on standard hours, and whether there is an annual limit for paid sick days.
If you want to change the sick leave reporting method, messages, or automatic follow-up emails, you should instead use:
Setup admin → Modules → Messages and Rules → Sick Leave: Messages and Rules.
Prerequisites
You must have access to Setup admin to edit or create policies.
Sick leave must be enabled on the relevant policy before employees can register sickness.
If sick leave should be registered in hours, standard hours must be set up.
Step-by-Step
Go to Setup admin.
Click Modules.
Select Edit policy.
Open the policy that applies to the employee group.
Go to the Sick tab.
Enable Sick if employees under this policy should be able to register sick leave.
Choose whether employees can register sick days in hours.
Optionally, set a maximum number of paid sick days per year.
Set up any absence codes for the payroll system if sick leave should be exported to payroll with a specific payroll system code for the employee group linked to the policy.
Save your changes.
Important to Know
The settings on the policy only apply to employees assigned to that specific policy.
If different employee groups need different rules for sick leave, they must be assigned to different policies.
Sick leave is registered by default in whole days. If employees should be able to register sick leave in hours, both sick hours and standard hours must be set up.
If standard hours are not enabled, sick leave can only be registered in days.
Registering Sick Leave in Hours
By default, sick leave is registered in whole or half days.
If you want to register sick hours, this requires both enabling sick hours on the policy and having standard hours set up on the policy or the employee's master data card.
How to Enable Sick Hours:
Click: Setup admin
Click: Modules
Click: Edit policy
Open the tab: Sick
Select: Employees can register sick days in hours
When sick hours are enabled, standard hours must also be set up. BitaBIZ uses the standard hours to calculate the value in hours if a full sick day is registered.
How to Register in Hours:
When sick hours are enabled on the policy and standard hours are set up, employees can now register sick leave in hours.
How it Works:
Select: Sick in the registration window
Click: Show hours
Enter the start and end time for the sick leave
If the employee tries to register sick hours on a day off, the registration will be blocked.
Days off can be:
weekends
public holidays
days without standard hours
custom registration types set up as days off
Paid Sick Leave for Hourly Paid Employees
If your hourly employees receive pay during sickness, they should report their sick days via BitaBIZ in the same way as fixed paid employees.
How to Set Up Paid Sick Leave
Enter the standard hours that should be paid for a sick day under the "Work Week" tab
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Enter the pay rate for sick hours to be sent to your payroll system in the "ID number" field under the "Sick" tab
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With the setup above, employees will have their sick days paid in hours to your payroll system, where a sick day equals the standard hours for that day.
Alternatives to Sick Hours for Hourly Employees
If the hourly employee does not have a fixed work schedule with entered standard hours, it is recommended to use another method for payroll of sick hours:
A custom registration type for registering sick hours
A job code for registering sick hours
Sick Leave for Part-Time Employees
If an employee works part-time and has fixed days off, these fixed days off must be set up correctly in the calendar.
A fixed day off is treated as a non-working day. This means that sick leave is not registered on that day.
If the fixed day off is not set up, BitaBIZ may treat the day as a work day, and sickness could be registered on that day.
👉 Fixed days off are set up here: custom registration type.
Maximum Number of Sick Days per Year
On the policy, you can set an annual limit for the number of paid sick days per employee.
When the limit is reached, BitaBIZ will automatically block further registrations of paid sick leave.
FAQ
Where do I change the sick leave reporting method, messages, and follow-up emails for sick leave?
Where do I change the sick leave reporting method, messages, and follow-up emails for sick leave?
The sick leave reporting method, messages, and automatic follow-up emails are not managed from the employee's policy.
They are managed under Setup admin → Modules → Messages and Rules → Sick Leave.
Use the article Sick Leave: Messages and Rules if you want to change:
whether employees can only report sickness for the current day
whether employees can register a sick leave period
messages to approvers or employees
automatic follow-up emails for sick days or sick leave periods
Use this article on Sick Leave: Policy if you want to change:
whether employees can register sick leave
whether sick leave can be registered in hours
standard hours or official work hours
absence codes or payroll-related settings
maximum number of paid sick days
Related article: Sick Leave: Messages and Rules
Can sick leave be registered retroactively or in advance?
