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Buy and Sell Leave in Dynamics 365 HR


Buy and Sell Leave in Dynamics 365 HR

Most organizations will enable the buying and selling annual leave scheme that allows the employees to alter their entitlements. This could be due to either buying some additional leaves or selling some of their current entitlement. The advantage of using this scheme is that employees can cash out if they wish to use less than their full leave entitlement.

Microsoft Dynamics 365 Human Resources had this buy or sell leave feature under preview mode. There are some dependent preview features to be enabled first before enabling the feature, which had general availability starting August 2020.

Setting up buy or sell leave policies in D365 HR

Leave and absence parameters

Under Leave and absence > Links > Setup > Leave and absence parameters, user can enable either one of below or both as per the requirement:

  • Allow employees to buy leave
  • Allow employees to sell leave

leave and absence parameters

Buy and sell leave policy

Under Leave and absence > Links > Setup > Buy and sell leave policy, user can create different policies per year and can update the plan accordingly.

Policy types that are available to choose from based on units of measurement that is applied for leaves:

  1. Amount Select a fixed amount which employee can buy or sell
  2. Hours per week Select this if the units for leave and absence is in “Hours.” If selected, working times defined in the employee’s assigned working calendar is used to determine maximum amount of the policy.

Buy policy

We can maintain tier-based maximum amounts based on months of service per leave type. System picks the months of service based on tier basis date selected in the respective leave plan enrollment of the worker.

A single record per leave type can also be fine if there are no such criteria.

buy and sell leave policy - standard view

Workers’ position FTE plays a crucial role and it could be a deciding factor to give full eligibility for buy and sell or give prorate-based eligibility. If FTE is not enabled, then everyone will get full eligibility.

We can mention rate and earning code too but if it taken care of on the payroll side, this can be ignored.

Sell policy

Same functionality as in buy policy, we can maintain tier-based maximum amounts based on months of service per leave type. A single record per leave type can be defined if there are no such criteria.

sell policy

Likewise, FTE can be enabled if prorate calculation must be applied.

Associate the policy to the leave plans

Once the policy is defined, it needs to be associated with the respective leave plans. For example, if the buy and sell leave policy is defined for annual leave type, then this policy must be associated with all active annual leave plans.

annual leave

Submitting Buy and Sell leave request

There are two separate leave request types now available apart from the regular leave request:

  1. Buy leave request Employees as well as HR assistants can submit this request
  2. Sell leave request Only employees can submit the request

There is no workflow available for these requests, though Microsoft says a workflow will be enabled once this preview feature moves to general availability.

Employees submitting buy leave request from ESS

Here is how employees can access the buy or sell leave request:

my career info

User can open Buy leave request form from the above screenshot and add the details as mentioned below:

buy leave request

The screen will show Available to buy as 6.00 as per the eligibility of the worker. This indicates employee can raise a request for any value that is less than or equal to 6.00 but not more than that.

Click + Add and select the leave type and enter the amount that you are going to buy and click Submit.

request detail

Screen will show how much is requested and what the new balance would be. Once user submits the record, the employee cannot see the buy and sell leave requests that are submitted.

Employees submitting sell leave request from ESS

Here is how employee can access the sell leave request:

time off balances

Employee can select the leave type and enter the amount that he/she intends to sell as shown below:

sell leave request

Once submitted, the balance will get updated accordingly.

Employee can see the updated balances for the respective leave type under Balances as shown below:

time off

Employee cannot see the transactions either in Approved time off or Time off requests tabs.

HR users submitting from worker form

Employees cannot see the requests that are submitted for buy or sell leaves. This can be seen only by the HR users under Leave and absence > Links > Manage leave > Buy and sell leave requests as shown below:

manage leave

HR users can request buy leave on behalf of employees but not request for sell leave. In the worker record, in the action pane, under the leave tab, user can click on Buy leave request as shown below:

HR can raise a buy leave request on behalf of employee as shown below:

test request time

However, sell leave request is only available at ESS and its completely the employee’s choice.

Leave bank transactions

Here are the two transaction types that are introduced as part of this process

  1. Transaction type = Buy request (with amount in positive sign)
  2. Transaction type = Sell request (with amount in negative sign)

current balance

Note: By default, system takes system date for these transactions and there is no option to modify the dates. Some organizations allow employees to do this transaction only once a year, and if that is the case a clear communication must passed to the employees defining the trading window.

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Joe CRM
By Joe D365
Joe D365 is a Microsoft Dynamics 365 superhero who runs on pure Dynamics adrenaline. As the face of PowerObjects, Joe D365’s mission is to reveal innovative ways to use Dynamics 365 and bring the application to more businesses and organizations around the world.

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