Leave Credit Configuration

 

Why should I use this form?

This form facilitates configuring leave credit to employees, by defining rules for various leave types.  Leave credit can happen on the basis of any of the following:

·         Regular Leave credit

·         Leave Credit on joining of an employee

·         Leave Credit on Confirmation of an employee

·         Service based credit

 

What are the Pre-requisites?

Leave Type should be available.

Consider the points while defining leave credit configuration:

·         For a given Leave Type, the Frequency cannot be different.  That is, while for the same leave type various rules for credit can be set; the Frequency for each rule cannot be different.  Thus, if an earlier rule has been set for this leave type, the Frequency as has been set for it will get defaulted.

·         For a given Leave Type, the Start month cannot be different.  That is, while for the same leave type various rules for credit can be set; the Start Month for each rule cannot be different.  Thus if an earlier rule has been set for this leave type, the Start Month as has been set for it will get defaulted.

 

Who can access this form?

This form shall be visible to all employees to whom the visibility is given in Product Setup ® Module Role Mapping/Module Administration.

How to navigate to this form?

Point to Admin menu, select Leave Credit Configuration under Leave.

 

Records based on the selected Leave type, Frequency and Start Month will be listed in the grid. Click [Change] to reset the structure of the leave credit configurations.

When you click this button, an alert message will be displayed, as shown:

 

Click [Ok] to proceed. In this case, all the existing rules will be deactivated and you will have to enter new rules.

Click on [Export to Excel] to export the existing rules of a Leave Type into an Excel sheet. When you click this button, system will display options to open/save the file. Refer image below:

 

·         Click [Open] to open and view the file.

·         Click [Save] to save the file in folder and then view. When you click on this button, the ‘File Save As’ dialog box appears, where you can choose the location to save the file.

·         Click [Cancel] to cancel the file opening process.

 

Field guidelines are as follows:

Field

Description

Leave Type

Select Leave Type from the drop down field. All the Leave Types created in the Leave Configuration Form are displayed here.

Frequency

Select the credit frequency of the Leave, such as monthly, quarterly etc.,

Note: Adrenalin Scheduler starts its process on the selected frequency here.

Start Month

Select Start Month from the drop down list, to define the start month cycle for this leave.  This will help in setting up the credit pattern and also in moving Leave Balance to Previous Year Balance.

Note:  If any rule exists for the selected leave type, then the Frequency and Start month fields will be disabled.

Credit Month

This is to indicate the months in which this Leave has to be credited. While the Frequency & Start month provides the base information for this, by specifically giving input for the months, crediting becomes flexible of attaching different credit days for each credit cycle in a year.

For example, if the Frequency is Quarterly and the Start Month is selected as ‘Jan’ then this field will display months ‘Jan’, ‘Apr’, ‘Jul’, and ‘Oct’. If the Frequency is Quarterly and the Start Month is selected as ‘Feb’, then this field will display ‘Feb’, ‘May’, ‘Aug’ and ‘Nov’. If same number of leave is to be credited for each month, then the ‘All’ option can be selected here.  Else, separate leave rule has to be created for each month.

Credit on Joining 

This is to indicate if leave to be credited for the employee on joining the organization.

Credit on Confirmation

This is to indicate if leave to be credited for the employee on his confirmation.

Note: If the Credit on Joining is selected as ‘Yes’ then the Credit on Confirmation should be ‘No’ and vice versa.

Pro-Rata

Select whether leave credit on pro-rata basis is allowed or not.

Consider this example: a leave of 10 days is configured to be credited for employees on yearly basis.  If an employee joins on July 1st and the ‘Pro-Rata Leave credit is selected as ‘No’, then the entire 10 days will be credited to this employee.

On the other hand, if the pro-rata is selected as ‘Yes’ then the number of days will be calculated and leave is credited accordingly. Now, the number of days between Jul 1st to 31st Dec will be calculated, and it will be multiplied by the number of leave days divided by 365. (Jul - Dec is 184 days * 10 days of leave / 365. The result will be rounded off based on the round off option and credited to the employee.

Note: This calculation is based on the frequency chosen.

Scheduled Period

If this option is selected as ‘Future’ then the leave will be credited for the current year. If this is selected as 'Post' then the leave credit will happen only in the next year. (leave credited for the period for which employee has worked)

Status

Select Employee Status for whom the leave credit configuration will be applicable.

Services Based

Selecting this option allows to specify the number of days to be credited based on the services of employee in the organization.

For example, for an employee with 1 year of service, 5 days leave can be credited. For employees with 2 – 4 years of service, leave of 10 days can be credited.

Note: If the Credit on Joining is selected as ‘Yes’ then this option should be ‘No’ and vice versa.

From Month/To Month

Select the month from which the Leave credit configuration starts and ends.

Note: It accepts numeric values only.  The width of this field is limited to 3.

Greater Than Days

This is to specify the number of days after the date of joining of the employee after which the leave will be credited.

Note: It accepts numeric values only.  The width of this field is limited to 3.

No. Of Days For Credit

Enter the Number of days to be credited for the Leave type and for the selected employee and for the selected credit frequency.

Note: It accepts numeric values only. The width of this field is limited to 6. Half a credit can be mentioned as .5

Rounded-Off

Leave such as half a day can be rounded off by selecting various options.

Note: This will be useful only if the Pro-rata option is selected as ‘Yes’.

Do not Process credit on joining for existing Employees

If this option is selected, then leave will not be credited to existing employees.

Note: This field will be enabled only if the ‘Credit on Joining’ is selected as ‘Yes’.

Do not process credit on confirmation for already confirmed employees

If this option is selected, then leave will not be credited to employees who have already been confirmed.

 

Note: This field will be enabled only if the ‘Credit on Confirmation’ is selected as ‘Yes’.

Effective From

Select the date from the leave credit configuration for the effective start date of leave credit.

 

Click [Submit] to save the details.

Clicking [Reset] will refresh the form.

Post Activity

When the configurations are saved, scheduler has to be configured for the execution of the leave credit.  Based on the credit configurations set in this form, the scheduler will be executed and leave will be credited to employees.

Note: For more details on scheduling activities, please refer the Admin guide.