Authorize Leave Application – A summary of the activity

Through this activity, the HR user can authorize or reject the leave applications already posted on behalf of the employee. The HR user can

• Authorize or reject in bulk

• Authorize or reject an individual leave application. See Leave authorization cycle.

Authorizing or rejecting in bulk: At the outset, the system will show you all the leave applications

• That are pending for authorization

• For which cancellation has been requested.

• That were previously authorized, subsequently altered and now pending again for authorization

You can now authorize these leave applications of employees, without changing the details of any leave application.

You can also choose to reject, in bulk, the entire set of leave applications.

Authorizing or rejecting individual leave applications: You can decide to first view the details of an individual leave application, and then authorize it. You can also reject the leave application altogether.

The system allows you to  edit the following details of the leave application before authorizing it

• The start and end of the date range of the leave application

• The covering employee who will serve as a substitute for the employee proceeding on leave

• Whether supporting documents must be provided

If the number of units you have authorized in the employee’s leave application do not conform to the posting rule applicable to the employee for the leave type, you can indicate that the authorization is an exception. You will also need to specify the reason for the exception to the posting rule. For example, the posting rule for Casual Leave can specify that this leave type cannot be availed for more than 3 days at a stretch. You can authorize 4 days of Casual Leave for the employee, and indicate that it is an exception.

Note: There can be multiple stages of authorization, such as authorization by the supervisor, before the final authorization by the HR manager. The number of levels of authorization is defined in the Workflow Management component.

After authorization at each level is completed, the supervisor at the next level is intimated through the “My Page” component of Ramco Enterprise Series, where his authorization is displayed as pending. Alternatively, the next level supervisor receives a mail that his authorization is pending.

Implication of authorization: After you authorize of the leave application, the system ensures of the following:

• The details of the leave application cannot be edited by the employee or on behalf of the employee

• The leave application cannot be deleted by the employee or on behalf of the employee

• The leave application can be cancelled by the authorizer.

• The details of the leave application can be edited by the authorizer, through the “Edit Leave Application” activity.

Leave application status:  You can find the status of leave applications in the "View Leave Application Status" page. The system assigns one of the following statuses to a leave application:

• Pending for Authorization

• Pending for Authorization – Cancel

• Pending for Authorization - Altered

• Authorized.

• Rejected

• Canceled

Leave summary:  You can obtain a comprehensive leave summary of the employee, through the “View Leave Balances” page. For each leave type to which the employee is entitled, this page traces the complete history of entitlement, accrual, and adjustment.

The leave summary also provides the total balance of leave units that the employee can currently avail, after all factors are considered. Tell me more.

The information generated by this activity is picked up by the Payroll component for computing compensation for employees.

Getting familiar with the pages inside

6      Hyperlinked topics below

Prerequisites

Applying for leave

What you can do in this activity  

Selecting the leave application

Authorizing the details of the leave application

View the status of the leave application of the employee.

View the leave summary of the employee who is going on leave.