Editing a leave type

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

The “Edit Leave Type " page appears. The system displays the following fields from the previous page.

Date Format	The date format applicable to the login user. Tell me more.
Language	The language you selected in the previous page is displayed. From the “Language” drop-down list box, you can select any other language, to retrieve the record in the selected language
Save In Language	Select the language in which you wish to save the modifications, from the drop-down list box.
Leave Definition Unit	The code of the leave definition unit selected in the previous page. Tell me more
Leave Type	The code that identifies the leave type

To edit the existing details of the leave type

Edit the following

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”.

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 the leave type as calendar based

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, usng the “Define Prorata Rule” link. See Creating a stored procedure for pro rata rule.

To enter 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 the leave type as 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.

To edit or edit the stored procedure rule that will determine the accrual of the leave period, 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 the public holidays, off days and rest days immediately before 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 the leave balance. "Off Day" indicates that the system will include all off days immediately before the start date of the leave for leave calculation thereby reducing the leave balance. "Public Holiday and Off Day" indicates that the system will include all public holidays and off days immediately before the start date of the leave for leave calculation thereby reducing the leave balance. "Rest Day" indicates that the system will include all rest days immediately before the start date of the leave for leave calculation thereby reducing the leave balance. "Rest Day and Off Day" indicates that the system will include all rest days and off days immediately before the start date of the leave for leave calculation thereby reducing the leave balance. "All" indicates that the system will include all public holidays,rest days,and off days immediately before the start date of the leave for leave calculation thereby reducing the 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 the public holidays, off days and rest days immediately after the end date of the leave for leave calculation thereby reducing the leave balance. "Public Holiday" indicates that the system will include all public holidays immediately after the end date of the leave for leave calculation thereby reducing the leave balance. "Off Day" indicates that the system will include all off days immediately after the end date of the leave for leave calculation thereby reducing the leave balance. "Public Holiday and Off Day" indicates that the system will include all public holidays and off days immediately after the end date of the leave for leave calculation thereby reducing the leave balance. "Rest Day" indicates that the system will include all rest days immediately after the end date of the leave for leave calculation thereby reducing the leave balance. "Rest Day and Off Day" indicates that the system will include all rest days and off days immediately after the end date of the leave for leave calculation thereby reducing the leave balance. "All" indicates that the system will include all public holidays,rest days,and off days immediately after the end date of the leave for leave calculation thereby reducing the leave balance.
Statutory	Select the “Statutory” checkbox, if the leave type is mandatory.

To edit leave entitlement conditions

Edit 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 Entitlement Rule” hyperlink to create 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.
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 edit leave posting conditions

Edit 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.

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. This field is applicable, only if you had chosen the option ”Units” from the “Posting” drop- down list box.
Grace Period for Leave Application and 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 leave on non working days. "No" indicates that you cannot allow leave on non-working days.

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 edit leave carry-over conditions

Edit 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 “Carryover Units for Grade - Level” hyperlink.
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 edit leave encashment conditions

Edit 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.
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 edit a stored procedure rule that will determine the applicability of quick leave for the employees under specific grade-level combinations.

To edit 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 “Edit Leave Type” activity,

To indicate whether a history of the modifications must be maintained

Enter the following

Modification Option

Select “Correct” or “Update” from the drop-down list box. If you select

“Correct”, the history of modifications is not stored by the system. The record is merely corrected, and the system treats the modification date of the record to be the same as “Effective Date“ you specified when you created the record
"Update”, the system stores the history of modifications, by inserting a new record to track each change to the record. The previous record is internally closed. When you select “Update”, you must also enter the date from which the changes must become effective.

New Effective From

If the edit option you chose is “Update”, specify the date from which the current modification will be in effect. The system maintains the “Effective To Date” of the previous record to be one day less than the “New Effective From” date.

Select the “Previous” pushbutton beside the “Access History” field, to view the previous changes, if any, made to the selected leave type.

If no previous record exists, the system will display the current record.

Note: When you click “Previous”, the system will display the previous record in the database, provided you had chosen “Update” in the “Edit Option” drop-down list box.

Select the “Next” pushbutton in the “Access Data History” field, to view the next changes, if any, made to the selected leave type.

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

To proceed

Select the "Record Leave Reason" link , in the "Edit Leave Type" page.
Select the "Record Leave Group" link at the bottom of the "Edit Leave Type " page.
Select the “View Leave Type” link from the bottom of “Edit Leave Type” page.

6 Hyperlinked topics below

Page Objective

Use this page to edit the attributes of an existing leave type.

What you can do in this page

To edit the existing details of the leave type

To deactivate the leave type

To specify the leave type as calendar based

To specify the leave type as non-calendar based

Whether holiday is included

To edit leave entitlement conditions

To edit leave posting conditions

To edit leave carry-over conditions

To edit leave encashment conditions

To specify quick leave

To edit basic leave information

To proceed

Record Leave Reason – An overview

You can define leave reasons, for a combination of employee type and leave type. For each leave reason, you are to specify the maximum number of leave units allowed.

For example, you can specify the leave type to be “special casual leave”, and the employee type to be “regular”, and define leave reasons.