Configuring Leave Attributes

To configure leave attributes:

1. On the PW Admin menu, under Leave, click Leave Admin.

2. On the left navigation pane, click Leave Attribute.

The Leave attribute page appears.

3. In the Leave Type drop-down box, select the leave type for which you want to configure attributes.

4. If the leave type needs a check on the number of balance leaves available before allowing an employee to apply a leave as the defined leave type, select the Balance check required check box. Click to know more.

   For example, according to organization policy, employees may not be allowed to apply for more than 10 leaves under the casual leave type. If an employee is applying for 5 days of casual leave, and already 8 are availed, the balance is checked and the leave application will not be allowed under this type as the available balance is only 2.

   Sometimes, in leave types such as comp off, the balance check is not required because there is no upper limit defined for comp off and this type of leave has to be approved and credited on an individual basis before employees can avail it.

Note:               Some fields are not available if you have not selected the Balance Check Required check box. Fields that appear dimmed are unavailable.

5. Under the General section, perform the following steps:

1. In the Expiration period text box, enter the number of days within which the defined leave type can be utilized. The leave lapses after completing the defined number of days.

2. In the Approver Level drop-down box, select the number of levels needed for approval of the defined leave type.

3. In the Applicable To text box, select whether the leave type is applicable to female, male or to all employees.

4. In the Minimum number of days allowed text box, enter the minimum number of days of leave an employee can apply for the defined leave type. Click to know more.

   • For example, according to organization policies, employees may be allowed to apply for a casual leave only if a minimum 1 day of leave is applied. Therefore, if an employee tries to apply for half day of casual leave, the employee will not be allowed to do so.

   • If Allow half day is Yes, the employee can then apply for Minimum number of days + half a day. In this example, it would be 1¹/₂ days.

   • The minimum no of days allowed cannot be less than 0.5 days which is one session of the day

5. In the Maximum number of days allowed text box, enter the maximum number of days that leave can be applied as the defined leave type.

6. In the Minimum advance notification text box, enter the number of days of advance notification that employees have to give before applying for leave as the defined leave type.

7. In the Past Days Application text box, enter the number of days within which a taken leave has to be applied for the defined leave type. Click to know more.

   For example, according to organization policies, employees may not have previously applied for a leave, but if they have availed leave they should apply for it on PeopleWorks within 5 days.

8. In the Cancellation period text box, enter the number of days within which approved leave has to be cancelled.

9. In the Long Leave text box, enter the number of days of leave application that is considered as a long leave.

10. If the defined leave type can be taken as a restricted or optional holiday, in the Is Restricted option, click Yes; else click No.

11. If the defined leave type can be taken during the notice period, in the Allowed in Notice period option, click Yes, else click No.

12. If the leave applied as the defined leave type is auto credited, in the Auto Credit option, click Yes, else click No. Click to know more.

    For example, according to organization policies, leaves of a certain type like casual leaves are auto credited, while some like comp off have to be credited only on approval from authorized personnel.

13. If the leave applied as the defined leave type requires approval for crediting of leave, in the Credit approval required option click Yes, else click No.

14. If half-day leave is allowed for the defined leave type, in the Allow half day option, click Yes, else click No. Click to know more.

    For example, according to organization policies, half day leave may not be allowed under casual leave type. Half day leave means the employee works for only session 1 or session 2.

     

    In case you do not want to show the option to choose any one session while applying leave, for that particular leave type, in the allow half day option, you should select ’;No’.

15. If leave can be applied as the defined leave type only after an employee is confirmed, in the Upon Confirmation option, click Yes, else click No.

16. If leave applied as the defined leave type is considered as loss of pay, in the Is loss of pay option, click Yes, else click No.

17. To define the applicability of a leave applied for the defined leave type, perform one of the following steps:

    • If leave should be applied only after it is credited, select Earned. Click to know more.

      For example, according to organization policies, employee may earn 1 day of leave every month. The casual leave type applicability may be that the leave should be earned and not utilized. Then, if 4 leaves are credited and not utilized, the employee can apply for only 4 days leave.

