Leave management - inteacc/hrishelp GitHub Wiki
The employees can submit their own leave application through the self-service menu. If there are some employees who don't have access to a computer or smartphone, the HR team can process leave entry too.
When the leave application is created, the current leave balance of the employee is displayed. As there are two major category of leave types in terms of entitlement calculation method, the balance of leave type that depends on event is displayed based on the entilements and the event date selected.
If the application is first time for the specific event date, the full entitlement of the leave type (leave profile line) is displayed. On the other hand if the application is created as additional application of the same event date of the leave type, then it will show the remaining balance after deducting the previously applied leave days for the same event date as follows:
Leave days can be adjusted through this transaction for very exceptional cases.
Note that, the leave types will be available for selection only those leave types that are marked to be "adjustable" as explained in [leave types and rules configuration](https://github.com/inteacc/hrishelp/wiki/Leave-and-attendance/_edit#leave-profile-and-rules-configuration) as you see in the image below:
An approved Leave can be withdrawn by the employee. In order to withdraw a leave application fully or partially, go to the leave applications list screen, select the specific leave application and hit on the "withdraw" button to get started -
After you confirm withdrawal, the system will open the reversal application loaded with the original leave application you selected from list screen to be reversed after confirmation.
Then go to the Tab "Leave days" and remove any days that you don't want to reverse.
This means, what you leave in the reversal document will be reversed.
The reversal will require approval through the workflow relevant. Once approved, the leave balance days will be updated accordingly.
When electronic workflow is activated, approval is done within the builtin workflow process as described in the workflow process here.
Employees has option to notify manager through Pregnancy health notification within the self-service menu.
When saved, an email is automatically generated and sent to the supervisor's (Manager) company email account if any.
Employees can plan their leave and share it with the supervisor. The respective supervisor will have visibility of the actual leave days and plan on the same intuitive calendar view.
Generally employees are expected to apply and have the leave application approved before starting the leave of absence. And those leave which are in unpredictable in nature e.g. accidental, should be regularized as soon as possible. If such unpredictable absence is long respective HR should be notified and HR should initiate such leave to prevent from deduction of annual leave or leave without pay resulting deduction from salary.
However, in exceptional cases, the deduction of annual leave or deduction of salary can be reversed by leave adjustment as described in this process.
This transaction has to be processed by HR or leave administrator of the company on behalf of the employee and company.
Menu path: LEAVE MANAGEMENT > Leave adjustment
- Select employee profile, the system will automatically load current and last leave year's all related summary of absence, days deducted with annual leave, days deducted with leave without pay (salary is deducted).
- Select the rows for which the adjustment to be made
- Click the button "Update" (on top of the table in the bottom of the screen).
The system will automatically summarize the days into annual leave (earned) and leave without pay leave profile with summary by leave year (when more than one leave year related).
The system will also update the new days and keep the new leave profile line filed empty. Now, select the line and click "Edit" button. A pop-up will appear where select the leave profile line to be adjusted with.
Once updated, saved.
When the leave adjustment is approved the following actions will be executed by the system automatically:
- Adjust those days with the year related (e.g. previous year)
- Update the carry-forward days of the previous year
- Update new leave for the current year
- Update current year leave balance
- Calculate the reversal of salary deducted against absence
- Apply to next payroll being processed as arrears salary
Leave balance can be accessed from both Employee self-service and HR leave admin menu.
The leave balance is displayed by Leave type and event i.e. if any employee has more than one event for the same leave type then it will be that many lines where each line will have respective info like event date, entitlement days, leave used etc.
Here is details of each column above:
| Column | Description |
|---|---|
| Employee Profile | Represents the employee's unique identifier and name. Example: 00000012 Morton. |
| Leave Profile Line | Specifies the type of leave associated with the employee. Example: PL Paternity Leave (indicating Paternity Leave). |
| Event Date | The start date or reference date for the leave event. Example: 18/09/2024. |
| Entitlement Days | The total number of leave days the employee is entitled to for this leave type. Example: 30. |
| Leave Days Used | The number of leave days the employee has already used. Example: 0. |
| In Process Days | The number of leave days currently in process or under review for approval. Example: 5. |
| Approved Days | The number of leave days approved but not yet used (leave dates are not over based on the current date). When any date is over, the day is added to "Leave Days Used", and "Approved Days" is reduced automatically. |
| Lapsed Days | The number of leave days that have lapsed or expired without being used. Example: 0. |
| Balance Days | The days the employee can still apply for, which are within the entitlement and must be used before the leave expiry date. Example: 30. |
| Leave Expiry Date | Calculated based on the event date and the validity days as per the respective leave rules. Example: 17/03/2025. |
Workflow is optional implementation. When implemented, you may choose one of 3 different options:
- Simple workflow option
- Workflow by workflow group
- Workflow by leave type
Simply create a workflow with WFCategory "Leave application". This will automatically activate the workflow in leave application process.
