Leave

Leave Request is the streamlined system for managing employee time-off requests and approvals, ensuring proper workforce planning and compliance with leave policies.

Overview

On this page you can:

• Submit new leave requests with automatic balance checking
• View all leave requests (pending, approved, rejected, cancelled)
• Approve or reject team member leave requests
• Track leave request history and status
• Export leave reports for analysis and planning

Key Capabilities:

• Automatic leave day calculation excluding weekends and holidays
• Real-time leave balance validation before submission
• Multi-level approval workflow support
• Document attachment for medical certificates and supporting evidence
• Instant balance deduction upon approval
• Complete audit trail for all leave transactions
• Role-based access control (Employee, Manager, HR Admin)

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Note: Leave balance management is done in Employee Detail → Leave Balance tab. This module focuses on leave request submission and approval workflow.

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Key Features

📝 Smart Leave Request Submission

Intuitive leave request form with automatic validation and balance checking.

Business Value:

• Submit leave in under 2 minutes with guided form
• Automatic calculation of leave days excluding weekends/holidays
• Real-time balance check prevents over-requesting
• Upload supporting documents directly to request
• Reduce rejected requests by 70% with upfront validation
• Save 15+ minutes per request vs email-based process

Perfect for: Employees needing quick, hassle-free leave submission

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✅ Streamlined Approval Workflow

One-click approval process with complete request details for informed decisions.

Business Value:

• Review and approve leave in 30 seconds
• See employee's remaining balance before deciding
• View team coverage and conflicting leave requests
• Bulk approve multiple requests efficiently
• Reduce approval bottlenecks by 80%
• Maintain clear audit trail for all decisions

Perfect for: Managers handling multiple team leave requests

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💰 Automatic Balance Management

Leave balances update automatically without manual intervention.

Business Value:

• Zero manual balance calculations
• Immediate balance deduction upon approval
• Automatic restoration on cancellation
• Prevent over-allocation and negative balances
• Eliminate payroll errors from incorrect balance tracking
• Save 10+ hours monthly on balance reconciliation

Perfect for: HR teams managing leave balances across large organizations

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📊 Real-Time Leave Visibility

Complete visibility into leave requests and team availability.

Business Value:

• See all pending requests at a glance
• Track team leave calendar for resource planning
• Identify leave patterns and potential coverage gaps
• Filter by status, department, or date range
• Support proactive workforce planning
• Reduce scheduling conflicts by 90%

Perfect for: Operations managers coordinating team schedules

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📎 Document Management

Attach supporting documents directly to leave requests for compliance.

Business Value:

• Medical certificates attached to sick leave
• Centralized document storage per request
• Easy access during approval and audits
• Meet compliance documentation requirements
• Eliminate lost paperwork
• Support dispute resolution with evidence

Perfect for: Companies with strict sick leave documentation requirements

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🔄 Flexible Request Management

Cancel or modify requests with proper approval and balance restoration.

Business Value:

• Employees can cancel before leave starts
• Balance automatically restored on cancellation
• Modification creates clear audit trail
• Support emergency plan changes
• Reduce no-show surprises
• Maintain accurate workforce forecasts

Perfect for: Dynamic work environments with changing schedules

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📈 Comprehensive Reporting

Export leave data for analysis, planning, and compliance reporting.

Business Value:

• Generate leave utilization reports
• Department-wise leave pattern analysis
• Identify trends for resource planning
• Support budget forecasting
• Meet audit and compliance requirements
• Export in Excel, CSV, or PDF formats

Perfect for: HR teams needing leave analytics for strategic planning

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🔔 Status Notifications

Automated status updates keep everyone informed throughout the process.

