View Leave Application Status – A summary of the activity
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After you save the leave application, 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:
Draft
Pending for Authorization - Create
Pending for Authorization - Cancel
Pending for Authorization - Altered
Authorized.
Rejected
Canceled
Besides the status, the "View Leave Application Status" page also shows you other key details of a leave application such as the requested and authorized leave units. See Leave authorization cycle.
Leave summary: You can obtain a comprehensive leave summary of the employee, through the “View Leave Summary” page. For each leave type to which the employee is entitled, this page traces the complete history of entitlement, carry over, encashment 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.
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View Leave Application Status |
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Related topics
Factors affecting the employee’s leave balance
6 Hyperlinked topics below
Different types of leave and the parameters are defined.
The total number of leave entitled for each employee of the organization is defined.
What you can do in this activity
The employee can request for leave for self.
View the status of his or her leave application .
View his or her leave summary.
Calendar and non-calendar based leave types
The period for which an employee’s leave units and leave rules are applicable will depend on whether this leave type is
Calendar based
Non-calendar based
Calendar based: When the leave type is calendar-based, it will be effective for a specific date range. For example, if the leave type “privilege leave“ is calendar based, and the effective period of the calendar is Apr1 2004 to Mar 31 2005, “privilege leave” will be effective for the date range Apr ’02 to Mar ’03. This date range will apply to all employees mapped to privilege leave, unless you specify otherwise.
When an employee’s entitlement is processed, the resultant number of leave units is applicable to the employee for the period April 1 2004 to March 31 2005. When an employee joins midway, the entitled leave units as well as all other leave rules are applicable from the employee’s date of joining until the calendar end date, on a prorated basis.
Non-calendar based: When the leave type is non-calendar based, the employee’s entitled leave units as well as all other leave rules are applicable for a period derived by the system. When the employee joins the organization, the first period is derived as follows:
The date of joining of the employee + the periodicity of the non-calendar based leave type.
The periodicity indicates the duration of the non-calendar based leave type. The periodicity may be in days, months, years, or any other interval. For example, the periodicity of the leave type CL could be 6 months. The derived period for each employee will be different for the same leave type, because the starting point of the derived period will be his or her date of joining the organization.
For example, if the employee joined on February 12 2004, and the leave type is Casual Leave whose periodicity is 6 months, the derived period for the employee will be February 12 2004 - August 11 2004.
Immediately after this derived period ends, the next derived period will start with no gap in-between. Using the example above, the second derived period of the employee will be August 12 2004 - February 11 2005.
A leave type is a classification of leave, applicable for an organization unit. For the leave type, specific attributes are defined; these leave attributes will influence the way the system will process the leave units for the employees who will avail this leave type.
For example, if the leave type is Casual leave and the attribute is “Holiday Inclusive”, the system will include the holidays within the leave period as leave units.
Each leave type may be maintained either in ‘days’ or in ‘hours’. “Days” and “hours” are called leave units. For example, you could specify that the leave type “casual leave” must be maintained in “hours”, while the leave type “privilege leave” must be maintained in “days”.
The employees’ leave will be calculated in the leave unit you specify, for each leave type.
Factors that will influence the employee’s leave balance
When applying for leave, consider the following factors to understand the employee’s current leave balance as well as the possibility of it being changed before his leave application has been authorized:
Entitlement of leave: The employee’s leave balance is directly affected by the number of leave units to which he or she is entitled, during the leave calendar or the period. Entitlement of leave refers to the total number of leave units of a given leave type, allocated to employees, for either a leave calendar or a period. The employee’s entitlement is defined already in the Leave Definition component.
The entitlement must have been processed and authorized as well, for the leave units to be successfully credited to the employee’s leave balance. Tell me more.
Adjustment of leave: The existing leave balance can be changed at any time, through adjustment. The total number of adjusted leave units could be for (i) entitlement (ii) carry over
Availment of leave types that “affect service period”: If the employee has availed of a leave type that “affects service period”, his leave balance can be affected. For instance, the leave type “loss of pay” will affect the leave type “vacation”. Tell me more.
Availment of “holiday inclusive” leave types: If the employee avails of a leave type that is “Public holiday inclusive”, it means that the intervening public holidays are treated as leave units as well. The employee’s leave balance can therefore be affected.
For example, the holiday “EL” may be defined in the Leave Definition component as “public holiday inclusive“, and an employee applies leave from August 7 2003 until August 12 2003. The Saturday and Sunday that occur within this period will also be treated as leave days, when the system processes the leave units availed by the employee. Therefore, the system updates the employee’s leave balance with 4 days of leave, although the employee applied for only 2 days. Tell me more.
