What are Sub-Entitlements?

  • Updated on Apr 9, 2024
  • Published on Dec 4, 2023
  • 4 minute(s) read
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What are Sub-Entitlements?

Sub-entitlements are a secondary set of rules for when an employee is entitled to leave. For example, if an employee becomes entitled to additional leave after every five years of employment, this condition can be set up as sub-entitlements in the leave plan.

Each sub-entitlement starts after the defined duration of the main entitlement.

TIP

When calculating leave balances, Jemini will sort through the sub-entitlements from top to bottom, and the sub-entitlements will be applied for the duration set in the SUB-ENTITLEMENTS panel in the leave plan.

The same settings available for the main entitlement are also available for the sub-entitlements.

How to set up Sub-Entitlements

  1. Follow the steps above in How to add a leave plan until you get to the HAS A SUB-ENTITLEMENT setting in the Entitlement Rules section.
  2. Set HAS A SUB-ENTITLEMENT to Yes.
  3. Enter NUMBER OF ANNIVERSARY DATES WHERE THE EMPLOYEE RECEIVES THIS ENTITLEMENT.
    • This setting is visible if Anniversary Date is chosen as the ENTITLEMENT GRANTED and HAS A SUB-ENTITLEMENT is set to Yes.
    • If the employee is entitled to the leave plan for a limited duration, enter the number of anniversary dates that this entitlement will be valid for and when the sub-entitlement becomes available.
  4. Enter NUMBER OF ENTITLEMENT DATES WHERE THE EMPLOYEE RECEIVES THIS ENTITLEMENT.
    • This setting is visible if Accrued Annually is chosen as the ENTITLEMENT GRANTED and HAS A SUB-ENTITLEMENT is set to Yes.
    • If the employee is entitled to the leave plan for a limited duration, enter the number of entitlement dates that this entitlement will be valid for and when the sub-entitlement becomes available.
  5. Select Sub-entitlements to open the SUB-ENTITLEMENTS panel.
  6. Select Add Sub-entitlement to open the sub-entitlement settings.
    • The panel will be labeled with a '1' at the top left-hand corner of the panel to indicate that one sub-entitlement has been created.
  7. Choose when SUB-ENTITLEMENT GRANTED.
    • This defines when the sub-entitlement is given. Entitlement granted options are listed below.
  8. Enter the SUB-ENTITLEMENT AMOUNT.
    • Once you've entered a number here, you can choose the SUB-ENTITLEMENT UNIT in the next step. For example, if the sub-entitlement is for five extra days of leave, enter '5' here and set the unit to 'DAYS'.
  9. Choose the SUB-ENTITLEMENT UNITS.
    • This setting directly correlates with the SUB-ENTITLEMENT AMOUNT in the previous step.
    • Options are Days, Hours, and Weeks.
  10. Enter the SUB-DURATION IN YEARS.
    • This setting is visible if Service Duration is chosen as the SUB-ENTITLEMENT GRANTED.
    • It determines how many years an employee needs to work before they become eligible for the sub-entitlement.
  11. Enter NUMBER OF ANNIVERSARY DATES WHERE THE EMPLOYEE RECEIVES THIS ENTITLEMENT.
    • This setting is visible if Anniversary Date is chosen as the SUB-ENTITLEMENT GRANTED.
    • If the employee is entitled to the leave plan for a limited duration, enter the number of anniversary dates that this entitlement will be valid for and when the next sub-entitlement becomes available.
    • If you only want to add one sub-entitlement, leave this field blank.
  12. Enter NUMBER OF ENTITLEMENT DATES WHERE THE EMPLOYEE RECEIVES THIS ENTITLEMENT.
    • This setting is visible if Accrued Annually is chosen as the SUB-ENTITLEMENT GRANTED.
    • If the employee is entitled to the leave plan for a limited duration, enter the number of entitlement dates that this entitlement will be valid for and when the next sub-entitlement becomes available.
    • If you only want to add one sub-entitlement, leave this field blank.
  13. Set CARRY OVER TOTAL BALANCE to Yes or No.
    • If you select Yes, the balance will be carried over every time a new sub-entitlement kicks in.
    • If you select No, the maximum balance, as entered in the next step, will be carried over.
  14. Enter MAXIMUM CARRY OVER BALANCE.
    • The amount you enter here will be the maximum balance to carry over when a new sub-entitlement kicks in if the CARRY OVER TOTAL BALANCE is set to No.
  15. If you want to add a second sub-entitlement, select Add Sub-entitlement and repeat the process.
    • The number in the top left-hand corner of the panel will indicate how many sub-entitlements have been created for that leave plan. For example, if you've created two sub-entitlements, a number '2' will be visible.
  16. Continue adding sub-entitlements as required.
  17. When you've finished adding sub-entitlements, select the Tick icon or the Shrink icon to close the SUB-ENTITLEMENTS panel.
  18. Continue defining the rest of the leave plan.
    • Return to the How to add a leave plan instructions at "Choose the BALANCE CALCULATION RULE" if you need guidance.
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Jemini will keep repeating the last sub-entitlement record indefinitely. For example, if you set a Service Duration sub-entitlement to "5" years duration, the employee gets that entitlement every five years. To stop it, make another sub-entitlement for way into the future (like "Service Duration set to 99 years duration"), so the employee won't actually receive it.
In the future, we'll add an option to "finish leave plan after sub-entitlement" or something similar. But for now, the current setup does what's needed.

'Sub-entitlement Granted' options

  • Accrued Annually: The entitlement is accrued over the course of a year
  • Accrued on Occassion: This entitlement will not automatically accrue, but will be based on specific actions like Time in Lieu, for example.
  • Anniversary date: The entitlement is granted as a lump sum at the anniversary date of the leave plan. The employee will have an entitlement and accrued balance.
  • Immediately: The entitlement is granted as a lump sum at the start of the leave plan.
  • Service duration: The entitlement is granted as a lump sum after the defined duration.
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