1. Leave Credit
1.1 How do I credit leaves to the employee(s)?
Navigate through HR >> Leave >> Credit Leave
Select the employee(s) based on designation/division.
Fill in all the mandatory fields and click on Credit.
1.2 How do I stop crediting of leaves for a particular employee during LOP?
We cannot do the same as it will impact the other employees who have been mapped to that leave type.
Instead we can delete the transaction once it is credited so that the leave would not be applicable.
1.3 As a HR, how can I update privilege leave for an employee moving from probation to confirmed status?
The employment type of the employee needs to be changed to 'Confirmed' in the Current Organization page.
Once the status is changed, HR can credit the leave for the employee.
1.4 How to view credited leaves for employees?
The Credited Leave sub menu (HR >> Leave) allows you to view and edit the credited leaves of employees.
To view and edit the credited leaves of employees, perform the procedure Editing/Deleting Credited Leave.
1.5 How to correct the manual leave credit?
The Credited Leave sub menu (HR >> Leave) allows you to view and edit the credited leaves of employees.
To view and edit the credited leaves of employees, perform the procedure Editing Credited Leave.
2.1 How to Apply Leave on behalf of employees?
The Apply / Cancel Leave sub menu (HR >> Leave) allows you to apply leave on behalf of employees.
To apply leave on behalf of employees, perform the procedure Applying or Cancelling Leave.
2.2 How to Withdraw Leave on behalf of employees?
The Apply / Cancel Leave sub menu (HR >> Leave) allows you to withdraw leave on behalf of employees.
To withdraw leave on behalf of employees, perform the procedure Applying or Cancelling Leave.
3.1 How to Approve Employees compensatory off application?
The Approve / Reject Leave Grant sub menu (HR >> Leave) allows you to approve the compensatory off of employees.
To approve the compensatory off of employees, perform the procedure Approving or Rejecting Leave Grant.
4.1 How to view the leave summary of employees?
The Leave Summary sub menu (HR >> Leave) allows you to view the leave summary of employees.
To view the leave summary of employees, perform the procedure Viewing the Leave Summary.
5.1 When an employee tries to apply for leave, why does an error message pop up as ''Not Applicable''?
Navigate through PW Admin>> Leave Admin>> Leave Applicability
Select the leave type
Check if the applicability is mapped to that particular employee based on designation /division/city.
5.2 How do I configure "On Duty”?
Navigate through PW Admin >> Leave Admin >> Leave Attribute
Select the leave type and check the field 'Yes' in 'On Duty'
Click on Save.
Once done, the employee can apply for On Duty.
Please check for the details in the Current Organization page (HR >> Employment Details) against that employee who have been chosen as applicable to the calendar
To view the employee’s Current Organization page, perform the procedure Viewing Current Organization Details.
Note: It is recommended to use one type of filter if you want to map applicability for all.
If Applicability for the leave is based on designation, the new designation has to be mapped in the leave applicability.
Note: This is applicable for all the new masters created i.e., Branch/Process/ Employment Type/ Location/City/ Project/ Department/ Division.
6.1 How do I update leave transactions against a set of employees?
Navigate through the following steps:
a. Download the Leave Migration template by navigating through PW Admin >> Configuration >> Excel Mapping
b. Fill in the leave transaction details in the template with Applied and Approved status
(i.e., 1 leave transaction will have 2 transactions, 1 for Applied status and the other got Approved)
c. Navigate through PW Admin >> Configuration >> EDM Excel Upload
d. Select the 'Module' as 'Leave_Migration', browse the file and upload the updated template
e. Click on 'Save'.
6.2 Why should I use Leave Migration?
If you have to upload Leave transactions for huge number of employees, manually adding would be cumbersome. To minimize the effort, we have Leave Migration.
Navigate through PW Admin >> EDM Excel Upload, select from the dropdown Leave_Migration and download the Excel Template. Fill in the mandatory fields.
Navigate through PW Admin >> Configuration >> EDM Excel Upload
Select the 'Module' as 'Leave_Migration', browse the file and upload the updated template.
6.3 How to update (upload) the leave transaction details of employees in bulk?
To update the employees' leave transaction details in bulk, perform the following steps:
a. The Excel Mapping sub menu (PW Admin >> Configuration allows you to download the template.
b. The EDM Excel Upload sub menu (PW Admin >> Configuration) allows you to upload the file.
To download the file, perform the procedure Excel Mapping.
To upload the file, perform the procedure EDM Excel Upload.
Please check for the posted date entered in the excel upload template. If the Posted Date falls in Current Accounting year, then the uploaded details will not appear in the leave Summary page.
6.5 I have created a new holiday list and the same is not reflecting for employees.
This happens when the applicability for the new holiday list is not mapped. The Calendar Mapping sub menu (PW Admin >> Leave) allows you to map calendar to the employees based on Designation/Project /Process /Band /Division /Location.
To map the new calendar, perform the procedure Mapping Calendars.
7.1 How can I restrict the maximum number of days for a particular Leave type?
Navigate through PW Admin >> Leave Admin >> Leave Attribute
Select the Leave type, the field 'Max no of days allowed'
Enter the no of days as per the organization policy.
Click on Save
7.2 How can I enable past days leave application for the employees?
Navigate through PW Admin >> Leave Admin >> Leave Attribute
Select the Leave type and select the field Past days Application
Enter number of days you would like to allow your employees to apply leave after availing it.
Click on Save
Please check on the particular employee's designation if it has been mapped to the Holiday list.
Navigate through PW Admin >> Leave Admin >> Calendar Mapping
Select the holiday calendar which the employee is applicable to and then click on Map.
Select the designation of that employee and click on Save.