Can sick leave be registered retroactively or in advance?
The registration method is not managed from the employee's policy.
It is managed by the sick leave reporting method under Setup admin → Modules → Messages and Rules → Sick Leave.
Read more in the article Sick Leave: Messages and Rules.
Can we increase the number of allowed sick days per year?
Can we increase the number of allowed sick days per year?
Yes, the maximum number of paid sick days is set in the employee's policy under the “Sick” section.
When the employee has registered the maximum allowed sick days within the year, the system will automatically block further registration of paid sick leave.
This function applies per calendar year.
Can we require approval for sick leave in BitaBIZ?
Can we require approval for sick leave in BitaBIZ?
No. Sick leave does not support an approval flow where a manager can approve or reject a sick leave report.
When an employee registers as sick, the absence is recorded directly in BitaBIZ according to the selected sick leave reporting method.
However, it is possible to enable notification to approver, so an SMS is automatically sent when an employee reports sick. The message can include the note the employee wrote when reporting sick.
If you want absence types with approval, you can instead use custom registration types, where an approval flow can be added.
Should hourly employees receive pay during sick leave – and can this be set up differently from fixed paid employees?
Should hourly employees receive pay during sick leave – and can this be set up differently from fixed paid employees?
It is possible to set up different absence codes and pay rates for different employee groups.
If hourly employees should receive pay during sickness, this must be configured on their policy under:
Setup Admin → Modules → Edit policy → Sick
See the section “Paid Sick Leave for Hourly Employees” in this article for the full setup.
Can we use sick leave for things like doctor or dentist appointments?
Can we use sick leave for things like doctor or dentist appointments?
No. The standard registration Sick is intended for sick leave and should not be used for other types of absence.
If you want to register, for example, doctor visits, dentist appointments, or other personal matters, it is recommended to create a custom registration type for this purpose.
You can read more about creating custom registration types here.
Why can't an employee register sick days in the calendar?
Why can't an employee register sick days in the calendar?
If an employee cannot register sick leave in BitaBIZ, it may be due to one of the following settings:
Check if sick leave is enabled on the employee's policy
Go to: Setup Admin → Modules → Edit policy → Sick
Make sure the “Sick” function is turned ON.
If it is turned off, the employee will not be able to register sick days in the calendar.
Check if the maximum number of sick days has been reached
There may be a limit set on the policy for the maximum number of paid sick days per year.
When the limit is reached, the system will automatically block new sick leave registrations.An administrator can increase or remove the limit here:
Setup Admin → Modules → Edit policy → Sick → Maximum number of sick days per year
Check the rules for registering sick leave
Your company may have a setting that determines whether sick leave can be registered retroactively.There are two methods:
Same day only – the employee can only register sickness on the actual day
Sick leave period allowed – the employee can register sickness both forward and backward in time
If the employee tries to register sickness retroactively and the company uses “Same day only”, the registration will be blocked.
This setting can be found here:
Setup Admin → Modules → Notifications and rules → Sick leave
Why can't I register sick leave on weekends when the policy is set so that Saturdays and Sundays are not days off?
Why can't I register sick leave on weekends when the policy is set so that Saturdays and Sundays are not days off?
Even though Saturday and Sunday are set as workdays in the policy, there may be other reasons why sickness cannot be registered:
Possible reasons:
The day is also a public holiday
Public holidays will block registration
No standard hours have been created for the day
This only applies if sick leave is registered in hours. The registration will be blocked due to missing standard hours.
Can sick leave be deleted?
Can sick leave be deleted?
Yes, sick leave can be deleted as long as the registration has not been processed for payroll.
Whether the employee can delete/edit sick leave themselves depends on your setup:
Same day only: the employee can only register sickness on the actual day, and therefore generally cannot delete/edit sickness retroactively.
Sick leave period allowed: the employee can register sick leave for a period (backward and/or forward), and can also delete/edit registrations in the period – as long as they have not been processed for payroll.
Payroll-processed registrations: employees cannot delete these themselves. However, a payroll administrator can usually edit or delete them, depending on your payroll setup.
If you cannot delete a sick registration, it is because it has been processed for payroll, or because sick leave can only be registered on the same day in your setup.