Leave

A leave type is defined once in Leave Settings and everything follows from it. The form covers basic details — title, days entitled, gender, employee status and employee group eligibility, paid or unpaid — then the quota preferences recorded on the type — pro-rata assignment, carry-over with a maximum, six accrual options and a monthly usage cap — while assignment itself grants each eligible employee the type's full entitlement.

Request rules are set per type as well: how many days in advance a request must be made, eligibility windows before and after a date, whether consecutive days are required with minimum and maximum runs, when a full-day request needs a supporting attachment, and which durations — Full Day, Half Day or Quarter Day — the type allows. Sandwich and club day policy fields and an encashment flag with a recorded calculation method round out the type's configuration, and a type that is in use cannot be deleted by accident.

When a leave type is created or updated, its quota is allocated to every active employee who matches the type's eligibility — employment status, employee group and gender are read from the employee record. New joiners with auto-assignment enabled receive their matching quotas on creation, and when someone's employment type changes, say Probation to Permanent, any newly matched quotas are granted automatically. Updating a type refreshes entitlements on eligible rows; taken, pending and carried-over figures are preserved.

The Employee Leave Quota grid then gives HR the whole picture: one row per employee and leave type, filtered by station, department, employee, leave type, year and flag. Change Detail adds or subtracts from Allowed, Carried Over or Taken with a note recorded against the change; Update Leave Quota replaces an entitlement outright; and a CSV upload with a downloadable template imports quotas in bulk by employee code and leave type name. Rows can be marked, unmarked or removed in bulk.

The request form asks for the employee, leave type, duration — full day, half day or multiple days — the dates and a reason, with an optional file attachment for medical certificates and the like. The number of leave days is computed as you type: a half day counts 0.5, a range counts every day inclusive.

Beside the form sits the Employee Leave Summary, showing entitled, taken, pending, sandwich and club pending, carried over, compensatory and the remaining balance per leave type for the current quota year — so whoever is applying can see what is actually available before submitting. If the request would exceed that balance, the server refuses it with the exact shortfall. On submission, approvers receive a bell notification naming the employee, the type and the dates.

Each leave type is either auto-routed to any permitted approver or given a multi-level chain of up to five levels. Every level's approver is either a named employee or a role resolved relative to the requester — the reporting-line manager, department head or a manager further up the chain — so the same policy works for every team without re-configuration.

A multi-level request stays pending until the required number of distinct approvers have signed off, and only the approver whose turn it is may act, with owners and administrators able to override. A single rejection at any level finalises the request immediately. An approver cannot decide their own request — only an owner or administrator override may — and on a single-level route the actor must hold the Leave Approval permission. The Leave Approval queue lists everything with employee, type, status and date-range filters, defaulting to pending.

The available balance is always entitled plus carried over plus compensatory, minus taken, pending and penalty — recomputed after every change. Applying adds the days to pending; approval moves them from pending to taken; rejection releases them back. Editing a pending request re-validates the new dates against the balance and reconciles pending automatically, and deleting a request reverses whichever movement it made.

Approval also writes through to attendance: each full-day date of an approved leave is marked On Leave, while a half day only reduces the balance and never touches the day's check-in and check-out. Remove an approved leave and the attendance records it created are restored.

Employees who worked overtime or on a holiday can raise a Comp O.T. or Comp Holiday request from self-service, recording the date and the time in and out — or several dates at once with the multiple-lines form. General Leave Settings defines how these route: auto-approved, or through a multi-level forwarding chain of up to five levels, alongside the hours that constitute a full day, the leave quota year start date, a carry-forward preference recorded for that date, station leave and the number of signature lines on leave reports. Compensatory credit is a first-class column on every balance and quota row.