Leave Type

Leave types define available leave categories with specific policies and rules.

Purpose:

• Standardize leave categorization across organization
• Define paid vs unpaid leave types
• Set documentation requirements per type
• Support compliance with local labor laws
• Enable customization per company policy

Leave Type Fields

Field	Type	Description	Required	Default
Leave Code	Text	Unique identifier (e.g., "ANNUAL", "SICK")	Yes	-
Leave Name	Text	Display name (e.g., "Annual Leave")	Yes	-
Description	Text Area	Detailed explanation of leave type	No	-
Paid/Unpaid	Dropdown	Whether leave is paid or unpaid	Yes	Paid
Requires Documentation	Toggle	If supporting documents required	Yes	No
Default Quota	Number	Default yearly quota (days)	No	0
Max Days Per Request	Number	Maximum days per single request	No	Unlimited
Min Notice Period	Number	Days in advance to submit	No	0
Active	Toggle	Enable/disable for selection	Yes	Yes
Display Order	Number	Order in dropdown lists	No	Auto

Common Leave Type Configurations

Annual Leave:

• Code: ANNUAL
• Name: Annual Leave
• Paid: Yes
• Requires Documentation: No
• Default Quota: 12 days
• Max Days Per Request: 10 days
• Min Notice Period: 3 days
• Description: "Yearly vacation entitlement for rest and personal time"

Sick Leave:

• Code: SICK
• Name: Sick Leave
• Paid: Yes
• Requires Documentation: Yes (if >2 days)
• Default Quota: 12 days
• Max Days Per Request: 5 days
• Min Notice Period: 0 days (emergency)
• Description: "Leave for illness or medical treatment. Medical certificate required for absences exceeding 2 days."

Unpaid Leave:

• Code: UNPAID
• Name: Unpaid Leave
• Paid: No
• Requires Documentation: No
• Default Quota: 0 (unlimited with approval)
• Max Days Per Request: 30 days
• Min Notice Period: 7 days
• Description: "Leave without pay for personal reasons after exhausting paid leave balance"

How to Use Leave Type Configuration

How to Add New Leave Type

Prerequisites: HR Admin or HR Manager role.

Steps:

1. Navigate to Configuration:

   • Go to Leave module
   • Click "Configuration" or settings icon
   • Select "Leave Type"

2. Click "Insert" or "Add New Leave Type"

3. Fill in basic information:

   • Leave Code: Unique code (e.g., "STUDY")
   • Leave Name: Display name (e.g., "Study Leave")
   • Description: "Leave for educational purposes and professional development"

4. Configure leave properties:

   • Paid/Unpaid: Select "Paid" or "Unpaid"
   • Requires Documentation: Toggle Yes if documents needed
   • Default Quota: Enter default days (e.g., 5 days)
   • Max Days Per Request: Enter limit (e.g., 10 days)
   • Min Notice Period: Enter days (e.g., 7 days)

5. Set status:

   • Active: Toggle Yes to enable
   • Display Order: Set position in dropdown (optional)

6. Click "Save"

Result: New leave type available immediately in leave request dropdown for all users.

tip

Use clear, self-explanatory names and codes. Document requirements clearly in Description field.

How to Edit Existing Leave Type

Steps:

1. Navigate to Leave Type Configuration

2. Find leave type in the list

3. Click "Edit" button

4. Update fields as needed:

   • Can change Name, Description
   • Can update Paid/Unpaid status
   • Can modify Documentation requirements
   • Can adjust quota and limits
   • Cannot change Code (database reference)

5. Click "Save Changes"

Impact:

• Changes apply immediately to new requests
• Existing pending/approved requests unaffected
• Updated requirements apply to future submissions

warning

Changing from Paid to Unpaid affects payroll calculations. Coordinate with payroll team before making this change.

How to Deactivate Leave Type

When to Deactivate:

• Leave type no longer used
• Policy changed
• Replaced by new type
• Temporary suspension

Steps:

1. Open Leave Type Configuration

2. Find the leave type

3. Click "Edit"

4. Toggle Active to "No"

5. Click "Save"

Effect:

• Type no longer appears in leave request dropdown
• Existing requests with this type remain intact
• Historical data preserved
• Can reactivate anytime

info

Deactivate instead of delete to preserve data integrity and historical records.

How to Set Documentation Requirements

Steps:

1. Edit leave type

2. Toggle "Requires Documentation" to Yes

3. Add in Description:

   • When documents are required
   • What documents are acceptable
   • Example: "Medical certificate required for sick leave exceeding 2 consecutive days"

4. Save changes

Result:

• System may prompt employees to attach documents
• Approvers can verify documentation before approval
• Audit trail maintained for compliance

Common Documentation Rules:

• Sick Leave >2 days: Medical certificate
• Maternity Leave: Birth certificate
• Compassionate Leave: Death certificate
• Study Leave: Acceptance letter or course details