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)