       

      If the employee has 4 days as his leave balance then he can apply only for 4 days but not 5days.

• • If an employee can apply eligible leave in the leave accounting period regardless of balance availability, select Accrued. Click to know more.

    The Accrued leave option is to support you for applying leave on future dates against the accrued leave balance as on that date

     

    For example, according to organization policies, employee may earn 1 day of leave every month and is eligible for 12 days in the leave accounting period. The leave policy applicability may be that if an employee wants leave in the month of August. At the time of leave application, the employee has 4 days of leave credited. The employee can consider the other 3 days of leave that will be credited till the leave date and apply for 7 days of leave. So, employees can apply for number of days beyond the earned leave and can apply even if leave balance is not available.

• • If an employee can apply and avail eligible leave in advance regardless of balance availability, select Advance. Click to know more. This is defined in Advance Months.

    For example, according to organization policies, employee may earn 1 day of leave every month and is eligible for 12 days in the leave accounting period. The annual leave policy applicability may be that if an employee wants 10 days of leave can be applied and availed at any time, even though the leave is not credited. However, there may be a definition of the number of months of advance leave that can be availed.

     

    E.g.: if the Advance Months is selected as 2 Months; then employees can avail the leaves which they will be getting in next 2 months

• 18. If the leave applicability is advance, then in the Advance Months text box, enter the number of months up to which leave can be taken.

  19. If the leave applied as the defined leave type is applicable for on duty, in the Is On Duty option, select Yes, else select No.

  6.  Under the Leave carry forward section, perform the following steps:

     • To allow carry forward of unused leaves of the defined leave type, in the Carry forward option, select Yes.

     • In the Yearly carry forward limit text box, enter the number of days an employee can carry forward from the current month, leaves of this type.

     • In the Overall carry forward limit, enter the overall number of days that an employee can carry forward.

7. To disallow carry forward of leave applied as the defined leave type, in the Carry forward option, select No.

7. Under the Leave exclusion and inclusion section, perform the following steps:

   1. In the Intervening weekly off drop-down box, perform one of the following steps: Click to know more.

      Sometimes when employees apply for leave, the weekly off days are between the days for which leave has been applied. For example, leave may be applied for Friday, Monday and Tuesday. Saturday and Sunday are the intervening weekly offs that are between the leave applied for days. Depending on the organization policy, the intervening weekly offs may also be included as the leave and accordingly the leave balance is updated for the employee. Similarly, intervening holidays specified by the organization also may be considered as a leave.

• • To configure the leave type so as to include only applied days, select Applied Days Only.

  • To configure the leave type so as to include one day in addition to applied days, select Applied Days + 1.

  • To configure the leave type so as to include two days in addition to applied days, select Applied Days + 2.

  • To configure the leave type so as to include week offs in addition to applied days, select Applied Days + Week Offs.

2. In the Intervening holidays drop-down box, perform one of the following steps:

   • To configure the leave type so as to include only applied days, select Applied Days Only.

   • To configure the leave type so as to include one day in addition to applied days, select Applied Days + 1.

   • To configure the leave type so as to include two days in addition to applied days, select Applied Days + 2.

   • To configure the leave type so as to include holidays in addition to applied days, select Applied Days + Holidays.

3. In the Before weekly-off drop-down box, perform one of the following steps: Click to know more.

   Sometimes when employees apply for leave on the day before the weekly off, for example, Friday, then according to organization policy, the weekly off days of Saturday and Sunday may also considered as leave and the leave balance is then accordingly updated including the two weekly off days as leave. Similarly, there may be an organization policy to include the weekly offs as leave when an employee applies for leave for the day immediately after the weekly off, for example, Monday. 

• • To configure the leave type so as to include only applied days, select Applied Days Only.

  • To configure the leave type so as to include one day in addition to applied days, select Applied Days + 1.

  • To configure the leave type so as to include two days in addition to applied days, select Applied Days + 2.

  • To configure the leave type so as to include holidays in addition to applied days, select Applied Days + Week Offs.

