Difference between revisions of "Leave Configuration"

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The main objective of having a systematic leave configuration is to understand the different types of leaves available for employees. This can be configured as per the requirement which can be different for different departments. The main objectives of leave cycle are as follows:
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== '''Leave Configuration''' ==
* View created leave cycle.
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A Leave type can be configured unit wise/Location wise/Grade  wise/employee status wise etc..  Multi selection is possible for  each of these columns. Details such as leave type applicable to, min and  max days to be applied etc., are configured here. Also, it allows the  facilitator to indicate whether negative balance is allowed, half day  is allowed, past days are allowed, intervening holidays/weekly offs to  be included etc.
* Edit existing leave cycle.
 
* Create new leave type.
 
* View created leave types.
 
* Block/Unblock existing leave types.
 
* Put restriction on leave types.
 
* Remove restriction on leave types.
 
* Add post type in leave type.
 
* View configured post type in leave type.
 
* Edit configured post type in leave type.
 
* Block configured post type in leave type.
 
* Leave policy rules and sanctions are applicable between date defined by Renewal Detail Cycle
 
* Different Leave Policies for different departments in an institute can be configured.
 
  
[[Employee Leave Account|'''Employee Leave Account''']]
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== '''Role''' ==
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Leave Admin
  
In order to create Employee Leave account, we need to configure leaves depending on the leave type and Post Type. This can be done through Leave Admin role through following Path: '''Leave Configuration » Employee Account Configuration''' Leave cycle needs to be configured for the employees after which the opening balance of each leave type needs to be added. After the opening balance is added, the system automatically assigns the leaves to the employees account. After the calculation is done automatically, we need to freeze the settings so that these leave details are reflected at the employees login.
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== '''Path''' ==
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# '''Leave Admin''' '''» Leave Configuration » Leave Policy Configuration'''
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# '''Leave Admin » Leave Configuration » Employee Account Configuration'''
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# '''Leave Admin » Leave Configuration » On Duty Leave Configuration'''
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# '''Leave Admin''' '''»''' '''Leave Configuration » Compensatory off Configuration'''
  
The various functionalities of the Leave account are stated below:
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== '''Inputs Needed''' ==
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* Leave Policies at organizational should be defined department wise.
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* Leave Sanctioning authorities by the organization should be defined for each department.
  
1. Able to view department wise employee leave account balance.
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== '''Terminology Used''' ==
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# Leave Policy - Here leave Policy term is used to defined the systematic set of rules for the overall leave types.
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# Employee Account Configuration - As the name suggests, employee account configuration refers to the individual employees leave balance configuration.
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# On Duty Leave Configuration - An employee can make Out Duty request in case of being out of office for the purpose of office work and is not able to mark his/her attendance. Configuration for Office Duty  permissible types needs to be defined, along with sanctioning authorities.
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# Compensatory Off - Compensatory Off is a time off that is granted to a worker as compensation for working overtime.  
  
2. Option to enter leave balance of employee.
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== '''Functionality''' ==
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'''Leave Policy Configuration'''
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* Total number of Leaves credited during Leave cycle. For Eg: 12 Casual Leaves, 15 Medical / Sick Leaves available in one Leave cycle.
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* How many days in advance a particular leave should be applied for in order to avail can be defined as well. For Eg: Casual Leaves should be applied minimum 5 days in advance from the date of actual avail. While there can be no such rule for sick or medical leave.
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* '''Carry Forward''' indicates that leave balance left at the end of the cycle will be added with credited leaves of new leave cycle as per organization's policy. For Eg: The leave balance of Medical / Sick Leaves can be carry forwarded at the end of Leave cycle. Else the balance left will be lapsed at the end of the leave cycle.
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* When '''Half Pay''' leave is granted, twice the amount of such leave shall be debited. Balances added should be double, For Eg: If 10 leaves will be credited then balance added should be 20.
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* '''Encashable''' indicates that employees can encash the accumulated leaves according to organization's policy. For Eg: Balance Casual Leaves can be encashed at the end of the Leave cycle.
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* If '''Commuted Leave''' is taken, twice the number of days availed should be debited from the employees leave balance. For Eg: Where the staff granted '''commuted leave''' quits service voluntarily without returning to duty, the '''commuted leave''' shall be treated as HPL (Half Pay Leave) and excess '''leave''' salary shall be recovered.
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* Leaves will be approved automatically after some specified period. If the sanctioning Authority fails by any chance to approve the leave applied by any employee then this leave will approved automatically after specified time.
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* Supporting Document may or may not be required for leaves. For Eg: Supporting document is required for Sick / Medical Leaves for more than 2 days.
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* With Effect From e.g. for contractual employee Leave cycle is according to there contract period.
  
