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 Maximum 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.

Note 1:  In Maximum Advance Notification field, if user enters alphabets or alpha numeric characters then system should validate “Only numbers can be entered in Max Advance Notification field”.

Note 2: In Min Advance notification field, if user enters alphabets or alpha numeric characters then system should validate “Only numbers can be entered in Min Advance notification field”.

Note 3: If user selects the leave type and enter 2 in “Maximum Advance Notification” text box then leave application can be raised 2 days before. i.e.: if employee is planning to apply leave on 30.10.2015 then system should allow him to apply leave on 28.10.2015.

Note 4: If user provides 2 in Minimum Advance Notification and 3 in Maximum Advance Notification then if user plans to apply leave for 30th Oct. then system will allow the employees to apply on 28th and 27th and not after or before that because Min and Max advance notification is been specified.

Note 5: System will not allow the user to apply leave other than the mentioned days. If user tries to apply, system will validate “Not Accepted. Min Advance notification limit is 3 and Max Advance notification limit is 2”.

8. 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.

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

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

11. In the Maximum application allowed text box, select the maximum allowed leave against the selected leave type.

1. If the users enter 2.5 days in the Restriction as per bulk credit (monthly) text box, then the employees are eligible to apply only for 2.5 days per month.

Note 1:  If user has entered 2.5 days in the “Restriction as per bulk credit (monthly)” field. And if employee has 10 days of leave balance, then employee can avail only 2.5 days of leave on that particular month.

Note 2: Employee has 10 days of leave balance. If user has entered 2.5 days in the “Restriction as per bulk credit (monthly)” field and if employee have not applied leave by Jan then in Feb. month system should allow the user to apply for 5 days in the same way if user haven’t applied the leave in the month of Feb. then system should allow the user to apply 7.5 days of leave consolidated and it follows till December.

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

12. In the Link to Marital status option, if Yes is selected then employees whose marital status is married can be able to apply against this leave type in the General Info page.

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

14. 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.

15. If you select SMS Allowed check box, then leave notification will be sent to the manager via SMS also.

Example:  If an employee applies for leave then leave notification to manager will be sent to the manager’s mobile as SMS.

Note 1:    By default, ‘Link to Marital Status’ option will be marked as ‘No’.

Note 2:    The ‘Link to marital status’ option will be having the implication only for the status “Married” in the ‘General Info’ page which means if “Yes” is selected against this field then married employees can apply against this leave type.

Note 3:    If manager approves the leave then the approval intimation will be sent to employee’s mobile as SMS.

Note 4:    If manager rejects the leave then the rejection intimation will be sent to employee’s mobile as SMS.

Note 5:   Template keys used for email should be applicable to SMS feature.

Note 6:   Mobile number should be available.

15. 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.

16. If the Credit Approval Required is set as Yes, then a new option Allow Leave grant application for working days comes up. Select Yes or No.  If Yes option is selected, then leave grant should be allowed for all days irrespective of working days, holidays or weekly off’s. If it is set as NO, then leave grant should be allowed only for weekly off’s and holidays and not working days.

17. If half-day leave is allowed for the defined leave type, in the Allow half day option, click Yes, else click No.

18. If you wish to update the Session name, you can do so by typing the desired name in the Alias for Session 1 and also for Session 2.

Click to know more.

1. If the half-day leave is clicked as “yes”, these fields appears :

1. In the Selected day field, select the day to allow half-day leave

2. In the Employment Type drop – box, select the type of employment

3. In the division drop-box, select the division of the company to which the employee belongs

4. In the band drop-box, select the band of the employee

5. In the cities drop-box, select the city of the employee

6. In the designation drop-box, select the designation of the employee

15. If quarter-day leave is allowed for the defined leave type, in the Allow half day option, click Yes, else click No.

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

17. 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.

18. In the Leave Applicability drop-down, select the leave applicability.

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

1. • 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.

