Introduction/Purpose:

The purpose of a leave request in HRMS is to enable employees to formally request time off from work for various reasons, such as vacations, personal commitments, illness, or other types of authorized absences.

Dependency:

• Employee Name: The “Employee Name” field in the Leave request refers to the full name of the Employee applying for the leave request.

• Leave Name: The “Leave name” field is a field in the Leave Request that allows the user to choose the name of the leave such as annual leave, maternity leave, Paternity Leave, Exam Leave, Medical Leave, Sick Leave etc.

• From Date:  The “From Date” field in the Leave Request is used to specify the start date of leave.

• To Date:  The “To Date” field in the Leave request indicates the end date of the leave.

• From Leave Type: The “From Leave Type” field in the Leave request is used to specify the type of leave request taken from the start date such as full day leave, First Half leave, Second Half Leave

• To Leave Type: The “To Leave Type” field in the Leave request is used to specify the type of leave request taken from the end date such as full day leave, First Half leave, Second Half Leav

• Work Handover To: The “Work Handover To” field in the Leave Request indicates that the employee’s work is assigned to another employee when the employee is not at work or on leave.

• Handover Note: The “Handover Note” field in the Leave Request indicates the note for another employee who is taking employee work when the employee is on leave.

• Leave Reason: The “Leave Reason” field in the Leave Request specifies the reason for the employee’s taking leave.

• Attachments: This field specifies whether an electronic copy of the leave-related document has been attached to the employee’s record.

• Notes: The “Notes” field in the Leave Request specifies the note or comment related to the leave requests such as approval notes, or rejected notes.

Process Flow:

How To Navigate:

The navigation to record a Leave Request 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 request section: The leave request icon is located in the Transactions under Leave Management. After clicking on this link you can navigate Leave Request Listing.

Listing:

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

• Quick Search: The filter option allows users to filter the list of records based on visible columns.
  
• Action: This option allows the user to perform some actions as follows:

• Leave Settlement:
  • First, the user has to select at least one leave request from the listing; otherwise, the system will give an error message, “Please select at least one leave request.”
  • After the user selects the leave request record and clicks on the leave settlement option, the leave settlement of the selected employees will be completed. The system will give a pop-up message, “Leave Settlement Completed”.

• Show Summary:
  • First, the user has to select at least one leave request from the listing; otherwise, the system will give an error message, “Please select at least one leave request.”
  • After the user selects the leave request record and clicks on the Show Summary option, the user will be redirected to the Leave Sheet 

• Leave Sheet Listing: In the leave sheet users will be able to view the leave summary of the employees. The key features of the Leave Sheet are as follows

• Filter: The user can filter the leave sheet with the help of a pay period. The user has to choose the pay period from the given drop-down.

Recording & update(Leave sheet):

In the leave sheet, the user can view the leave sheet record. The user can change the tab by clicking on the following tabs located at the top of the screen:

• Leave Request: On clicking the Leave Request tab, the user will be able to view the leave request of an employee. The user will be able to view leave requests based on columns such as
  • Employee Name: This field indicates the name of the employee who is requesting the leave. It helps identify the employee associated with the leave request.
    
  • Employee Code: The employee code is a unique identifier assigned to each employee in the organization. It is used to differentiate and track employees’ records, including their leave requests.
    
  • Applied Leave: This field represents the number of leave days or hours the employee has requested for a specific period. It indicates the duration of the leave the employee wants to take.
    
  • Approved Leave: The approved leave field shows the number of leave days or hours that have been approved by the relevant authority. It indicates the duration of the leave that has been granted to the employee.
    
  • Rejected Leave: The rejected leave field displays the number of leave days or hours that have been denied or rejected by the relevant authority. It indicates the duration of the leave that has not been approved for the employee.
    
  • Privilege Leave: Privilege leave refers to the specific type of leave that is granted to an employee based on their employment terms or company policy. This field displays the number of privileged leave days or hours that have been utilized by the employee.
    
  • Loss of Pay: Loss of Pay (LOP) refers to the absence of an employee from work without any approved or available leaves. This field indicates the number of days or hours for which the employee is taking leave without pay.
    
  • Approval Status: The approval status field indicates the current status of the leave request. It can have values such as “Pending” (when the request is awaiting approval), “Approved” (when the request has been granted), or “Rejected” (when the request has been denied).
  • Action: This option allows the user to edit the Leave Request of an Employee
    • Users can view the following field in the leave request record
      • Applied Leaves
      • Rejected Days
      • LOP days
      • Next LOP Days
      • Pay Period
      • End Date
      • Approved Days
      • Privileged Leaves
      • Next Privileged Leaves
      • Remarks
  • The user can perform the following actions in this sections
    • Update: This option allows the user to update the leave request record
    • Discard: This option allows the user to discard the leave request record.
  • Process Leaves :
    • The user first has to select at least one leave request record from the listing otherwise the system will give an error message “Please select at least one leave request record’.
    • After selecting the leave request record user clicks on the Process Leaves, A pop-up will be displayed on to the screen where the user has to enter a remark about the leave request.
      • The user can perform the following action in this section
        • Submit: This option allows the user to submit the leave request.
        • Discard: This option allows the user to discard the leave request.