3. Option to search the employee name.
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'''Employee Leave Account Configuration'''
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* Can view department wise employee leave account balance.
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* Can enter leave opening balance of employee.
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* Can freeze / unfreeze the leave balance of employee.
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* Can block leave account of employee.
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* Able to view C-off balances of employee.
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'''On Duty Leave Configuration'''
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* Office Duty application can be made by an employee.
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* Application will contain the type of office work the employee is going for, for what date range and time range etc.
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* Weather he is traveling because of the office duty, if its an out-station travel or local or international.
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* Finance admin will sanction traveling related benefits accordingly.
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* According to the category of work, the sanctioning will be done by respective admins.
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* Alternate employees who will take responsibility of the work during absentees needs to be mentioned (though optional).
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Example : If employee wants to attend a research conference, research admin will scrutinize the application and will sanction the same.
  
4. Option to freeze the leave balance of employee.
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'''Compensatory Off'''
  
5. Option to unfreeze the leave balance of employee.
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User can define C-Off rules Post Type wise.
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* User can define the validity of compensatory-off in either days or months.
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* Auto credit of compensatory leave is possible if configured accordingly.If an employee works for minimum no. of hours defined while configuration, he/she will be auto-credited compensatory-off.
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* User can define Working Hours during non-working days.
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* User can define limit of compensatory off applications.
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* User can apply for compensatory leave after approval can avail the same.
  
6. Option to block employee account of employee.
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== '''Step by Step''' ==
 
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# Leave Policy Configuration[[File:Leave Policy Config.jpg|center|frameless|900x900px]][[File:Adding Leave & Creating Group Type.jpg|center|frameless|900x900px]]
7. Able to view C-off balances of employee.
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# Employee Account Configuration[[File:Employee Account .png|center|frameless|900x900px]][[File:Leave Balance.png|center|frameless|900x900px]]
 
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#On Duty Leave Configuration[[File:On Duty Leave Configuration.png|center|frameless|900x900px]][[File:Manage Category.png|center|frameless|900x900px]][[File:Add Category.png|center|frameless|900x900px]][[File:On Duty Configuration. .png|center|frameless|900x900px]]
8. Able to generate leave type wise report.
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#Compensatory Off
 
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[[File:Compensatory off Configuration.png|center|frameless|900x900px]]
'''[[Leave Application]]'''
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[[File:Compensatory Off Details.png|center|thumb|900x900px]]
 
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[[File:Compensatory Off Details..png|center|frameless|900x900px]]
Employee Leave Application is a functionality available under the Leave Admin. The path for it is '''Employee Leave » Employee Leave Application'''.
 
 
 
The important functionality of the Leave Application is stated below:
 
* Able to apply leave application on behalf of selected employee.
 
* Able to view leave application history of selected employee.
 
* Able to apply leave encashment request on behalf of selected employee.
 
* Able to view leave encashment request history of selected employee.
 
 
 
'''[[Leave Rejection / Approval]]'''
 
 
 
As the name suggest, here the leave admin can view the pending leave requests by the employees. The leave admin has an option to reject or approve anybody's leave depending upon the available workforce for a particular day, reason for leave or depending on any in-house event scheduled for that particular day.
 
 
 
The leave admin can also generate a leave history report  for all employees as well as for specific individual employee. The leave admin can also check for a report of leaves availed by employee. The name of this particular report is leave availed history report. This particular report can be fetched from the system according to specific leave types.
 
 
 
The path to access this page is '''Employee Leave » Employee Leave Request.'''
 

Latest revision as of 14:32, 24 April 2020

Leave Configuration

A Leave type can be configured unit wise/Location wise/Grade wise/employee status wise etc..  Multi selection is possible for each of these columns. Details such as leave type applicable to, min and max days to be applied etc., are configured here. Also, it allows the facilitator to indicate whether negative balance is allowed, half day is allowed, past days are allowed, intervening holidays/weekly offs to be included etc.

