View Leave Summary – A summary of the activity

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.

Getting familiar with the pages inside

Related topics

Factors affecting the employee’s leave balance

6      Hyperlinked topics below

Prerequisites

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.

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.

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.