Process Leave Entitlement - Calendar - Based - A summary of the activity

Through this activity, you can request the system to process the leave units to which a batch of employees is entitled, provided these leave types are calendar based. In other words, you can process the leave units of those leave types that are mapped to leave calendars. The leave entitlement of an employee is processed only for the employee’s primary assignment.

Although the HR administrator has already defined the specific number of leave units of each leave type to which an employee is entitled, in the “Create Leave Type” activity, these leave units are not actually allocated to the employee until the batch processing in this activity takes place.

Parameters: You can request the system to process the leave entitlements of a batch of employees, by specifying the following parameters at the outset:

• The organization unit to which the employees belong

• A leave calendar code; when you specify the leave calendar, the system will retrieve all the leave types mapped to this leave calendar.

After the leave types are retrieved, you can select some or all of the leave types, to request the batch processing for the employees mapped to these leave types.

Session ID: After you selected the leave types, the system checks whether all the prerequisite conditions required for processing are satisfied. If they are satisfied, these parameters are automatically saved, and the system generates a Session ID. The generation of the session ID uniquely identifies the set of employee records for the following combination of parameters you specified:

• Organization unit

• Leave Calendar

• Leave Types

The session ID uniquely identifies the leave type processing that a system carries out on a set of records This unique ID is necessary when more than one instance of leave type processing is being carried out simultaneously. The system will now carry out processing.

Processing: During processing, the system executes the following:

• Identifies all the employees who are eligible for each leave type. Note that on a given processing date, leave entitlements of employees processed earlier using the batch process, are excluded from processing. 

• Computes the number of leave units to be entitled to each employee This will depend on the conditions specified under the leave type

•  Updates the leave balance of each employee for each leave type    

Status: The status of the processing will be set to “Initiated”. See example.

Getting familiar with the pages inside

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Prerequisites

Leave calendar must have been defined

Employees, whose status “Current” in the Employment Information component, must be available in the organization

Leave type must have been defined

What you can do in this activity

Processing leave entitlement  for calendar-based leave types

Batch processing

Batch processing is required when

•  The number of  employee records are voluminous

• The computation to arrive at the number of leave units to be entitled/posted/carried over for each employee is complex