• Accrue Leave: The user can view an employee’s accrued leave by clicking the Leave Accrual tab. The user can view accrued leave based on columns like as
  • Employee Name 
  • Employee Code
  • Leave Name
  • Number of Days
  • Approval Status
    • Process Leaves: 
      • The user first has to select at least one record from the listing otherwise system will give an error message “Please select at least one accrued leave record’.
      • After selecting the accrual leave record user clicks on the Process Leaves, A pop-up will be displayed on to screen where the user has to enter a remark about the accrual leave.
        • The user can perform the following action in this section
          • Submit: This option allows the user to submit the accrued leave record.
          • Discard: This option allows the user to discard the accrued leave record.

• Compensatory Leaves:  On clicking the Compensatory Leaves tab, the user will be able to view the compensatory leave of an employee. The user will be able to view compensatory leave based on columns such as
  • Employee Name
  • Employee Code 
  • Leave Name
  • Number of Days 
  • Approval Status

• Import Leave Sheet:
  • The “Import Leave Sheet” field is a feature that enables employees to import a predefined or pre-populated leave sheet into their leave request.
  • On clicking the Import Leave Sheet option user will be redirected to the Import Leave Sheet page
  • In the import leave sheet page user will have the following fields:-
    • Upload Sheet: The user must upload a file in.csv or Excel format in this field. If the user uploads another formatted file, then the system gives an error saying “The file is not acceptable.”
    • Date Format: The user has to select the date format from the drop-down menu such as
      • Y-m-d
      • d-m-Y
      • m/d/Y
      • Y/m/d
      • d.m.Y
    • Date Time Format: The user has to select the date time format from the drop-down menu such as
      • Y-m-d H:i
      • Y-m-d H:i:s
      • d-m-Y H:i
      • d-m-Y H:i:s
      • m/d/Y H:i
      • m/d/Y H:i:s
      • Y/m/d H:i
      • Y/m/d H:i:s
      • d.m.Y H:i
      • d.m.Y H:i:s
  • The user can perform the following operation in this section
    • Next: This option allows the user to preview the leave sheet. On the Preview Leave Sheet page, the user can perform the following action:
      • Preview: On clicking this option, the user will be redirected to the leave sheet page. Here, the user can perform the following options:
        • Import: In this option, the user can import the leave sheet that the user added in the previous steps.
      • Back: This option allows the user to move back to the previous page.
    • Discard: This option allows the user to discard the importing of the leave sheet and back to the leave request page.
    • 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.
    • Show All Listing Columns: This option allows the user to 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
      • 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 Request listing

Recording & Update:

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

• Employee Name: The “Employee Name” field in the leave request refers to the full name of the Employee applying for the leave request.

• Leave Name: The “Leave name” field is a field in the leave request that allows the user to choose the name of the leave such as annual leave, maternity leave, Paternity Leave, Exam Leave, Medical Leave, Sick Leave etc.

• From Date:  The “From date” field in the leave request is used to specify the start date of leave.

• To Date:  The “To date” field in the leave request indicates the end date of the leave.

• From Leave Type: The “From leave type” field in the leave request is used to specify the type of leave request taken from the start date such as full day leave, First Half leave, Second Half Leave.

• To Leave Type: The “To leave type” field in the leave request is used to specify the type of leave request taken from the end date such as full day leave, First Half leave, Second Half Leave.

• Work Handover To: The “Work handover to” field in the leave request indicates that the employee’s work is assigned to another employee when the employee is not at work or on leave.

• Handover Note: The “Handover note” field in the leave request indicates the note for another employee who is taking employee work when the employee is on leave.

• Leave Reason: The “Leave reason” field in the leave request specifies the reason for the employee’s taking leave.

• Attachments: This field specifies whether an electronic copy of the Leave-related document has been attached to the employee’s record.

• Notes: The “Notes” field in the leave request specifies the note or comment related to the leave request such as approval notes, or rejected notes.
  • On the right-hand side the approver details are there such as 
    • Employee Name
    • Employee Designation
    • Employee Location
    • Employee Manager Name
    • Employee HOD Name
  • Employee Leave Request Summary
    • Total Days 
    • Week Off
    • Sandwich Applied
    • Balance leave

The user can perform the following action in this section:

• Submit: This option allows the user to submit the Leave Request record in the database.

Note: These Leave request 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 request record.
  • The user will be able to perform the following actions in this section:
    • Approve: This option allows the user to approve the leave request record when the request is pending.
    • Decline: This option allows the user to decline the Leave Request record when it is pending.
    • Update: This option allows the user to update the leave request record when it is approved.
    • Discard: This option allows the user to discard the Leave Request record and does not change the selected record.
    • Activity Log: In the Activity Log option, the user can view the transaction history of Leave Requests, such as
      • Status (pending, Submit for Approval,  approved).
      • Time and Date of Transaction
      • Execution time 

• Once the leave request is approved then the user can settle the leave on clicking edit button . After clicking on the leave button the user will able to view leave settlement option in the bottom of the screen.

The user can mark the leave settlement as the type of the leave such as sick leave, parental leave and maternity leave etc.

Key Notes for Leave Master

• The user can only view 20  Leave request records in one page, and the user can change the view of the number of records in the drop-down menu.