5. • 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

22. 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.

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

24. To define applicability of leave applied for the future year and past year, perform the following steps:

• If the leave applied as the defined leave type is applicable for Allow Application for Future Year, in the Allow Application for Future Year option, select Yes, else click No.

• If the leave applied as the defined leave type is applicable for Allow Application for Past Year, in the Allow Application for Past Year option, select Yes, else click No.

1. If Yes is selected for the past year then “Balance deduction” field will be enabled with two options, “Previous year balance” and “Carry forward balance”.

• If Previous year balance is selected and if employee applies leaves for past year then leaves will be deducted based on previous year leave balance. If no balance is available then employees cannot apply for the leave.

• If Carry forward balance is selected and if employee applies leave for past year then leaves will be deducted based on carry forward plus newly credited balance. If carry forward is not set then employee can apply leaves based on the newly credited balance.

Note 1:  According to the leave accounting period leave application will work.

Note 2:  According to the carry forward policy limit, leave application for the next year will work. If no carry forward limit is set, then system should not allow the employees to apply leave for the future year. In that case employee can utilize newly credited balance.

25. In the document required radio button, select either “yes” or “no”.

• If “yes” is selected, ‘’No of days required for document upload” field is displayed.

26. In the Comp off expiration period text box, enter the number of days within which the compensatory off can be utilized. It cannot be availed beyond the period set. The leave lapses after completing the defined number of days.

27. In the Block leave radio button, select either “Yes” or “No”.

• If block leave is selected as “No” then “Block Leave Number of Days” field will not be applicable.

• If block leave is selected as “Yes”, then “Block Leave Number of Days” will be mandatory for configuration.

28. In the Expected return date to be captured radio button, select either “yes” or “no”.

• If user selects the Expected Return Date to be Captured as “Yes” then Mail Intimation required with “Yes” or “No” option will be made visible.

• If expected return date is selected as “No” then “mail intimation required” will not be visible.

• If Mail intimation is selected as “Yes”, the details will get displayed in the Intimation to section:

1. Select the role from the Role drop down box.

2. Select the department from the Department drop down box.

3. Select the designation from the Designation drop down box.

4. Select the location from the Location drop down box.

5. Select the branch from the Branch drop down box.

6. Select the state from the State drop down box.

7. Click Filter icon to retrieve the employees.

8. In the Employee Search drop down box, select the employee name with employee id and the drop down is a multi-select.

9. In the E-mail template drop down box, select the appropriate template.

Note 1:  Templates created in the email template form will be available in the drop down.

Note 2:  Expected return date can be set for any leave type. So if mail intimation is set as “Yes” then system should check for the leave application, if leaves are not applied then mail intimation will be sent to the respective employees mapped in the leave attribute page.

Note 3:  Compensatory off expiration period is set at each employee level i.e. the expiration will start from the leave posted dates and not on the applied date.

Note 4: Compensatory off expiration period feature is different from expiration days field.

As per the template selected, email will be sent as per the content in the template.

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

1. 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 text box, enter the overall number of days that an employee can carry forward.

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

3. If Yes is selected in Carry Forward Based on DOJ option,

The Carry Forward Based on DOJ dialog box appears which includes carry forward limit and restriction until (in months) fields.

1. Under Carry Forward Limit and Restriction until (in months) text box, enter the number of days.

2. Click Add link to add multiple rows under Carry Forward Limit and Restriction until (in months).

             iv.    To allow carry forward of unused leaves to different leave type, Select the Carry forward to different leave type option and click Yes.

Note 1:  User can add to set the multiple age limit carry forward policy.

Note 2:  If user clicks on icon then that row will be deleted i.e.: both the carry forward limit as well as Restriction until (in months) text box will be deleted.

Note 3: If user enters same value multiple times e.g.: if user enters 2 in carry forward limit and 3 in restriction until text box and user clicks on Add and again enters 3 in carry forward limit and 3 in restriction until text box then system should validate “Same value cannot be entered in restriction until text box”.

