Steps for Getting Started with Leave

Introduction

The Leave module helps in recording, managing, and tracking employees’ time-off requests. Its main objective is to handle employees’ leave requests impartially while ensuring that the employees’ absence from work doesn’t adversely impact the business.

SUB – MODULES

1) Define Leave Type

The leave different types of leave can be created along with the applicability according to the leave policy of the organization

Cumulative Applicability:
Cumulative Applicability is selected, then irrespective of the employee status the leave is applicable for all the employee. If this option is selected, the Employee Status box will disappear. If this option is not selected, then the leave can be assigned any particular employee status like confirmed, probationer, trainee, intern, etc.

Advance Leave:
If this box is selected, even if the leave balance is 0, then to the employee can apply for leave.

Prepone Sick Leave Restriction:
if this box is checked, then the employee cannot apply leave for future days. This is normally selected for sick leave as the sick leave cannot be applied in advance.

Half Day Applicability:
If this button is checked, the employees can apply for half day leave also.

Calculate from DOJ:
The leave entitlements will be added from the Date of Joining after employee confirmation

Calculation from Year Start Date:
Leave entitlements will be added from Leave start date(either from Calendar year or from financial year) irrespective of employee DOJ

Include Week Offs & Holidays:
If an employee tries to apply leave before and after the week off / public holiday, then the week off / public holiday will be considered as leave.

Include Connecting leave:
If this button is checked, if an employee tries to apply leave before or after the week off / optional holiday / public holidays; the before and after day will also be considered as leave.
Ex: If an employee tries to apply leave on 1^st of October, then the system will consider both 2^nd of October and 30^th of September as leave.

Pending Leave deduction:
if this box is checked, the leave balances will be deducted from employees current balances even though the leave is pending state

Location Specific:
If the location specific is selected, then the leave will be visible only for the employees from that particular location.

Restrict Probationer Employee:
This leave type will be restricted to the employees who are in their probation

Restrict Notice Period Employee:
This leave type will be restricted to the employees who are in notice period.

Notice Period:
If it is selected, only this leave will be displayed to employees who are in Notice Period

Maximum Leave limit per Month:
This columns displays the maximum limit for leave applicability per month.

Medical Certificate Display:
If the employee applies more than the limit, then the system will ask to submit the medical certificate.

Entitlement Start Date:
This box displays from when the leave entitlement needs to be added

Approver Hierarchy Restriction:
The hierarchy of the approval for the particular leave should be selected.

Impose Application:
Due to some emergency if an employee takes leave without applying for the same. The employee should apply the leave before the mentioned no. Of days in the application else the system will not allow to apply leave. Ex: if an employee applies leave today just by sending a mail to the reportee and did not apply for the same in the system. Once the employee is back from leave before the days mentioned in the Impose application column the employee should apply for  leave, else the system will not allow to apply.

Leave Pre-Intimation Days:
if an employee applies for casual leave or paid leave, before how many days should the employee intimate the same should be selected from the drop-down

Gender:
If the leave type should be applicable only for any particular gender it can be selected like male, female, transgender, etc.(check whether Transgender is there or Others is there)

Martial Status:
If the leave is applicable to only for particular martial status like single, married, etc.

Under Entitlement

Accrual Recurrence

When should the balance be added to the leave like monthly, quarterly, yearly, etc.

There are four type: 

A. Regular Balance: The entitlement can be given.

B. Comp-Off: If comp-off is selected then an extra column will appear, which indicates the expiry of the comp-off which means the comp-off should be used with the mentioned no. of days else the comp-off balance will be cancelled.

C. Experienced Based: With the years of experience the leave will be added.

D. Optional Holiday: Most of the organization provides 2 days of optional holiday yearly.

Leave Entitlement:
How many days of leave should be added based on the accrual recurrence.

Accrual Capping:
Restriction on applying leave. If the employee has 10 leave but the accrual capping is selected as 5, then the employee can apply only for 5 days of leave even though the balance is present. Because employee can able to see only 5 balances

Limitation on entitlement Post DOJ:
Example, if we kept this as 15, If the employee joins between 1 and 15, the balance will be added else the leave balance will not be added. And if the employees relieves between 1 to 15 then balance will not be added

Show decimal:
If the leave entitlement is added with decimal values like 1.5. If the show decimal is selected, the leave balance will be displayed with the decimal values.

Without Pro-rata:
Irrespective of the date of joining, the leave will be available for the employee.

Carry forward:
If Yes is selected, the leave balance will  not be moved to the next year. If No is selected, how many no. Of leave balance needs to moved to the next year should be mentioned. Select Save

2) Balances & Correction
The admin has the access to add or delete the leave balances of any particular employee.