7.4 How to remove / deactivate a particular Leave type?
HR cannot remove the leave type, but HR can deactivate by navigating through
PW Admin >> Leave admin >> Leave type >> select the Leave type
Click on Edit and uncheck the Active field
Click on Save
7.5 When will an Escalation happen for leave?
If an employee has applied leave and no action is taken from the reporting manager, it will automatically escalate to the next manager as per the configuration setup for escalation days given in the leave attribute page and it continues with the escalation till the highest level of manager if the lower level does not take action.
7.6 How do I configure to cancel the approved leaves?
Navigate through PW Admin >> Leave Admin >> Leave Attribute
Select the Leave type and check the configuration of Cancellation Period days.
7.7 How to update the employees' leave credit details in bulk?
To update the employees' leave credit details in bulk, perform the following steps:
a. The Excel Mapping sub menu (PW Admin >> Configuration) allows you download the leave credit details template.
b. The EDM Excel Upload sub menu (PW Admin >> Configuration) allows you to upload the leave credit details file.
To download the file, perform the procedure Excel Mapping.
To upload the updated file, perform the procedure EDM Excel Upload.
7.8 How do I disable the Session 1 / Session 2 option for a particular leave type?
The Leave Attribute sub menu (PW Admin>>Leave) allows you to disable the Session 1 / Session 2 option of a particular leave type.
To disable the Session 1 / Session 2 option of a particular leave type, perform the procedure Configuring Leave Attributes.
8. Weekly Off's and Holiday Calendar
8.1 Can I configure Saturday as a working day for few of the employees?
Navigate through PW Admin >> Leave Admin >> Employee Weekly Off
Select the designation/division and click on search
Check on the box below Saturday for those employees and click on Update.
Please check the configuration if the week offs (before/after week offs) is included for leave application
Navigate through PW Admin>> Leave Admin >> Leave Attribute >> Check settings
In Leave inclusion and exclusion field, the intervening Weekly Off would also be considered
Select Applied days only and click on Save.
8.3 Can I add a holiday declared only for certain location to avoid the system considering as LOP?
Holiday details can be added in PW Admin >> Leave >> Holiday List
It can be mapped to a particular location to avoid any LOP for that date.
8.4 How can I change the Holiday Calendar name?
a. Navigate through PW Admin>>Leave Admin>>Holiday calendar
b. Select the calendar name and Edit
c. Change and click on save button.
This happens when multiple calendars are mapped against employees.
Only one calendar has to be mapped for each employee.
To map calendars to an employee, perform the procedure Mapping Calendars.
8.6 How do I add new Holiday list?
The Holiday calendar and Holiday list sub menus (PW Admin>> Leave) allow you to add a new holiday list and map it to the respective calendar.
To add a new holiday list, you need to first create a holiday calendar.
To create a calendar, perform the procedure Adding Calendars.
To create a new holiday list, perform the procedure Adding Holidays.
9. Leave Grants
9.1 How can I provide Maternity Leave Type to an employee?
Navigate through PW Admin >> Leave Admin >> Leave Attribute
Select the Leave type, the field 'Max no of days allowed'
Enter the no of days as per the organization policy.
Click on Save
10. Emails
10.1 How can I change leave email content?
a. Navigate through PW Admin >> Leave>> Leave Admin >> Email Template.
b. Check the checkbox corresponding to the Template Name and click on Edit button
c. Edit the content and click on Save and Close.
11.1 Why am I not able to view Leave module pages?
Navigate through PW Admin>>Module Settings>>Modules
Check the checkbox against 'LMS' and click on 'Update'.
12. Swap Approver
12.1 How can I move pending leave requests to a different reporting manager?
The pending items can be swapped by following below steps:
a. Navigating through HR>>Workflow
b. Search the employee (from whom the pending tasks to be swapped)
c. Select the pending actions to be swapped
d. Search the new approver (who has to take action on behalf)
e. Click on Save.
13. LOP Reversal
13.1 How can I perform LOP Reversal for an employee?
If an employee's leave hasn't been approved before the payroll processing period then it shows as LOP.
To reverse the LOP, navigate through HR >> Attendance >> Update Payroll-LOP Reversal
Select the appropriate month and click on Add.
Select the Employee and click on "Reverse LOP”.
During Payroll processing the LOP will be reversed and payment will be made for that day.
14. Reports
14.1 How can I get the leave details of a resigned employee?
Please generate a Leave Details and Leave Summary report by checking the checkbox against 'Resigned Employees'
Navigate through Reports>>Leave>>Leave Summary Report & Leave Details Report.
14.2 How can I get the leave details like leave credited, leave availed for a resigned employee?
To view leave balance (Leave availed and Credited leave) of resigned employee,
a. Navigate through HR> Leave > Leave Summary Report.
b. Select the leave type.
c. Click on More filter.
d. Check the Resigned employee check box.
e. Click on create report.
f. Leaves Credited is Current Year Addition in the Report.
14.3 How can I extract the leave details report of the employee?
Navigate through HR>>Leave>>Leave Detail Report
Select the leave type and fill in the Employee name and all other fields
Click on Create Report and export to the desired format.
You will get an the entire data of Employees leave Applied, From and To dates.
14.4 How can I extract the leave summary report of the employee?
Navigate through HR >> Leave >> Leave Summary Report
Select the leave type and fill in the Employee name and all other fields
Click on Create Report and export.
14.5 I want to view the status of leave applied by employee. Which report should I generate?
To view the status of leave applied by an employee, you need to generate the Leave details report.
The Leave Detail Report sub menu (HR>>Leave) allows you to generate the Leave details report.
To generate the leave details report, perform the procedure Viewing Leave Details.