Leave applications pending authorization: The employee or HR user may have already applied for leave units, which are still pending for authorization. This must be considered while the employee requests for leave, because they will reduce the employee’s leave balance after authorization.
These past leave applications, which are pending authorization, could have been already requested through the “Apply for Leave”, “Edit Leave Application”, or “Apply for Leave – Multiple Entry” activities. They could also have been requested through similar activities in the Leave Self Service component such as “Request for Leave” and “Edit Leave Request”.
Availment of leave units that are not entitled: If the leave type is marked as “without entitlement” in the Leave Definition component, the number of leave units that the employee avails is not checked by the system. In other words, the leave balance does not impose any limit on the number of leave units being availed.
Integration with Time Management: If Time Management is integrated with Leave Management, the holiday master can affect the employee’s leave balance. When the holiday master is attached to the employee’s schedule in Time Management, the system will incorporate all the holidays from the holiday master into the schedules of the employee. The holiday master, therefore, plays an important role in shaping the schedules of individual employees.
More about leave entitlement for an employee
A pro rata rule may determine the number of leave units to which an employee is entitled, if he or she had joined in the middle of the calendar year. For example, an employee who joined in the middle of the period may be entitled to a relatively less number of units than other employees. Alternative to the pro rata rule, the number of leave units can be entitled to an individual employee through the “Employee Leave Entitlement” activity.
After the employee applies for leave
The system will check the following:
The number of posting units for which the employee is eligible. Posting refers to the number of leave units for which an employee can apply, at a stretch, for a given leave type. This is defined already in the Leave Definition component. For example, if the posting units for the leave type Bereavement Leave are 5 days, the employee cannot request for leave units that exceed this number.
Whether the employee has applied for any other leave for the same duration or which overlaps this duration
Whether the leave type was marked as “quick leave” in the Leave Definition component, If it is quick leave and the employee is in a grade that qualifies him or her as eligible, it is automatically authorized and the employee’s leave balance is updated.
The role of a leave type that “affects service period”
When a leave type is defined in the “Create Leave Type” activity as “affects service period”, this leave type can affect the accrual period of other leave types. In other words, it can result in extending the periodicity of the employee, for a non-calendar based leave type.
For example, you can define the following:
A leave type called “loss of pay”, and mark it as “affects service period”
A leave type called “vacation”, which will be “non-calendar based“, and the leave units can be accrued only at the end of the periodicity. You are to also enter the “Accrual Period Computation Parameters” page, and specify that the accrual of the employees’ leave units will be affected by the leave type “loss of pay”.
For employee John, the periodicity of the leave type “vacation” is from 01 January 2003 until 31 March 2003. Within this period, he avails the leave type “loss of pay” for 5 days. Accordingly, the periodicity of the leave type “vacation“ is extended from 31 March 2003 to 05 April 2003. Employee John’s vacation leave units will be credited only on 05 April 2003.
Supporting documents are documents that provide proof that the employee availed leave for the stated purpose. For example, supporting documents such as Medical Certificate are provided for medical leave.
In the “Create Leave Type” activity, you are to specify whether supporting documents must be provided for the leave type. If they must be provided, the system requires you to provide these documents while applying for leave through the “Apply for Leave” activity.
The authorization cycle described below is applicable for all leave types, except those leave types that are marked in the Leave Definition component as (i) Quick leave or (ii) Automatically authorized.
After you apply for leave through the “Apply for Leave” activity, the system generates a unique application number to identify the leave application. This leave application is assigned the status “Pending Authorization”. The system also maintains the requested number of leave units.
You can retrieve this leave application through the “Edit Leave Application” activity, and edit its details before it is authorized. You can delete the leave application, as well.
The authorizer will later retrieve this leave application and authorize it. After the leave application is authorized, the status of this leave application is updated to “Authorized”. If the authorization has been configured in Workflow Management to be in multiple stages, the status of the leave application will be “Authorization-in-progress” between the completion of the first and last levels of authorization. Tell me more. The leave balance of the employee is updated, after authorization.
After the leave application is authorized, you can retrieve it and request that it is canceled. The status of this leave application changes to “Pending Authorize-Cancel”.
The authorizer can retrieve the leave application and authorize the request for cancellation. The status of this leave application is updated to “Cancelled”. The leave balance of the employee is also updated, to reflect the cancellation.