Creating a leave type

Select “Create Leave Type” option on the left pane.

The “Create Leave Type " page appears. The system displays the following fields.

Date Format

The date format applicable to the login user.

Tell me more.

Leave Definition Unit

From the drop down list box, select the required leave definition unit.

Tell me more.

To define a new leave type

Enter the following

Leave Type Code	A unique code to identify the type of leave applicable to the organization. Examples: CL, PL
Leave Type Short Description	A short description of the type of leave.
Leave Type Long Description	A long description of the type of leave.
Units	From the drop-down list box, select the unit in which the leave type will be defined and maintained. Examples of leave units are “day” and “hour”.
Enable Self Service	Check this box if self service must be allowed for this leave type. Note that if this box is checked, permission to the individual user must be subsequently set through the Security Definition component.

To deactivate the leave type

Ensure that you have defined the leave type.
Check the “Inactive” box.

The leave type can no longer be accessed for any transaction. The leave type will remain unavailable until it is activated again.

To specify that the leave type is calendar-based

Ensure that you have defined the leave type.
Enter the following.

Calendar based

Check the Calendar based” box.

Pro rata

Carry out one of the following:

Select a stored procedure rule, based on which the system will compute leave entitlement for those employees who join after the leave calendar starts. Help Available.
Enter a new stored procedure rule, using the “Define Prorata Rule” link. See Creating a stored procedure for pro rata rule, and If you do not create a prorata rule.

To create a new stored procedure rule based on which the system will compute leave entitlement, select the “Define Prorata Rule” hyperlink. This is optional.

To specify that the leave type is non-calendar based

Ensure that you have defined the leave type.
Leave the “Calendar based” box unchecked.
Enter the following.

Periodicity

Enter the duration for which the non-calendar based leave type must be effective.

To indicate the periodicity, choose the leave unit from the drop-down list box and enter the number to the field on the left of the drop-down list box. For example, if the periodicity is 6 months, select “Month” from the drop-down list box and enter “6” in the field before it.

Accrue at the Beginning of Period

Check this box, to accumulate the employee’s entitled leave units at the beginning of period.

If you leave this box unchecked, the employees will be able to avail the entitled leave units at the end of the period only.

To specify the leave types that will affect the periodicity of the non-calendar based leave type, select the “Accrual Period Computation Parameters” hyperlink.

Whether holiday is included

Enter the following

Holiday Inclusive	From the drop-down list box, select any one of the following options. "None" indicates that the intervening holidays are not included in the leave applied by an employee. "Public Holiday" indicates that the public holidays occurring within the period of leave are included for calculating the employee’s leave, thereby reducing his or her leave balance. "Off Day" indicates that the off days occurring within the period of leave are included for calculating the employee’s leave, thereby reducing his or her leave balance. "Off Day and Public Holiday" indicates that the off days and public holidays occurring within the period of leave are included for calculating the employee’s leave, thereby reducing his or her leave balance. "Rest Day" indicates that the rest days occurring within the period of leave are included for calculating the employee’s leave, thereby reducing his or her leave balance. "Rest Day and Public Holidays" indicates that the rest days and public holidays occurring within the period of leave are included for calculating the employee’s leave, thereby reducing his or her leave balance. "Rest Day and Off Day" indicates that the rest day and off days occurring within the period of leave are included for calculating the employee’s leave, thereby reducing his or her leave balance. "All" indicates that the public holidays, off days and rest days occurring within the period of leave are included for calculating the employee’s leave, thereby reducing his or her leave balance.
Holiday Prefix	From the drop-down list box, select the required holiday option. "None” indicates that the system will not include the public holidays, off days and rest days immediately before the start date of the leave for leave calculation. "Public Holiday" indicates that the system will include all the public holidays immediately before the start date of the leave for leave calculation thereby reducing his or her leave balance. "Off Day" indicates that the system will include all the off days immediately before the start date of the leave for leave calculation thereby reducing his or her leave balance. "Public Holiday and Off Day" indicates that the system will include all the public holidays and off days immediately before the start date of the leave for leave calculation thereby reducing his or her leave balance. "Rest Day" indicates that the system will include all the rest days immediately before the start date of the leave for leave calculation thereby reducing his or her leave balance. "Rest Day and Off Day" indicates that the system will include all the rest days and off days immediately before the start date of the leave for leave calculation thereby reducing his or her leave balance. "All" indicates that the system will include all the public holidays,rest days,and off days immediately before the start date of the leave for leave calculation thereby reducing his or her leave balance.
Holiday Suffix	From the drop-down list box, select the required holiday option. If you select "None” indicates that the system will not include the public holidays, off days and rest days immediately after the leave end date for leave calculation. "Public Holiday" indicates that the system will include all public holidays immediately after the leave end date for leave calculation thereby reducing his or her leave balance. "Off Day" indicates that the system will include all off days immediately after the leave end date for leave calculation thereby reducing his or her leave balance. "Public Holiday and Off Day" indicates that the system will include all public holidays and off days immediately after the leave end date for leave calculation thereby reducing his or her leave balance. "Rest Day" indicates that the system will include all rest days immediately after the leave end date for leave calculation thereby reducing his or her leave balance. "Rest Day and Off Day" indicates that the system will include all rest days and off days immediately after the leave end date for leave calculation thereby reducing his or her leave balance. "All" indicates that the system will include all public holidays,rest days,and off days immediately after the leave end date for leave calculation thereby reducing his or her leave balance.
Statutory	Select the “Statutory” checkbox, if the leave type is mandatory.