Business Value:

• Employees notified of approval/rejection instantly
• Managers alerted to new pending requests
• HR receives escalation notifications
• Reduce follow-up emails by 95%
• Faster decision-making cycles
• Improved employee satisfaction

Perfect for: Organizations prioritizing transparent communication

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Key Concepts

Leave Request Fields

Each leave request contains comprehensive information:

Field	Type	Description	Auto-Calculated	Required
Request ID	Text	Unique identifier for request	Yes	Auto
Employee Name	Text	Name of requester	No	Auto-filled
Employee ID	Text	Employee identifier	No	Auto-filled
Department	Text	Employee's department	No	Auto-filled
Leave Type	Dropdown	Type of leave (Annual, Sick, etc.)	No	Yes
Start Date	Date	First day of leave	No	Yes
End Date	Date	Last day of leave	No	Yes
Total Days	Number	Business days on leave	Yes	Auto
Reason	Text Area	Explanation for leave	No	Yes
Attachment	File	Supporting documents	No	Optional
Emergency Contact	Text	Contact number during leave	No	Optional
Remarks	Text Area	Additional notes	No	Optional
Status	Badge	Request status	Yes	Auto
Applied Date	Date	Submission date/time	Yes	Auto
Approver	Text	Approving manager/HR	No	Auto
Approval Date	Date/Time	When approved/rejected	Yes	Auto

Leave Request Status Workflow

Status progression through approval lifecycle:

Status	Description	Employee Action	Manager Action	System Action
Pending	Awaiting approval	Wait for decision	Review and Approve/Reject	Notify approver
Approved	Leave authorized	Proceed with leave	None	Deduct from balance
Rejected	Leave not approved	Review reason, resubmit if needed	None	Notify employee
Cancelled	Cancelled by employee	None	None	Restore balance

Status Flow:

Submit → Pending → Approved (balance deducted)
↘ Rejected (balance unchanged)

Pending or Approved → Cancel (balance restored)

Leave Types

Standard leave categories with different policies:

Leave Type	Description	Paid/Unpaid	Typical Quota	Documentation Required
Annual Leave	Yearly vacation entitlement	Paid	12 days/year	No
Sick Leave	Medical-related absence	Paid	12 days/year	Yes (>2 days)
Emergency Leave	Urgent personal matters	Paid/Unpaid	3 days/year	Situational
Maternity Leave	Childbirth and postnatal care	Paid	90 days	Birth certificate
Paternity Leave	For new fathers	Paid	2-5 days	Birth certificate
Compassionate Leave	Bereavement or family emergency	Paid	3-5 days	Death certificate
Unpaid Leave	Leave without pay	Unpaid	As needed	No
Study Leave	Educational purposes	Paid/Unpaid	Policy-based	Acceptance letter
Sabbatical	Extended personal leave	Unpaid	Policy-based	Application

Configuration: Leave types are customizable per company policy in Leave Type Configuration.

Leave Day Calculation

System automatically calculates business days excluding scheduled off days:

Formula:

Total Leave Days = Count of Scheduled Work Days between Start Date and End Date (inclusive)

Calculation Rules:

Weekends and Holidays:

• Only counts days employee is scheduled to work
• Excludes weekends (Saturday, Sunday) if scheduled off
• Excludes public holidays if scheduled off
• Based on employee's assigned work schedule

Example 1: Leave Friday to Monday

• Friday (scheduled work day) = 1 day
• Saturday (weekend - scheduled off) = 0 days
• Sunday (weekend - scheduled off) = 0 days
• Monday (scheduled work day) = 1 day
• Total: 2 leave days

Example 2: Leave Thursday to Tuesday with Monday holiday

• Thursday (work day) = 1 day
• Friday (work day) = 1 day
• Saturday (weekend off) = 0 days
• Sunday (weekend off) = 0 days
• Monday (public holiday off) = 0 days
• Tuesday (work day) = 1 day
• Total: 3 leave days

Leave Balance Management

Leave balances managed separately in Employee Detail module:

Balance Formula:

Available Balance = Total Quota - Used Days - Pending Request Days

Balance Components:

Component	Description	Updated When
Total Quota	Annual leave entitlement	Set by HR in Employee Detail
Used Days	Leave already taken	After leave date passes
Pending Days	Leave awaiting approval	When request submitted
Available Balance	Days still available to request	Calculated real-time

Example:

• Annual Leave Quota: 12 days
• Used: 5 days (already taken)
• Pending: 2 days (awaiting approval)
• Available: 12 - 5 - 2 = 5 days

Balance Updates:

• Submission: Pending days increase, available decreases
• Approval: Pending becomes used (on leave date)
• Rejection: Pending restored to available
• Cancellation: Pending/used restored to available

Permission Levels

Access control by role:

Role	Submit Own	View Own	View Team	View All	Approve	Adjust Balance
Employee	✅	✅	❌	❌	❌	❌
Supervisor	✅	✅	✅	❌	✅ Direct Reports	❌
Department Manager	✅	✅	✅	❌	✅ Department	❌
HR Admin	✅	✅	✅	✅	✅ All	✅
HR Manager	✅	✅	✅	✅	✅ All	✅

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Configuration

Before adding leave request, configure these master data settings that define leave.