If you have a complex organization with a need for different workflow by employee group, then you can use this option. The workflow group contains a group of different workflow e.g. workflow for leave, loan etc., and the workflow group is assigned at the employee level.
When your organization needs a more granular level of assigning approvers by leave type, use this option. In this option, you can define workflow by "leave profile line" type.
This field is optional. When you select, the respective leave type will use the selected workflow. If kept empty, the system will automatically use the leave workflow available.
The leave profile allows you to define various types of leaves applicable in your organization, such as vacation leave, sick leave, maternity/paternity leave, and more.
Within the leave profile, each leave type can have specific rules and settings associated with it. Each employee is assigned a leave profile in the employee profile.
When you check this option in the Leave profile, this will open up the following option for the respective employees with this leave profile:
This field is used to define the "earned leave" type that will be used to deduct leave days when relevant without asking a leave type in the leave application process where the option "Auto-select leave wop" is activated.
This field is used to define the "leave without pay" type that will be used to deduct leave days when relevant without asking a leave type in the leave application process where the option "Auto-select leave wop" is activated.
- When the number of days selected in the leave application, if it exceeds the respective leave type's number of days balance (e.g. Sick leave) then the system will automatically create a new line in the leave app Lines with the available days balance of the Annual leave.
- If the available annual leave balance is not sufficient to the leave date range selected, then after exhausting the annual leave, the remaining days are then turned into leave without pay by automatically adding a 3rd row in the leave app type table.
When you create new Leave profile, un-select auto-select leave wop irrespective of your policy and do not update the "Default earn leave" and "default leave without pay". You save the leave profile and come back (edit) to update those fields.
As you may have noticed in the screenshot above, one leave profile generally holds many leave types and you can configure each leave type for the leave profile. If the leave policy varies from one group of employees to a different group, you may consider more than one leave profile to fit different requirements.
To Create or modify the details configuration of a leave type, click on the create or edit button that will bring the following screen to maintain the leave type within the leave profile.
Select the leave type and the characteristics of the leave type you want to configure with. Here, let's discuss what those fields mean.
| # | Feature | Description |
|---|---|---|
| 01 | Limit varies by service length | If you select this option, a table will appear in the bottom area of the screen and will go away if unselected. When checked, you can select different scales of service length and related leave days. The system will automatically calculate the leave days entitled based on this config and the service length of the employee. |
| 02 | Leave entitlement period | * Yearly: The day's calculation is based on a fixed number or scaled number of days. * Job tenure: Fixed for the lifetime of employment in the company. Any days used earlier are deducted from the employee's entitlement. * Depends on events: The leave is entitled only when predefined events occur. If this option is checked, features #03, #04 & #05 will be relevant in defining the leave entitlement days, limit, and dependency. |
| 03 | Eligibility type | * All employees: All employees will be eligible. * Selected employee category: Only selected employee categories are entitled for the leave. This option has additional criteria "Min contract months". This applies to employees with employment type as contractual. The default value is 0. When the value is more than 0, employees with a contract period below the defined months will not be able to apply for the leave. |
| 04 | Event limit type | The options are: * Max days: Maximum number of days entitled for each event. * At actual: This option will prompt for the date-range of the event (Event date - End date). Example use case: hospitalization period. |
| 05 | Event limit applicable | If checked, this indicates that the leave type is used only when specific events occur. Two additional fields (#05 & #06) will appear to further define the entitlement rules of the leave type. |
| 06 | Event limit | This defines the maximum number of days of leave entitled per such event. |
| 07 | Post-event limit type | This is applicable to event based leave only. There are 3 options "10 - Not applicable", "20 - Additional days limit" and "30 - Min days in event limit". The usage is explained in this document later |
| 08 | Post-event limit | Defines the days limit when the post-event limit is applicable. |
| 09 | Max number of events | This defines the maximum number of events allowed for calculating the entitled number of leave days. |
| 10 | Leave without pay | If the leave type is configured by checking this option, the payroll system will automatically deduct the salary for the days taken off by the employee. |
| 11 | Can carry forward | This confirms whether the leave type can be carried forward from one year to the next. |
| 12 | Limit calc type | Defines how the carry-forward days limit will be calculated. * Max days - Maximum fixed number of days that the system will automatically carry forward to the next leave year. * Percentage of balance - A percentage defined in #10 is applied to calculate the max days that can be carried forward. |
| 13 | Carry forward limit | This field is used for a percentage or fixed days limit as defined in #10 above. It defines the number of days that can be carried forward out of the current year's entitlement. |
