Multi-Leave Policy

This feature is available on request. Please contact support@zohopeople.com to enable it for your organizational account.

Multi Leave Policy lets you configure multiple leave entitlements under a single leave type, with each entitlement applying to a different group of employees. Instead of creating a separate leave type for every variation, you create one leave type and attach several policies to it, each governed by its own applicability rules.

Applicability can be based on:

Location
Department
Designation
Employment type
Onboarding status
Source of Hire
Roles
Gender and more

Why it matters

Consider a company where Casual Leave entitlement differs by location such as Chicago, Singapore, Malaysia, and India each grant a different number of days. Without Multi Leave Policy you would need four separate Casual Leave types. With Multi Leave Policy you create one Casual Leave type and define four entitlement rules inside it, one per location.

This keeps the leave configuration clean, reduces duplication, and lets the system automatically apply the correct entitlement to each employee based on where they sit in the organization.

Key Concept

Term	Meaning
Leave type	The top-level category of leave (e.g., Casual Leave, Sick Leave, Earned Leave, Paid Time Off).
Leave policy	An entitlement rule nested under a leave type. Under Multi Leave Policy, one leave type can hold several policies.
Applicability	The criteria (location, department, designation, gender) that decide which employees a policy governs.
Entitlement	The number of days granted and the rules for how and when they are credited.

Configure a Multi Leave Policy

Contact support@zohopeople.com to enable it for your organizational account.

Let’s look at an example of how a single Paid time off can be configured for employees in different locations, such as Tokyo and Osaka, with different leave entitlements.

To create multi leave policy:

Navigate to Settings > Leave Tracker > Configuration > Leave Policy.
Click Add Leave Type.
Enter the basic details.
Select the leave classification as either Statutory leave or Non-statutory leave.
Select the leave type as Paid, Unpaid, On Duty, or Restricted Holiday.
Select the leave unit as either days or hours.
Select the entitlement options:

Experience based entitlement: A policy with a variable amount of leave based on the employee's years of experience.
Attendance based entitlement: A policy that credits leave to employees based on their worked hours or days.
Leave grant: A policy that credits special leave to specific employees based on a request, such as maternity leave.

Enter the description.
Select the policy validity period.
Click Add.

Add Multiple Leave Policies with Different Applicability

Once you've defined a leave type with entitlement criteria, such as experience-based, attendance-based, or leave grant, you can set up multiple leave policies under it, each with different applicability criteria. This lets you tailor leave rules for different employee groups based on location, department, employment type, designation, and more.

In the above example, we created a Paid Time Off leave type with experience-based entitlement. Next, let’s see how to set up leave policies with different applicability criteria. For examples of leave grant and attendance-based entitlements, refer to Setting up leave policy examples.

Navigate to Settings > Leave Tracker > Configuration > Leave Policy.
In the defined Leave Type (Paid Time Off), click Add Policy.
Enter a reference name for the leave policy, for example Paid Time Off - Osaka.
Enter the entitlement details base on experience, set accrual and reset rules.
Advanced Options - Leave Entitlement
In Advanced Options, if required select:
Add Opening Balance: Allows you to set an opening balance for the leave policy for applicable employees.
Set Maximum Balance: Allows you to set the maximum leave balance for this leave policy.
Prorate accrual
Deductible holidays: Deductible Holidays considers the holidays applicable to an employee and deducts them from the accrued leave balance, resulting in a reduced leave accrual.
Example: If an employee is entitled to 12 days of annual leave in a year and there are 6 holidays that fall on the employee's workdays:
Without Deductible Holidays: 12 days will be credited.
With Deductible Holidays: The 6 holidays are deducted from the annual leave entitlement, so only 6 days will be credited.
Credit in next accrual: Credit in Next Accrual means the leave credit is carried forward to the next accrual cycle.
For example, if you are enrolled in a yearly leave policy where leave is credited on January 1, enabling this option will skip the current January accrual and credit the leave in the following January instead.
You can use the Add New Level option to create a leave policy rule that applies to employees with more years of experience in your organization.
Click Next.
In the applicability section, define the leave policy applicability criteria.
Click Save.
Similarly, add the same leave type for other regions by clicking Add Policy under the corresponding leave type.
Click the Configure Restriction icon to set restrictions for the leave type. The restriction will apply to all leave policies defined under that leave type. Learn more about configuring restrictions.
Configure Restriction lets you define additional rules for how employees can apply for a specific leave policy. These restrictions control things such as:

Leave limits: what happens when the employee exceeds their available balance.
Sandwich leave: whether weekends and holidays between leave days are counted as leave.
Clubbing: whether this leave can be combined with other leave types.
Consecutive leave limits: the maximum number of continuous leave days allowed.
File requirements: require supporting documents for longer leave requests.
Past/future leave requests: control how far back or ahead employees can apply.
LOP handling: determine whether excess leave is treated as Loss of Pay.
Report and record level restrictions

HR Process Change on Employee Leave Balances and Holidays

HR Process Linked with Leave

When multiple leave policies are configured under the same leave type for different locations, the system automatically identifies the leave policy applicable to the employee's new location and updates the leave balance accordingly, effective from the HR Transfer effective date.

Example

A single leave type — Casual Leave — is configured for two locations, Chicago and Singapore, each with a different entitlement under a multi-leave policy:

Chicago Leave Policy

Singapore Leave Policy

Location Change via HR Process

Location	Annual Entitlement	Accrual Basis
Chicago	10 days/year	Credited on policy start and end dates
Singapore	12 days/year	Credited on policy start and end dates

Before the location-change HR process is initiated, the employee is credited under the Chicago policy (10 days).

An HR process is then initiated to change the location from Chicago to Singapore, with an effective date of 3 August 2026.

Employee leave days based on Chicago location (applies till August):

Annual entitlement: 10 days
Monthly accrual: 10 ÷ 12 = 0.8333 days/month
Applicable for 8 months (up to and including August)
Leave credited: 0.8333 × 8 = 6.67 days

Employee leave days based on Singapore location (applies from August):

Annual entitlement: 12 days
Monthly accrual: 12 ÷ 12 = 1 day/month
Applicable for 5 months (August–December)
Leave credited: 1 × 5 = 5 days

Total leave credited: 6.67 + 5 = 11.67 days

HR Process Linked with Holidays

When a location change is processed through the HR process, the holiday calendar of the new location applies from the effective date onward, while the holiday calendar of the previous location is retained up to the effective date.

Example

An employee's location is changed from Chicago to Singapore, effective 3 August.

Chicago holidays are retained through 2 August.
Singapore holidays apply from 3 August onward.