Role

Leave Admin

Path

  1. Leave Admin » Leave Configuration » Leave Policy Configuration
  2. Leave Admin » Leave Configuration » Employee Account Configuration
  3. Leave Admin » Leave Configuration » On Duty Leave Configuration
  4. Leave Admin » Leave Configuration » Compensatory off Configuration

Inputs Needed

  • Leave Policies at organizational should be defined department wise.
  • Leave Sanctioning authorities by the organization should be defined for each department.

Terminology Used

  1. Leave Policy - Here leave Policy term is used to defined the systematic set of rules for the overall leave types.
  2. Employee Account Configuration - As the name suggests, employee account configuration refers to the individual employees leave balance configuration.
  3. On Duty Leave Configuration - An employee can make Out Duty request in case of being out of office for the purpose of office work and is not able to mark his/her attendance. Configuration for Office Duty  permissible types needs to be defined, along with sanctioning authorities.
  4. Compensatory Off - Compensatory Off is a time off that is granted to a worker as compensation for working overtime.

Functionality

Leave Policy Configuration

  • Total number of Leaves credited during Leave cycle. For Eg: 12 Casual Leaves, 15 Medical / Sick Leaves available in one Leave cycle.
  • How many days in advance a particular leave should be applied for in order to avail can be defined as well. For Eg: Casual Leaves should be applied minimum 5 days in advance from the date of actual avail. While there can be no such rule for sick or medical leave.
  • Carry Forward indicates that leave balance left at the end of the cycle will be added with credited leaves of new leave cycle as per organization's policy. For Eg: The leave balance of Medical / Sick Leaves can be carry forwarded at the end of Leave cycle. Else the balance left will be lapsed at the end of the leave cycle.
  • When Half Pay leave is granted, twice the amount of such leave shall be debited. Balances added should be double, For Eg: If 10 leaves will be credited then balance added should be 20.
  • Encashable indicates that employees can encash the accumulated leaves according to organization's policy. For Eg: Balance Casual Leaves can be encashed at the end of the Leave cycle.
  • If Commuted Leave is taken, twice the number of days availed should be debited from the employees leave balance. For Eg: Where the staff granted commuted leave quits service voluntarily without returning to duty, the commuted leave shall be treated as HPL (Half Pay Leave) and excess leave salary shall be recovered.
  • Leaves will be approved automatically after some specified period. If the sanctioning Authority fails by any chance to approve the leave applied by any employee then this leave will approved automatically after specified time.
  • Supporting Document may or may not be required for leaves. For Eg: Supporting document is required for Sick / Medical Leaves for more than 2 days.
  • With Effect From e.g. for contractual employee Leave cycle is according to there contract period.

Employee Leave Account Configuration

  • Can view department wise employee leave account balance.
  • Can enter leave opening balance of employee.
  • Can freeze / unfreeze the leave balance of employee.
  • Can block leave account of employee.
  • Able to view C-off balances of employee.

On Duty Leave Configuration

  • Office Duty application can be made by an employee.
  • Application will contain the type of office work the employee is going for, for what date range and time range etc.
  • Weather he is traveling because of the office duty, if its an out-station travel or local or international.
  • Finance admin will sanction traveling related benefits accordingly.
  • According to the category of work, the sanctioning will be done by respective admins.
  • Alternate employees who will take responsibility of the work during absentees needs to be mentioned (though optional).

Example : If employee wants to attend a research conference, research admin will scrutinize the application and will sanction the same.

Compensatory Off

User can define C-Off rules Post Type wise.

  • User can define the validity of compensatory-off in either days or months.
  • Auto credit of compensatory leave is possible if configured accordingly.If an employee works for minimum no. of hours defined while configuration, he/she will be auto-credited compensatory-off.
  • User can define Working Hours during non-working days.
  • User can define limit of compensatory off applications.
  • User can apply for compensatory leave after approval can avail the same.

Step by Step

  1. Leave Policy Configuration
    Leave Policy Config.jpg
    Adding Leave & Creating Group Type.jpg
  2. Employee Account Configuration
    Employee Account .png
    Leave Balance.png
  3. On Duty Leave Configuration
    On Duty Leave Configuration.png
    Manage Category.png
    Add Category.png
    On Duty Configuration. .png
  4. Compensatory Off
Compensatory off Configuration.png
Compensatory Off Details.png
Compensatory Off Details..png