What is Leaves Module
The Leaves Module, is where Admins can digitalised the Leave application and management process for the company. Admins are able configure leave policies accordingly, view and manage employee's leave requests and balances as well as configure the approval routings. There are several steps that must be completed in Setting up the Leaves Module :
1. Complete Set Up of People Module
2. Set Up Approval Routings
3. Set Up Work Days
4. Set Up Holidays
5. Set Up Leave Policies
6. Import Leave Requests
7. Modify Leave Balances if needed
8. Configure Leave Request Limit if needed
What Are Leaves Reports
As an admin, you are able to generate and download leave reports. altHR has several Leave Report available, which admins can customise in terms of the range of the infomation captured.
What Type of Leave Reports are Available
The 5 types of leave reports available are:
1. Approval routing report - When an employee submits a request, this request goes to the respective
approver(s), this is known as approval routing. This report assists the admin in checking approval
routings that have been set. Going through this file makes sure that you don’t miss anyone when
setting up approval routings. Errors in approval routing will be labelled Issue With Approval Routing in
the report file.
2. Leave request report* - This is the most commonly used report. It is a list of leave requests submitted
by employees.
3. Detailed leave request report* - This report is similar to the leave request report but comes with
additional information.
4. Leave balance report* - This report helps you track employees’ leave balance. It includes employees’
leave entitlement, utilised leaves and more.
5. Carry forward leave report - This report contains details of your employees’ carried forward leave
days.
Admins are able to download a Leave Balance Report for all of their employees in one go, or a Leave Balance Report for Individual Employees.
To download a detailed report of an employee’s leave balance:
1. On your admin dashboard, head to the left panel.
2. Click Leaves > Balances.
3. Search for the employee.
4. On the right, click View to show more details.
5. Click Export Yearly Detailed Report.
6. The report will be downloaded in Excel format
How to Interpret the Leave Balance Report
Your Leave Balance Report will haver many columns for a detailed breakdown of your employees' leave balances.
Employee Name
Employee No (Employee ID)
Currently Service Notice - Yes or No
Last Employment Date - If applicable
Organisation
Leave Policy
Cycle Entitlement - The employee's base leave entitlement amount
Entitlement Adjustment - Any entitlement modifications the admin may have made to the employee
Replacement Credit - Any Replacement Credits that have been awarded to the employee (including any that may have been carried forward from last year if applicable.
Expired Replacement Credit - any replacement credits that have already passed their expiry date at the time of downloading this report.
Previous Replacement Credit Usage -
Carry Forward - Any leaves that have been allowed to be brought over from last year
Expired Carry Forward - any carry forward leaves that have already passed their expiry date at the time of downloading this report
Previous Carry Forward Usage -
Total Entitlement - Total of Cycle Entitlement + Entitlement Adjustments + Replacement Credits + Carry Forward Leaves
Cycle Utilised - any base leave entitlement days (including entitlement adjustments) that have been utilised, meaning the leave has been approved and the leave date has passed
Replacement Credit Utilised - any replacement credits that have been utilised, meaning the leave has been approved and the leave date has passed
Carry Forward Utilised - any carry forward leaves that have been utilised, meaning the leave has been approved and the leave date has passed
Cycle Planned- any base leave entitlement days (including entitlement adjustments) that have been approved, but the leave date has not passed.
Replacement Credit Planned - any replacement credited leave days that have been approved, but the leave date has not passed.
Carry Forward Planned - any carry forward leave days that have been approved, but the leave date has not passed.
Cycle Pending Approval - any base leave entitlement days (including entitlement adjustments) that have been applied for but not yet approved
Replacement Credit Pending Approval - any replacement credited leave days that have been applied for but not yet approved
Carry Forward Pending Approval - any carry forward leave days that have been applied for but not yet approved
Replacement Credit Forfeited - any Replacement Credits that were not utilised before the expiry date
Carry Forward Forfeited - any Carry Forward Leaves that were not utilised before the expiry date
Carry Forward Deduction - any leave days that have been deducted from this year's leave entitlement, to be added to next year's entitlement.
Total Balance - Total remaining balance
Available for Carry Forward - Total number of leave days that is available to be carried forward (The system will only cary forward up to the Carry Forward limit set by admin in policy settings)