4. In the After weekly-off drop-down box, perform one of the following steps:

   • To configure the leave type so as to include only applied days, select Applied Days Only.

   • To configure the leave type so as to include one day in addition to applied days, select Applied Days + 1.

   • To configure the leave type so as to include two days in addition to applied days, select Applied Days + 2.

   • To configure the leave type so as to include holidays in addition to applied days, select Applied Days + Week Offs.

5. In the Before Holiday drop-down box, perform one of the following steps: Click to know more.

   Sometimes when employees apply for leave on the day before any holiday, for example, May Day, then according to organization policy, the holiday is also considered as leave and the leave balance is then accordingly updated including the holiday as leave. Similarly, there may be an organization policy to include the holiday as leave when an employee applies for leave for the day immediately after the holiday.

• • To configure the leave type so as to include only applied days, select Applied Days Only.

  • To configure the leave type so as to include one day in addition to applied days, select Applied Days + 1.

  • To configure the leave type so as to include two days in addition to applied days, select Applied Days + 2.

  • To configure the leave type so as to include holidays in addition to applied days, select Applied Days + Holidays.

6. In the After Holiday drop-down box, perform one of the following steps:

   • To configure the leave type so as to include only applied days, select Applied Days Only.

   • To configure the leave type so as to include one day in addition to applied days, select Applied Days + 1.

   • To configure the leave type so as to include two days in addition to applied days, select Applied Days + 2.

   • To configure the leave type so as to include holidays in addition to applied days, select Applied Days + Holidays.

8. Under the Leave restriction section, perform the following steps:

   1. In the Restriction cycle drop-down box, select the cycle for which the leave applied as the defined leave type has any restrictions: Click to know more.

      • Bi Monthly if the leave cycle is every two months

      • Fortnightly if the leave cycle is every 2 weeks

      • Half Yearly if the leave cycle is every 6 months

      • Monthly if the leave cycle is every month

      • Quarterly if the leave cycle is every 3 months

      • Weekly if the leave cycle is every week

      • Yearly if the leave cycle is every year

   2. In the No of leaves text box, enter the number of leaves of the defined leave type that employees can take for the cycle, even though they may have leave credit and balance. Click to know more

      For example, if the restriction cycle is selected as Half Yearly, and No of leaves is 2, employees can apply 2 leaves of the selected leave type in six months.

9. Under the Leave reminders and escalation section, perform the following steps: Click to know more.

   When employees apply for leave, their team leaders or managers should take an action on the application such as approve or reject. Reminders are sent as e-mail notifications and if no action is taken, it is escalated. You can specify the number of days after which escalation should happen. If no action is taken by the concerned authority, the system will automatically approve or reject.

• 1. To select the action to be taken by the system on the leave applied as the defined leave type when the concerned authority has not performed an action, in the Action option select one of the following: Approve, Reject, No Action.

  2. In the Before no of days text box, enter the number of days before which an action has to be taken.

  3. In the Include week off option, select Yes if reminder has to be sent on week offs also, else select No.

  4. In the Escalations text box, enter the numbers of days after which the leave transaction has to be escalated. Click to know more

     For example, 4 days means if after 4 days of leave application, the approver has not taken any action, then leave transaction is escalated on the fifth day.

10. Under the Leave encashment section, perform the following steps: Click to know more.

    Some leaves, if unutilized may be encashed if organization policies permit.

• 1. In the Applicable for leave encashment option, select Yes if a leave of the defined leave type can be encashed.

2. In the Min allow days text box, enter the minimum number of days of leave that can be encashed.

3. In the Max allow days text box, enter the maximum number of days of leave that can be encashed.

4. In the Exclude leave text box, enter the no of leaves which have to be retained by the employees as balance while encashing.

5. In the Encashment cycle text box, enter the cycle for which leave of the defined leave type can be encashed.

11. Click Save.

The attributes for the selected leave type are saved. These leave attributes influence the working of leave submenus in the My Self, My Team and HR menus.

Note 1:            To exit without saving, click Cancel.

Note 2:            Fields marked * are mandatory.

Click to know more:

Leave Attributes

View Leave Attributes