To define leave entitlement conditions

Enter the following

Without Entitlement

Check the “Without Entitlement” box, when this leave type cannot be entitled to the employee.

For example, the leave of type “Loss of Pay” is not entitled to the employees. Leave types that cannot be entitled.

Entitlement

From the drop-down list box, select one of the following to indicate the required type of leave entitlement:

“Units”: When you choose this option, you are to enter the number of entitlement units in the “Entitlement Units” field.
“Grade – Level” . When you choose this option, you can enter the entitlement units for each grade - level combination by selecting the "Entitlement Units for Grade -Level” hyperlink .
“Rule”. When you choose this option, you can select the “Define Posting Rule” hyperlink, to create the stored procedure.

If you had selected “Units” from the “Entitlement” drop-down list box, enter the following field.

Entitlement Units

Enter the number of leave units to which the employees in the organization are entitled.

You are to enter this field only if you had chosen ”Units” from the “Entitlement” drop-down list box.

If you had selected “Grade - Level” from the “Entitlement” drop-down list box, select the “Entitlement Units for Grade -Level” hyperlink . You can enter the entitlement units for each grade - level combination.

Through the “Set Leave Entitlement Units for Grade – Level” page that appears, you can specify the maximum number of leave units to which the employees under each grade -level combination are entitled
If you had selected “Rule” from the “Entitlement” drop-down list box, enter the following field.

Rule

Carry out one of the following, if you had chosen ”Rule” from the “Entitlement” drop-down list box:

Enter the name of the stored procedure that will determine the leave entitlement of employees. Help Available.
Select the “Define Entitlement Rule” hyperlink, to create the stored procedure that will determine the entitlement units for the employees in the organization.

To define leave posting conditions

Enter the following

Posting

From the drop-down list box, select one of the following to indicate the required type of leave posting.

“Units”: When you choose this option, you are to enter the maximum and minimum number of leave units for which the employees can apply, at a stretch. Note that it is mandatory to enter the minimum and maximum value irrespective of the posting option selected.
“Rule”. When you choose this option, you can select the “Define Posting Rule” hyperlink, to create the stored procedure. You can also enter the maximum and minimum number of leave units for which the employees can apply, at a stretch.

Minimum Value	Enter the minimum number of leave units for which an employee can apply. For example, if an employee avails “casual leave“, he or she can apply for a minimum of ½ a day.
Maximum Value	Enter the maximum number of leave units for which an employee can apply. For example, if an employee avails “casual leave“, he or she can apply for a maximum of 4 days only.
Grace Period for Leave Application & Alteration	The period for which you can backdate the leave application. Tell me more. Enter a number in the first field, and select "month" or days" in the drop-down list box beside it.
No. of Times (Per Year)	The number of times the employee can apply for the specific leave type during a year.
No. of Times (Per Service)	The number of times the employee can apply for the specific leave type during his tenure in the organization.
Maximum Units (Per Year)	The maximum number of leave in units that can be taken in a year.
Maximum Units (Per Service)	The maximum number of leave in units that can be taken by the employee during his tenure in the organization.
Confirmation Mandatory	From the drop-down list box, select any one of the following options "Yes" indicates that to avail the specific leave, it is mandatory that the employee is confirmed. "No" indicates that to avail the specific leave, it is not mandatory that the employee is confirmed.
Minimum Service	The number of days/months/weeks/years of service required to avail the specific leave type. Select the units of service from the adjacent drop-down list box.
Allow Future Dated Leave	From the drop-down list box, select any one of the following options "Yes" indicates that you can allow future dated leave "No" indicates that you cannot allow future dated leave
Strictly Day - Based	From the drop-down list box, select any one of the following options "Yes" indicates that you can avail only a full day as leave. Half day leave cannot be availed. "No" indicates that you can avail full day as well as half day leave.
Allow Leave on Non-Working Days	From the drop-down list box, select any one of the following options "Yes" indicates that you can allow the start date and the end date of the leave as any non working day. Note that you must make the leave request for one unit. "No" indicates that you cannot allow the start date and end date of the leave as any non-working day.

If you had selected “Rule” from the “Posting” drop-down list box, enter the following field.

Rule

Carry out one of the following, if you had chosen ”Rule” from the “Posting” drop-down list box:

Enter the name of the stored procedure that will determine the leave posting of employees. Help Available.
Select the “Define Posting Rule” hyperlink, to create the stored procedure that will determine the number of leave units for which the employees in the organization can apply at a stretch.