Note 4: If user leaves either one field blank or both the field blank then system will validate “Mandatory fields cannot be left blank”.

Note 5: If user enters 2 in carry forward limit field and 3 in Restriction until (in months) field then employee who have completed 2 months will have the 2 leaves carry forward for the next year.

Note 6: Carry forward to different leave type field is a numeric field. If user types in any alphabets or alpha numeric values then system will validate “Only numbers can be entered”.

Note 7: User can click on “ADD” button to extend the carry forward configuration.

Note 8: User cannot select same leave type continuously. If so, system will validate, “Please select different leave type”.

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.

Note 1:  If restriction cycle is selected as “Monthly” from the drop down box then No of leave to be provided by the user. If user provides 2.5 days then employee can apply only 2.5 days every month.

Note 2:  If employees haven’t applied leave by Jan then in the month of Feb he can apply only 2.5 days of leave. In Jan and Feb if employee haven’t applied leave then in the month of March employee can apply only 2.5 days of leave and so on.

Note 3: If user have provided 2.5 days in “Restriction as per bulk credit (monthly)” text box and if user have selected Restriction cycle as monthly or else any options from drop down box e.g.: Forthnightly or bimonthly or half yearly or yearly, etc  and entered no of days as 4 then system should take the value from “Restriction as per bulk credit (monthly)” field. i.e.: priority should be given to “Restriction as per bulk credit (monthly).

Note 4: Restriction as per bulk credit (monthly) will be non mandatory field. If user doesn't have enough leave balance then system will let the user to apply for the leave.

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.

If the Action is selected as Approve then user need to select the auto approval is for “Past days or “Future days”.

• If the Action is selected as “Approve” then based on the configuration leaves will be approved.

2. To configure the number of past days for the employees, select the Past Days check box and enter the number of days in the No. of days text box.

3. If the Future Days check box is selected, the Applied Date and Leave Date options will be enabled.

• If the employee wants to go for applied date, select the Applied Date radio button and enter the number of days in the text box.

• If the employee wants to go for leave date, select the Leave Date radio button and enter the number of days in the text box.

Note:  Applied date is when the user applies for the leave and Actual leave date is when the user goes on leave.

The system will calculate based on the applied date and leave date.

• If Action is selected as “Reject” then based on the configuration leaves will be rejected.

• If Action is selected as “No Action” then based on the configuration action will not be taken.

4. In the Reminders text box, enter the number of days of when the leave/leaves should be reminded.

Reminder mails will be sent based on reminder days set.

5. 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.

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

7. In the Escalation Level option, select the REV and HR check box.

• If HR check box is selected, select the employee name from the Employee Name drop down box.

Form will be escalated to the chosen employee.

Note 1:  User can set the escalation count in the Escalation text box.

Note 2: Employee Name drop down is multi-select.

Note 3: After two days if RO is not taking any action it will move to REV and if REV is not taking any action then it will move to HR.

Note 4: If the escalation levels are selected then escalation process will work as per the levels selectedand if it is not selected then escalation process will work as standard process.

Example: If 2 is provided in Escalation text box then approval form will be available in RO’s queue for 2 days and if no action is taken, it will be escalated to REV and if REV is not taking any action within 2 days then REV’s RO etc.

10. Under the Leave adjustment section, perform the following steps:

1. To enable leave adjustment with the notice period, click Yes option.

The Full or Partial option appears.

• Select Full option to allow the full leave adjustments with the notice period.

• Select Partial option to allow the partial leave adjustments with the notice period and enter the number of days in the text box.

       To disable leave adjustment with the notice period, click No option.

2. Select Yes option if the Leave Applied while serving the Notice period, else click No.

3. Select the approver from the Select Approver drop down box.

4. Select Yes option to Allow to Extend Relieving Date, else click No.

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