1. Leave Type

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Best Practices

For Employees

• Plan Ahead: Submit leave requests 3-7 days in advance (except emergencies)
• Check Balance: Verify available balance before submitting
• Provide Details: Write clear, specific reasons in request
• Attach Documents: Include medical certificates or supporting evidence
• Coordinate Team: Inform team members before submitting leave
• Monitor Status: Check request status regularly for approval updates

For Managers/Approvers

• Review Promptly: Approve or reject within 1-2 business days
• Check Coverage: Ensure adequate team coverage before approving
• Verify Balance: Confirm employee has sufficient balance
• Review Documents: Check attached medical certificates or evidence
• Communicate: Provide clear rejection reasons if denying
• Track Patterns: Monitor team leave patterns for planning

For HR Administrators

• Set Clear Policies: Define leave types and quotas clearly
• Regular Audits: Review leave utilization monthly
• Balance Management: Ensure all employees have correct balances
• Update Types: Review and update leave types annually
• Compliance: Ensure configurations meet labor law requirements
• Documentation: Maintain records for audit purposes

General Guidelines

• Respect Policy: Follow company minimum notice periods
• Emergency Protocol: Establish clear process for urgent leave
• Backup Planning: Ensure knowledge transfer before extended leave
• Calendar Sync: Maintain leave calendar for team visibility
• Fair Distribution: Approve fairly across team members
• Peak Periods: Limit approvals during busy seasons

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How to Use

How to Submit Leave Request

Steps:

1. Click "Insert" or "+ New Leave Request" button

2. Select Leave Type:

   • Choose from dropdown (Annual, Sick, Emergency, etc.)
   • System shows your available balance for selected type

3. Set Leave Dates:

   • Start Date: Click calendar, select first day of leave
   • End Date: Click calendar, select last day of leave
   • Total Days: Automatically calculated (excludes weekends/holidays)

4. Enter Reason:

   • Provide clear, specific explanation
   • Examples:
     • "Family vacation to Bali"
     • "Medical check-up at hospital"
     • "Attending wedding ceremony"

5. Attach Documents (if required):

   • Click "Choose File" or drag-drop
   • Attach medical certificate for sick leave
   • Attach supporting documents as needed
   • Formats: PDF, JPG, PNG

6. Add Emergency Contact (optional but recommended):

   • Enter phone number reachable during leave
   • For urgent work matters

7. Add Remarks (optional):

   • Any additional information for approver

8. Review Summary:

   • Verify dates correct
   • Check total days matches expectation
   • Confirm sufficient balance available

9. Click "Submit"

Result:

• Status: Pending Approval
• Notification sent to approver
• Balance temporarily reserved (shows in "Pending")
• You'll receive notification when approved/rejected

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Best Practices:

• Submit 3+ days in advance (except emergencies)
• Verify team calendar for conflicts
• Inform team before submitting
• Attach documents upfront to avoid delays

How to Approve Leave Request

For Managers/Approvers:

Steps:

1. Navigate to Pending Requests:

   • Filter by "Status: Pending"
   • Or use "Pending Approval" tab
   • See notification badge for new requests

2. Click on request to view details

3. Review Request Information:

   • Employee name and department
   • Leave type and dates
   • Total days requested
   • Reason provided
   • Current leave balance
   • Attached documents (if any)

4. Check Considerations:

   • ✅ Employee has sufficient balance
   • ✅ Dates don't conflict with critical deadlines
   • ✅ Team coverage adequate
   • ✅ No overlapping leave in same team
   • ✅ Required documents attached (sick leave >2 days)

5. Make Decision:

   To Approve:

   • Click "Approve" button
   • Add approval remarks if needed (optional)
   • Click "Confirm"

   To Reject:

   • Click "Reject" button
   • Enter rejection reason (required):
     • "Insufficient team coverage during this period"
     • "Critical project deadline on requested dates"
     • "Please submit with medical certificate"
   • Click "Confirm Rejection"

6. Verify Status Update:

   • Status changes to Approved or Rejected
   • Employee receives notification
   • Balance updated accordingly

Result:

If Approved:

• Employee balance immediately deducted
• Leave marked on team calendar
• Attendance system updated
• Employee can proceed with leave

If Rejected:

• Balance restored to available
• Employee notified with reason
• Employee can resubmit with adjustments

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Important Considerations:

• Approved leave deducts balance immediately
• Ensure critical tasks covered before approving
• Be consistent with team policies
• Respond within 1-2 business days

How to Cancel Leave Request

For Employees:

Cancellable Status:

• ✅ Pending (before approval)
• ✅ Approved (if before leave start date)
• ❌ Rejected (cannot cancel)
• ❌ Already started or completed leave (contact HR)

Steps:

1. Find your leave request:

   • Filter "My Requests" or your name
   • Locate request to cancel

2. Check cancellation eligibility:

   • Status must be Pending or Approved
   • Must be before leave start date
   • Check company policy for minimum notice

3. Click "Cancel" button on the request

4. Enter cancellation reason:

   • "Plans changed - no longer need leave"
   • "Emergency resolved"
   • "Rescheduling to different dates"

5. Click "Confirm Cancellation"

Result:

• Status changes to "Cancelled"
• Leave balance automatically restored
• Approver and HR notified
• Calendar updated (leave removed)

To Request Different Dates:

1. Cancel existing request
2. Submit new request with updated dates

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Cancellation Policy:

• Pending requests: Cancel anytime
• Approved requests: Usually must cancel 24-48 hours before start
• Some companies may restrict frequent cancellations
• Check your company's specific policy

How to View Leave History

Steps:

1. View Your Own History:

   • Open Leave Request page
   • Filter by your name or use "My Requests" tab
   • See all your past and current requests

2. View Team History (Managers):

   • Filter by department or team
   • Select date range
   • View all team members' leave

3. Filter Options:

   • Status: All, Pending, Approved, Rejected, Cancelled
   • Leave Type: Annual, Sick, etc.
   • Date Range: Last month, quarter, year, custom
   • Employee: Specific employee (if permitted)

4. View Details:

   • Click on any request to see full details
   • See approval/rejection history
   • View attached documents
   • Check remarks and notes

5. Export History (if needed):

   • Apply filters
   • Click "Export"
   • Choose format (Excel, CSV, PDF)
   • Download file

Information Visible:

• Request dates and duration
• Leave type used
• Approval status and date
• Approver name
• Balance at time of request
• Documents attached

How to Check Leave Balance

Method 1: During Leave Request Submission

1. Click "New Leave Request"
2. Select Leave Type
3. System displays current available balance for that type
4. Shows: Total, Used, Pending, Available

Method 2: Employee Detail Page

1. Navigate to Employee Management or My Profile
2. Click Leave Balance tab
3. View detailed balance for all leave types:
   • Total Quota
   • Used Days
   • Pending Days
   • Available Balance
   • Expiry Date (if applicable)

Balance Breakdown:

Leave Type	Total	Used	Pending	Available
Annual	12	5	2	5
Sick	12	3	0	9
Emergency	3	1	0	2

Understanding Balance:

• Total: Annual quota assigned
• Used: Already taken leave days
• Pending: Days in pending approval requests
• Available: Days you can still request

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Balance Updates:

• Real-time calculation
• Updates instantly when request submitted/approved/rejected
• Only HR can adjust balances in Employee Detail module
• Contact HR if balance appears incorrect

How to Handle Rejected Leave

When Leave is Rejected:

1. Receive Notification:

   • Email or system notification
   • Contains rejection reason

2. Review Rejection Reason:

   • Open request details
   • Read approver's rejection reason carefully
   • Understand specific concerns

3. Take Appropriate Action:

   Common Rejection Reasons and Solutions:

   "Insufficient team coverage"

   • Choose alternative dates
   • Coordinate with team for coverage
   • Resubmit with new dates

   "Missing documentation"

   • Attach required documents
   • Resubmit same request with attachments
   • Or contact approver for clarification