To define leave carry-over conditions

Enter the following

Allow Negative Balance	Check the “Allow Negative Balance” box, to indicate that the employee can carry forward the negative leave balance to the next year. Tell me more.
Maximum Balance Units	Enter the maximum number of negative leave units that an employee can maintain, at any given point of time.
Carry Over	Check the “Carry Over” box, to indicate that the employee can carry forward the available leave balance to the next year.
Carry Over	From the “Carry Over” drop-down list box, select one of the following to indicate the required type of leave carry-over. “Units”: When you choose this option, you are to enter the number of leave units that the employees can carry over to the next calendar or periodicity. “Grade – Level”: When you choose this option, you can select the “Carry over Units for Grade – Level ” hyperlink. “Rule”: When you choose this option, you can select the “Define Carryover Rule” hyperlink to create the stored procedure.

If you had selected “Carry Over” from the “Posting” drop-down list box, enter the following field

Maximum Carry Over Units

Enter the maximum number of leave units that can be carried over to the subsequent year.

This field is applicable only if you had chosen the option ”Units”, from the “Carry Over” drop-down list box.

If you had selected “Grade -Level” from the “Carry Over” drop-down list box, select the “Carry over Units for Grade – Level ” hyperlink. You can enter the carry over units for each grade - level combination.
Through the “Set Leave Carryover Units for Grade – Level” page that appears, you can specify the maximum number of leave units that the employees under each grade - level combination can carry over.
If you had selected “Rule” from the “Carry Over” drop-down list box, enter the following field

Rule

Carry out one of the following, if you had chosen ”Rule” from the “Posting” drop-down list box:

Enter the name of the stored procedure that will determine the leave carry-over of employees. Help Available.
Select the “Define Carryover Rule” hyperlink, to create the stored procedure that will determine the number of leave units that the employees in the organization can carry over to the next year.

To define leave encashment conditions

Enter the following

Encashable

Check the “Encashable” box, to indicate that the employees can encash their leave balance at any point of time.

Encashment

From the drop-down list box, select one of the following to indicate the required type of leave encashment.

“Units”: When you choose this option, you are to enter the number of leave units that the employees can encash at any point of time.
“Grade – Level”: When you choose this option, you can select the “Encashment Units for Grade - Level” hyperlink
“Rule”: When you choose this option, you can select the “Define Encashment Rule” hyperlink to create the stored procedure.

If you had selected “Units” from the “Encashment” drop-down list box, enter the following field

Maximum Encashment Units

Enter the maximum number of units that can be encashed at the end of the current year.

Specify the value for this field, only when the option ”Units” is chosen from the “Encashment” drop-down list box.

If you had selected “Grade – Level” from the “Encashment” drop-down list box, select the “Encashment Units for Grade - Level” hyperlink . You can enter the encashment units for each grade - level combination.
Through the “Set Leave Encashment Units for Grade – Level” page that appears, you can specify the maximum number of leave units that the employees under each grade-level combination can carry over.
If you had selected “Rule” from the “Encashment” drop-down list box, enter the following field

Rule

Carry out one of the following, if you had chosen ”Rule” from the “Encashment” drop-down list box:

Enter the name of the stored procedure that will determine the leave encashment of employees. Help Available.
Select the “Define Encashment Rule” hyperlink, to create the stored procedure that will determine the number of leave units that the employees in the organization can encash at any given point of time.

To specify quick leave

Check the “Quick Leave” box, to indicate that the employees can avail quick leave. This means that the system will allow you to by-pass the normal process of leave application authorization.
If you have checked the “Quick Leave” box, select the “Set Grade – Level Quick Leave” hyperlink. Use the hyperlink to create a stored procedure rule that will determine the applicability of quick leave for the employees under specific grade – level combinations.

To define basic leave information

Leave Reasons Mandatory	Check the “Leave Reasons Mandatory” box, to indicate that it is mandatory for the employees to specify the leave reason in their leave applications.
Supporting Documents Needed	Check the “Supporting Documents Needed” box, to indicate that the employees must produce supporting documents along with the leave application. Certain leave types may require medical certification for example, Sick leave or Maternity leave
Affect Service Period	Check the “Affect Service Period” box, to indicate that availing this type leave will affect the service period. Certain leave types that the employee will avail may affect his or her service growth in the organization. Tell me more.
Comments	Enter any comment pertaining to the “Create Leave Type” activity,
Effective From	The date from which the leave is applicable.

Select the “Save” pushbutton to save the information created for the leave type.

To proceed

Select the “ Record Leave Group” link at the bottom of the “Create Leave Type “ page.
Select the “View Leave Type” link from the bottom of “Create Leave Type” page.

6 Hyperlinked topics below

Page Objective

Use this page to create a new leave type and its attributes.

What you can do in this page

To define a new leave type

To deactivate the leave type

To specify that the leave type is calendar-based

To specify that the leave type is non-calendar based

Whether holiday is included

To define leave entitlement conditions

To define leave posting conditions

To define leave carry-over conditions

To define leave encashment conditions

To specify quick leave

To define basic leave information

To proceed