Introduction/Purpose:

The purpose of the Leave Master module in an HRMS is to streamline and automate the leave management process, enhance transparency, ensure policy compliance, and provide a more efficient and convenient experience for both employees and HR administrators.

How To Navigate:

The navigation to record a leave master in the HRMS system typically involves the following steps:

• Click on the main navigation icon: The main navigation icon is located on the top right corner of the screen then click on the Leave Management section which is located on the left side menus on the screen.

• Click on the leave master: The leave master section is located in the masters under Leave management. After clicking on this link you can navigate leave master listing.

Listing:

The leave master allows users to view all approved & pending leave master records. The key features of the leave master listing are included below:

• Record Filter: The filter option allows users to filter the list of records based on visible columns.

• Show All Listing Columns: This option lets the user clear all Filters and display all records on the Listing page.

• Advance Search: This option allows users to filter data with single or multiple criteria in column name with options like
  • Equal
  • Not Equal
  • Begins
  • Does Not Begin with
  • Ends With
  • Does Not End with
  • Contains
  • Does Not Contain 

• Export Data: Selected records, Current page records or all records can be exported by users with listed columns or all columns to a spreadsheet or other file format for further analysis or reporting.

• Hide/Show Column:  This option allows users to customize columns by adding/removing columns to display from the listing page.
  • In this option user have to select the column which they want to view in the list, if the user unchecks/unselect all column then the system will give an error message that “Please check at least one column”
  • The user can view the following action in this section:
    • Ok: On clicking the “Ok” button, the user can submit the checked option, and based on the selection, the column will display to the user in the list.
    • Cancel: On clicking this button the user can cancel the check column

• Delete: The Delete option allows the user to delete the record. The user first has to select at least one record; otherwise, the system will give an error message “Please select at least one record”.
  • After clicking on the delete button, a pop-up message will appear: “Are you sure you want to delete the selected record?”
  • Along with this message, the user can perform the following actions:
    • Delete: This option allows the user to delete the selected record.
    • Cancel: This option allows the user to cancel the selected record and go back to the Leave Master listing

Recording & Update:

Users can add new leave masters by clicking the “Add new” button and filling in the required fields

• Name: This field represents the name or title of the leave type. It is a descriptive label that identifies the specific type of leave, such as annual leave, sick leave, maternity/paternity leave, or any other customized leave category.

• Print Name: The Print Name field refers to the name of the leave type as it appears on printed documents, reports, or official records. It may differ from the Name field and is typically used for formal documentation purposes.

• Abbreviation: The Abbreviation field allows you to assign a short name for the leave type.

• Colour:  This field allows you to assign a specific colour code or visual indicator to the leave type. The colour is used to visually distinguish different leave types on calendars, schedules, or other graphical representations, making it easier to identify and differentiate between various leave categories.

• Cycle: The cycle field determines the time period or duration within which the leave entitlement or balance is calculated. It defines the start and end date of the leave cycle for a specific leave type.

• Cycle Duration: This field specifies the duration of the leave cycle. It represents the length of the cycle in terms of months or years.

• Leave/Cycle: The Leave/Cycle field indicates the maximum number of leaves an employee can take within a single leave cycle.

• Carry Forward: The Carry forward field determines whether unused or unutilized leaves from the current leave cycle can be carried forward to the next cycle.

• Entitlement Formula:  The Entitlement formula field defines the calculation method or formula used to determine the leave entitlement for employees.

• Applied to: The ‘Applied to” is a field that refers to the leave is applied to the type of employee such as Permanent, Casual, Intern, Contract employee.

• Able From:  The “Avail from” refers to the date from which an employee is eligible to start availing or taking leaves for a specific leave type. Users have to enter the month in this field

• Accrue From: The “Accrue from” field indicates the date from which the leave entitlement starts to accumulate or accrue for an employee. The user has to enter the month in this field.

• Request Cycle: The Request cycle field defines the time frame within which employees can submit leave requests for the specific leave type. It sets the period during which employees are allowed to request leaves. The user has to enter the value of the request cycle.

• Max Request: The max request field sets the maximum number of days an employee can request for a single leave application. The user has to enter the number of days in this field.

• Request Before: The request before field represents the minimum advance notice period that an employee must provide before submitting a leave request. The user has to enter the number of days in this field.

• Option: The user can choose multiple options based on requirements such as
  • Clubbing of leave: Clubbing of leave refers to the practice of combining different types of leave, such as sick leave, annual leave, or any other type of leave, into a single category. It allows employees to utilize their available leave days more flexibly and according to their needs.
  • Sandwich Rule: The Sandwich Rule is a policy that governs the utilization of leave days surrounding a public holiday or a weekend. For example, if there is a public holiday on Friday and an employee takes leave on Thursday, the Sandwich Rule would require that the employee also take leave on Saturday.
  • Encashment Rule: The encashment rule pertains to the conversion of unused leave days into monetary compensation. It allows employees to receive a financial payout for the unused portion of their accumulated leave.
  • Enable Half Day:  Enabling half-day leave allows employees to take a shorter duration of leave, typically half a day, while still being able to meet their personal or professional obligations.
  • Allow Negative Balance: Allowing a negative balance refers to a policy that permits employees to take more leave than they have accumulated, effectively creating a deficit or negative balance in their leave entitlement.
  • Allow Back Date Entry: Allowing backdate entry refers to the practice of allowing employees or authorized personnel to enter or record leave requests retrospectively after the actual leave period has already passed.

• Gender Specific: The field “Gender Specific” in the leave master refers to a setting or option that allows for the differentiation of leave policies based on an employee’s gender. Gender-specific leave such as maternity leave, and paternity leave.

• Status: The “Status” field in the leave master typically refers to the current state or condition of a leave request or the status of an employee’s leave. It provides information about the progress or outcome of a leave application

The user can perform the following action in this section:

• Submit: This option allows the user to submit the leave master record in the database.
  • Note: These Leave Master records will get saved if No approval flow is defined and if any approval flow is defined it will go for approval to the respective approving authority
• Discard: This option allows the user to discard the record and no changes will get created if adding or changes will not get saved if updating.

• Action: The action option allows the user to edit the record if the record has not been approved or if the user is the final approver. Users can also view the Activity Log for that transaction.
  • Edit: On clicking the edit option, the user will be able to edit the Leave Master record.
  • The user will be able to perform the following actions in this section:
    • Update: This option allows the user to update the Leave Master record.
    • Discard: This option allows the user to discard the Leave Master record and does not change the selected record.

• Activity Log: In the Activity Log option, the user can view the transaction history of Leave Master, such as
  • Status (pending, Submit for Approval,  approved).
  • Time and Date of Transaction
  • Execution time