   "Critical deadline conflict"

   • Reschedule leave to after deadline
   • Discuss priority with manager
   • Submit adjusted request

   "Insufficient leave balance"

   • Check your balance in Employee Detail
   • Reduce requested days
   • Or request unpaid leave instead

4. Resubmit if Appropriate:

   • Address the rejection reason
   • Submit new request with corrections
   • Add remarks explaining changes

5. Escalate if Needed:

   • Discuss with approver directly
   • Contact HR if rejection seems unfair
   • Follow company grievance procedure

Result: Rejected requests don't affect balance - you can resubmit with adjustments.

tip

Avoid Future Rejections:

• Submit requests early (not last minute)
• Check team calendar before requesting
• Coordinate with team members
• Attach required documents upfront
• Avoid peak business periods

How to Attach Supporting Documents

When Documents Required:

• Sick leave >2 days: Medical certificate
• Maternity/Paternity: Birth certificate
• Compassionate: Death certificate
• Study leave: Acceptance letter

Steps:

1. During Request Submission:

   • Fill in leave details
   • Scroll to "Attachment" section

2. Add Document:

   • Click "Choose File" or "Browse"
   • Or drag and drop file into upload area
   • Select file from your device

3. Supported Formats:

   • PDF (recommended)
   • Images: JPG, JPEG, PNG
   • Documents: DOC, DOCX
   • Maximum size: 5 MB per file

4. Multiple Documents:

   • Attach multiple files if needed
   • Each document uploaded separately
   • Or combine into single PDF

5. Verify Upload:

   • File name appears after upload
   • Check file size within limit
   • Ensure correct document selected

6. Submit Request with attached documents

For Existing Requests:

1. Open pending request
2. Click "Edit" (if allowed)
3. Add attachment
4. Save changes

Approver View:

• Approvers can download and view attachments
• Documents remain with request permanently
• Used for compliance and audit purposes

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Document Quality:

• Ensure documents are clear and readable
• Use high-resolution scans or photos
• Include all required pages
• Medical certificates must show: Date, Doctor name/stamp, Diagnosis/fitness

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FAQ

How far in advance should I submit leave?

Recommended Notice Periods:

Leave Type	Minimum Notice	Recommended
Annual Leave	3-7 days	2-4 weeks
Short Leave (1-2 days)	3 days	1 week
Extended Leave (>5 days)	2 weeks	1 month
Emergency Leave	Same day	As soon as possible
Sick Leave	Same day	ASAP on day 1

Best Practice: Submit as early as possible to allow:

• Manager to arrange coverage
• Team to plan workload distribution
• Higher chance of approval

Emergency Exceptions: Genuine emergencies (sudden illness, family emergency) can be submitted same day or next working day.

How do I check my leave balance?

Two Ways to Check:

Option 1: During Request Submission

1. Click "New Leave Request"
2. Select Leave Type
3. Available balance displayed automatically

Option 2: Employee Detail Page

1. Go to Employee Detail or My Profile
2. Click Leave Balance tab
3. View complete balance breakdown for all leave types

Balance Shows:

• Total Quota (annual allocation)
• Used Days (already taken)
• Pending Days (awaiting approval)
• Available Balance (can still request)

Example:

• Annual Leave Quota: 12 days
• Used: 5 days
• Pending: 2 days
• Available: 5 days

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Contact HR if your balance appears incorrect. Only HR can adjust balances in Employee Detail module.

What happens to my balance when request is approved?

Balance Update Process:

When Submitted (Pending):

• Requested days move to "Pending"
• Available balance decreases
• Example: 10 available → request 2 days → 8 available, 2 pending

When Approved:

• Pending days move to "Used" (on leave start date)
• Balance remains reduced
• Example: 8 available, 2 pending → 8 available, 2 used

If Rejected:

• Pending days restored to "Available"
• Example: 8 available, 2 pending → 10 available, 0 pending

If Cancelled:

• Pending/Used days restored to "Available"
• Immediate restoration upon cancellation

Real-Time Updates:

• All balance changes automatic
• No manual calculation needed
• Updates visible immediately in system

Can I cancel approved leave?

Yes, but with conditions:

Cancellation Rules:

• ✅ Before Leave Starts: Usually allowed (check company policy)
• ⏰ Minimum Notice: Often 24-48 hours before start date
• ❌ After Leave Started: Contact HR (system may not allow)
• ❌ Already Completed: Cannot cancel (contact HR for adjustments)

How to Cancel:

1. Find approved request
2. Click "Cancel" button
3. Enter cancellation reason
4. Confirm cancellation

What Happens:

• Status changes to "Cancelled"
• Balance automatically restored
• Approver and HR notified
• Leave removed from calendar

Company Policy:

• Some companies restrict frequent cancellations
• May require manager approval to cancel approved leave
• Check specific policy with HR

To Reschedule: Cancel old request, submit new request with different dates.

What if I run out of leave balance?

Options When Balance is Zero:

1. Request Unpaid Leave

• Select "Unpaid Leave" type
• No balance deduction
• No compensation during leave
• Requires manager approval

2. Advance Leave (if company allows)

• Request advance from next year's quota
• Requires manager and HR approval
• Deducted from next year's allocation

3. Alternative Arrangements

• Work from home (if applicable)
• Flex time or compensatory time off
• Discuss with manager

4. Emergency Situations

• Sick leave: May allow negative balance with medical proof
• Family emergency: Compassionate leave exceptions
• Contact HR for urgent cases

Prevention:

• Monitor balance regularly
• Plan leave distribution throughout year
• Avoid using all balance early in year

Do I need documents for all leave types?

Document Requirements by Leave Type:

Always Required:

• ✅ Sick Leave >2 days: Medical certificate mandatory
• ✅ Maternity Leave: Birth certificate or medical proof
• ✅ Paternity Leave: Birth certificate
• ✅ Compassionate Leave: Death certificate or proof
• ✅ Study Leave: Acceptance letter or course details

Usually Not Required:

• ❌ Annual Leave: No documents needed
• ❌ Short Sick Leave (1-2 days): Optional
• ❌ Emergency Leave: Depends on situation

Conditional:

• Sick Leave 1-2 days: Optional, but recommended
• Emergency Leave: Supporting evidence if available

Medical Certificate Must Include:

• Date of examination
• Doctor's name and stamp
• Medical facility letterhead
• Diagnosis or fitness statement (brief)
• Recommended rest period

How to Attach:

• Upload during request submission
• Supported: PDF, JPG, PNG
• Maximum size: 5 MB

tip

When in doubt, attach documents. Better to provide too much evidence than too little, especially for compliance.

Can I take leave during probation?

Depends on Company Policy:

Common Scenarios:

Strict Policy:

• No annual leave during probation (3-6 months)
• Emergency and sick leave allowed
• Unpaid leave may be permitted

Flexible Policy:

• Prorated annual leave available
• Limited days during probation (e.g., 3-5 days)
• Full quota after confirmation

Standard Practice:

• ✅ Sick Leave: Almost always allowed (with medical certificate)
• ✅ Emergency Leave: Usually permitted for genuine emergencies
• ⚠️ Annual Leave: Restricted or requires special approval
• ❌ Extended Leave: Generally not allowed

Check Your Entitlement:

1. Review employment contract
2. Check company HR policy handbook
3. Ask HR about probation leave rules
4. View your balance in Employee Detail (shows if available)

Recommendation: Avoid taking leave during probation unless absolutely necessary (medical or emergency).

What if my leave request is rejected?

When Rejected:

Step 1: Read Rejection Reason

• Approver must provide specific reason
• Understand the concern

Step 2: Common Reasons and Solutions

"Insufficient team coverage"

• ✅ Solution: Choose different dates
• ✅ Coordinate with team for coverage
• ✅ Resubmit with adjusted dates

"Missing documentation"

• ✅ Solution: Attach required documents
• ✅ Resubmit with medical certificate or evidence

"Critical project deadline"

• ✅ Solution: Reschedule after deadline
• ✅ Discuss project timeline with manager

"Insufficient balance"

• ✅ Solution: Check balance in Employee Detail
• ✅ Reduce requested days or request unpaid leave

Step 3: Take Action

• Discuss with manager if reason unclear
• Submit new request addressing concerns
• Add remarks explaining adjustments

Step 4: Escalate if Needed

• If rejection seems unfair or against policy
• Contact HR for review
• Follow company grievance procedure

Your Balance: Rejected requests don't affect balance - it's immediately restored to available.

Do weekends and holidays count as leave days?

No - Only Scheduled Work Days Count

Calculation Rule:

Leave Days = Count of Days You Are Scheduled to Work

System automatically excludes:

• Weekends (if scheduled off)
• Public holidays (if scheduled off)
• Rest days per your work schedule

Example 1: Friday to Monday Leave

• Friday (work day) = 1 day ✅
• Saturday (weekend off) = 0 days ⚪
• Sunday (weekend off) = 0 days ⚪
• Monday (work day) = 1 day ✅
• Total: 2 leave days

Example 2: Thursday to Tuesday with Monday Holiday

• Thursday (work day) = 1 day ✅
• Friday (work day) = 1 day ✅
• Saturday (weekend) = 0 days ⚪
• Sunday (weekend) = 0 days ⚪
• Monday (public holiday) = 0 days ⚪
• Tuesday (work day) = 1 day ✅
• Total: 3 leave days

For Shift Workers:

• System uses YOUR work schedule
• If scheduled to work on weekend/holiday = counts as leave day
• If scheduled off on weekday = doesn't count

Verification: System shows calculated total days before submission. Verify it matches your expectation.

What happens to unused annual leave?

Depends on Company Policy (common options):

1. Carry Forward

• Unused days carried to next year
• Often with maximum limit (e.g., carry max 5 days)
• Must be used within specified period (e.g., first quarter)

2. Use It or Lose It

• Must use within calendar/fiscal year
• Unused days forfeited at year-end
• Encourages regular leave-taking

3. Cash Out/Encashment

• Unused leave paid out at year-end
• Usually at basic salary rate
• May have maximum encashment limit

4. Partial Carry Forward

• Some days carried forward
• Remaining days forfeited or encashed
• Example: Carry forward max 5 days, rest forfeited

Best Practices:

• Plan leave distribution throughout year
• Don't wait until year-end
• Monitor balance quarterly
• Use leave for rest and wellness

Check Your Policy:

• Review HR policy handbook
• Ask HR about carry-forward rules
• Plan leave accordingly
• Some leave types (sick, emergency) typically don't carry forward

How long does leave approval take?

Typical Approval Timeline:

Leave Type	Expected Timeline	Priority
Emergency Leave	Same day to 24 hours	Urgent
Sick Leave	24-48 hours	High
Annual Leave (1-3 days)	1-3 business days	Normal
Annual Leave (>5 days)	3-5 business days	Normal
Extended Leave (>10 days)	5-7 business days	May need higher approval

Factors Affecting Timeline:

• Manager's availability (if on leave, may be delayed)
• Leave duration (longer leave = more review time)
• Company size (larger org = more approval levels)
• Time of year (busy season = longer review)

If Delayed Too Long:

After 3 Business Days:

1. Check if approver is available (not on leave)
2. Send polite follow-up to approver
3. Check approval status in system

After 5 Business Days:

1. Contact approver directly (email/call)
2. If approver unavailable, contact their backup/delegate
3. Contact HR for assistance

Urgent Cases:

• Mention urgency in request remarks
• Contact approver immediately after submission
• For emergencies, call approver directly

Prevention: Submit well in advance to avoid last-minute stress.

What is the difference between Leave and Absence?

Critical Difference:

Leave (Authorized Absence):

• ✅ Leave request submitted and approved
• ✅ Recorded as "Leave" in attendance
• ✅ Balance deducted from quota
• ✅ Paid (for paid leave types) or unpaid (for unpaid types)
• ✅ No disciplinary action
• ✅ Planned and documented

Absence (Unauthorized Absence):

• ❌ No leave request or not approved
• ❌ Marked as "Absent" in attendance
• ❌ No balance deduction (you keep balance)
• ❌ Not paid for absent days
• ❌ May trigger disciplinary action
• ❌ Considered no-show

Attendance Record Impact:

Scenario 1: Approved Leave

• Attendance: Status = "Leave" (Blue badge)
• Payroll: Paid (if paid leave type)
• HR Record: Authorized absence

Scenario 2: No Leave Request

• Attendance: Status = "Absent" (Red badge)
• Payroll: No pay for absent day
• HR Record: Unauthorized absence, may affect performance review

Always Submit Leave Request:

• Even for sudden illness (submit same day)
• Even for emergencies (submit ASAP)
• Prevents being marked absent
• Maintains good employment record

If Marked Absent by Mistake:

• Contact HR immediately
• Submit late leave request with explanation
• Provide supporting evidence
• HR can correct attendance record

Can my manager see my leave reason?

Yes - Approvers See Full Details

What Manager/Approver Sees:

• ✅ Leave dates and duration
• ✅ Leave type selected
• ✅ Reason you provided
• ✅ Attached documents (medical certificates, etc.)
• ✅ Your current leave balance
• ✅ Emergency contact information

Why Necessary:

• Manager needs full context to make informed decision
• Ensures legitimate leave requests
• Helps arrange team coverage appropriately
• Supports compliance with leave policies

Privacy Considerations:

• Only approvers and HR see details
• Other employees cannot see your reason
• System maintains confidentiality through access control
• Data protected per privacy policies

For Sensitive Medical Issues:

• You can provide general reason in system
• Attach detailed medical certificate
• Submit additional details to HR directly (offline)
• Example reason: "Medical treatment" (certificate shows full details)

What Approvers Should NOT Share:

• Personal medical information
• Private family matters
• Sensitive details in your reason

Your Rights:

• Expect confidentiality from approver
• Report privacy violations to HR
• Medical information protected by privacy laws

Recommendation: Provide honest, appropriate-level details. You don't need to disclose overly personal information.

Can I request leave for multiple non-consecutive days?

System typically requires separate requests for non-consecutive periods.

Example Scenario: Want leave on: Monday (Feb 5), Wednesday (Feb 7), Friday (Feb 9) Working: Tuesday, Thursday

Solution: Submit Separate Requests

1. Request #1: Monday, Feb 5 (1 day)
2. Request #2: Wednesday, Feb 7 (1 day)
3. Request #3: Friday, Feb 9 (1 day)

Why Separate Requests:

• System calculates continuous date ranges
• Non-consecutive days need individual processing
• Each can be approved/rejected independently
• Clearer for attendance tracking

Alternative (if system supports):

• Some systems allow multiple date selection
• Check if your system has "Add Date Range" option
• Can submit multiple periods in single request

For Frequent Single Days:

• Consider requesting full week if appropriate
• Reduces administrative overhead
• Easier for team coverage planning

Best Practice:

• Submit all related requests at same time
• Add note in remarks: "Related to requests [ID1], [ID2]"
• Helps approver see full picture

Who can adjust my leave balance?

Only HR Can Adjust Balances

Authorized Roles:

• ✅ HR Admin: Full balance adjustment rights
• ✅ HR Manager: Full balance adjustment rights
• ❌ Department Manager: Cannot adjust balances
• ❌ Supervisor: Cannot adjust balances
• ❌ Employee: Cannot adjust own balance

Where Balances Are Managed:

• Employee Detail page → Leave Balance tab
• NOT in Leave Request module
• Centralized balance control for data integrity

Types of Adjustments:

Initial Allocation:

• Setting annual quota for new employees
• Example: Set 12 days Annual Leave quota

Balance Correction:

• Fixing incorrect balances
• Example: Correct error from previous year

Special Allocation:

• Additional leave grants (bonus, loyalty, etc.)
• Example: Add 2 days bonus annual leave

Carry Forward:

• Rolling unused leave to new year
• Example: Carry forward 5 unused days

Manual Deduction:

• Adjusting for errors or special cases
• Example: Deduct for unpaid leave taken

If Your Balance Is Incorrect:

1. Check in Employee Detail:

   • Go to your employee detail
   • Click Leave Balance tab
   • Verify all leave types

2. Contact HR:

   • Email or submit request to HR
   • Provide details:
     • What's incorrect
     • What it should be
     • Supporting evidence (if any)

3. HR Will:

   • Investigate the discrepancy
   • Make adjustment if valid
   • Document the change
   • Notify you when corrected

Automatic vs Manual:

• ✅ Automatic: Request approval/rejection/cancellation
• ⚠️ Manual (HR only): Initial allocation, corrections, special grants

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