| 14 | Carry forward overall limit | This indicates the overall limit on how many days, from the current and previous years, can be carried forward. |
| 15 | Consec days limit applicable | If selected, this defines the number of consecutive leave days allowed. If exceeded, deductions may apply. A "consec days limit" field will appear for setting the limit. |
| 16 | Enforcement rules | * Restrict: The system will not allow the applicant to submit the leave application if it exceeds the set limit. * Enforce document attachment: The leave application system will require attaching a document before submission. * Confirm document sent: The leave application system will require confirmation that relevant documents have been sent to the appropriate person (e.g., HR). |
| 17 | Count holidays in WE range | If checked, any weekend falling within the range of leave applied for will be counted as leave days. If not checked, it will be considered as a regular weekend. |
| 18 | Prorate first-year entitlement | Allows prorating the first year's entitlement based on the hire date. |
| 19 | Min job length month | Minimum job length in months required to qualify for leave. |
| 20 | Min job length app day | Minimum number of job days required to qualify for leave application. |
| 21 | Number of days per period | Number of days entitled for leave if not defined in the table. |
| 22 | Encash in employees | If checked, this will allow the encashment of the leave balance. |
| 23 | Encash in final settlement | If checked, this will allow the system to automatically calculate encashment of the leave days balance during final settlement. |
| 24 | Leave entitlement adjustable | This allows an authorized person to adjust the entitlement days in special cases. Leave types defined as adjustable are available for selection in the leave adjustment screen. |
| 25 | Auto approval | When the option is checked, the leave will be approved automatically if the respective employee category/group has this auto-approval option selected in the employee category configuration. |
| 26 | Special rule | Options are: * None * Compensatory (compensatory leave in lieu of days worked during weekend/holidays * Scale of days earnings - days earned for the number of days worked in special cases. |
| 27 | Compen leave exp duration | Use this field to define the maximum number of calendar days for expiry of the weekend/holiday worked to claim the compensatory leave. |
| 28 | Update leave bal ch holiday cal | When checked, if an employee transfers from 5 days a week to 6 days a week (or vice versa), the system will recalculate the leave due days for the respective employee. |
| 29 | Workflow | Select the respective leave type's workflow here when you want the specific leave type will have the spepcific workflow. If you do not select the workflow in this field, the system will use the workflow of the respective category automatically which will be common across all leave types. |
Event based leave solely depends on occurrence or non-occurrence of a specific event for which employees may qualify for leave (with/without pay).
Select option from "Leave entitle period" to identify during configuration of leave profiles if the leave is a event-based.
Number of days limit, which is dependent on the option "event limit type" - Max days or actual. For example, if an employee is hospitalized the actual days may be granted as leave with pay in company policy.
Options:
- 10 - Not applicable
- 20 - Additional days limit
- 30 - Min days in event limit
If 20 or 30 option is selected, the applicant will be prompted with post-event days.
- Use option 20 when the post event days is allowed in addition to the event days. Use case: Taking leave days after the employee has been released from the hospital.
- Use option 30 when the post event days is part of event limit but portion of it is enforced to be taken after the event date. Use case, minimum 60 days out of 180 days maternity leave entitled has to be taken after the birth of the child as a mandatory.
The number of days after the event date the leave entitlement has expired.
If the employee can apply several applications for the same event. However, the event limit will still be applicable. The system will calculate the past leave days taken if any and compare with the leave days entitled.
When You choose intermittent leave type, use this option if there is any minimum number of days of leave taken
The maximum number of events per leave year entitled for leave days.
When the employees apply for the event-based leave application, the event date will be a mandatory field on the screen.
Option to make any leave type eligible by all employees or selected employee category.
If you select the eligibility to selected employee category, a table to maintain eligibility will appear like as follows where you can maintain the eligible employee category and min job-lengh in month rules. if there is no required min job length, put 0.
Hospitalization leave falls under event-based leave that may have occurrence in one or multiple times or none in a year for an employee. There are two elements of hospitalization leave i.e. during the event and after the event. Event here starts from event date i.e. the date when the employee was hospitalized and ended when released from hospital.
Generally for the hospitalization or similar leave types, documents issued by respective organization (e.g. hospital release certificate, doctors certificate) is required to be submitted to HR through the leave applicaition. You may make it mandatory at the time of configuration of respective leave profile lines as follows:
Hospitalization period: Starts from "Event date" and ends on "Event end date" Post hospitalization period: Start next day of "Event end date" to "End date"
The number of days leave without pay is taken into consideration to reduce the length of service of the employee.
This rule is setup at employee category-group rule level within the master data.
Example list of seniority loss:
The calculation is based on the above rule which is executed through background job or it can be manually trigger the calculation.
Schedule job to execute the job:
