Help:LeaveModule
From OrangeHRM
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Leave Management
A comprehensive leave management module with extensive possibilities of defining leave types, company holidays, applying for and assigning of leave for the employees of the company. It caters for all application and approval processes and is able to display information on leave entitlement, balance, history etc. The functionality of the Leave module differs depending on the rights of the user of the system. The Leave module will be described from the perspective of Administrator, ESS User – Supervisor (the user who has subordinates, see section 5.10 for more information) and the ESS User (the user who does not have subordinates assigned)
The HR Admin can:
- View Leave Summary for each employee and entitle leave days of each available type
- Define Days Off – Weekends and Specific Holidays
- Define Leave Types
- Assign Leave for any employee
- See scheduled Leave for any employee
- See list of Taken Leave for any employee
The ESS User – Supervisor can:
- View the Personal or Employee (subordinate) Leave Summary
- View the Leave List – the detailed leave information
- Apply for Leave
- Assign Leave for his/her subordinates
- Approve/Reject leave
The ESS User can:
- View the Personal Leave Summary
- View the detailed leave information
- Apply for Leave
Leave Summary
Administrator views Leave Summary
The leave summary of the employees can be viewed for one particular year, therefore the year must be selected from the drop down list. There are two criteria which can be used to filter the leave summary that can be generated:
- Employee Name
- Leave Type
If the user wants to view the Leave summary for one employee, the Employee Name shall be selected. The Employee Name drop down list has two options “All Employee” and “Select”. Once Select is chosen, user can browse through the employees (Figure 7.2), who have already been entered into the system and select the particular employee. It is possible to search for Employee within the Employee list by Employee ID or Employee Name.
To filter the Leave Summary by particular leave type, user must select it from the Leave Type drop down list. The list is populated with the values which have been entered into the system through Define Leave Type functionality (refer section 7.1.3 for more information).
View Leave Summary
To view all or filtered Leave Summary information, the user must click View button. The leave information is being shown in hours. The leave balance is calculated taking into account the work shifts, assigned for the particular employees (See section 8.9 for more information). If the employees have not been assigned the work shift, the default value of 8 hours per working day is taken.
Edit Entitled Leave information through Leave Summary =
The Administrator can edit the Entitled Leave information by pressing the Edit button. The screen shown in the Figure 7.3 will be displayed. The appropriate leave information should be edited and saved into the system by pressing Save button The list of taken leave by the employee can be viewed by clicking on the “Taken leave” link on the top of the list.
Supervisor views Leave Summary
The ESS User who has been assigned subordinate employees can view their leave summary. The supervisor can view:
- Personal Leave Summary
- Employee Leave Summary
Personal Leave Summary
Personal Leave Summary Sub-menu of the left side menu item Leave Summary will allow Supervisor to view his/her leave summary information. For more detail please, refer to section 7.1.3
Employee Leave Summary
The Supervisor can view the leave summary information for his/her subordinates. In order to do this, click the Employee Leave Summary sub-menu of the left side menu item Leave Summary. The screen displayed in the Figure 7.4 will be shown To view the leave summary, you must select the year from the drop down list. If you wish to display the summary only of one subordinate, select him/her in the Employee Name drop down list and press the View button. The screen displayed in the Figure 7.5 is shown.
The leave summary is being displayed in days, with the precision of 2 decimal place (i.e. 1.5 days for the employee whose working shift is 8 hours will mean 12 hours of leave). The system captures the leave values accurately even when the number of hours worked per day for an employee changes during the year; the system uses the latest values for the calculations. The hourly leave balance is being calculated in regards with the work shift of the employee (the assigned number of working hours per day). NOTE: To be able to view the summary information on the subordinates, the appropriate employees’ information and “Report-to” relationship must be entered into the system.
ESS User views Leave Summary
By clicking on Leaves Summary (for ESS Users) and Personal Leave Summary (for Supervisors) the ESS user can view a list of the leave types and get a summary of the leave taken the leave available as shown in the screen in Figure 7.6 below
Define Days Off
By selecting Define Days Off from the left side menu of the system, administrator of OrangeHRM can define the days off that will be applicable to the entire company and will be taken into consideration while calculating leave duration. Days off have been classified into:
- Weekends
- Specific Holidays
Weekend
The screen used for defining weekends for the company is displayed in the Figure 7.7. For each day of the week the administrator shall specify whether it is Full or Half working day or Weekend. After specifying the information, it should be saved by clicking Save button.
Specific Holidays
The specific holidays that will not be considered as company’s working days can be defined through this module. With the Specific Holidays feature you can add, delete and edit Specific holidays to match the requirements and policies of your company. Start by clicking on Specific Holidays under the Define Days Off item from the left side menu.
Add Specific Holidays
To add a Specific holiday click Add from and the screen shown in figure below 7.9 will appear. It is compulsory to specify the Name of the Holiday and to select the date when the holiday occurs. By default all holidays are marked as non-recurring. To mark holiday as recurring, meaning that the holiday will occur on the same day next year, click the Recurring check box. For example, Christmas is recurring holiday, as every year it happens on the 25th of December. Easter is not recurring holiday. It is also possible to specify, whether the holiday is full or half day. After finishing click Save. If the save is successful, the list of the Specific Holidays will be displayed with a ‘Successfully Added’ Notification.
Edit Specific Holidays
Click on the link with the name of Specific holiday that needs to be edited. Click Edit, make the necessary changes and click Save
Delete Specific Holidays
This would allow the user to delete Specific Holiday. Click on the checkbox against the Name of the holiday to be deleted and click Delete button. Multiple holidays can be deleted simultaneously.
Define Leave Types
Through this section the administrator of the system will be able to define leave types, which are compatible with the HR policies of the company. Start by clicking on Define Leave Types item from the left side menu. The list of the specific holidays is being displayed as shown in Figure 7.10.
Add New Leave Type
To add a Leave Type click Add from and the screen shown in figure below 7.11 will appear. Enter the leave type name and click Save. If the save is successful, the list of the Leave Types will be displayed with a ‘Successfully Added’ Notification.
NOTE: The entitlement of leave of each type for the employees is performed through the Leave Summary section. The functionality is explained in the 7.1.1.1.1 section
Edit Leave Type
Click on the Edit button above the list of the Leave Types. It enables you to edit all the leave type names. Make the necessary changes and click Save.
Delete Leave Type
This would allow the user to delete Leave Type. Click on the checkbox against the Leave Type to be deleted and click Delete button. Multiple leave types can be deleted simultaneously.
Leave List, Taken / Scheduled leave
Leave List provides the detailed information about the leave information together with it’s statuses, that can be modified or edited. The system provides 3 types of leave lists:
- Leave List – accessible for the employees and their supervisors
- Scheduled Leaves – list of the planned / scheduled leaves, accessible by HR Admin
- Taken Leave – list of take leaves by the employees, accessible for the HR Admin of the system.
Leave List
View Leave List
To view leave list information, employee must be logged in as ESS user. Click the Leave List menu item from the left side menu and the following information will be displayed, as shown in Figure 7.12
- Date or the range of dates the leave was applied for
- No of days – the figure calculated excluding weekends and defined specific holidays
- Status - Pending approval / approved / rejected / taken
- Leave period – single or range
- Comments
The information is being displayed for all the leaves the employee has applied for or has been assigned. To view the detailed information on the leave, the user must click on the link with the leave dates. The following screen displayed in Figure 7.13 will be shown. To go back to the Leave List, click Back button.
Edit Leave Statuses
This functionality can be used by ESS Users to change the leave statuses from Pending Approval or Approved to Cancelled. In other words, this section allows employees to cancel the leaves they have applied for or the leaves they have been assigned to them in case the employee is not planning to take leave any more.
NOTE: The Status of the Taken leaves can not be edited by the employee himself/ herself. It can be done only by the HR Administrator.
If the range of dates leave status is being edited, user can apply changes for the entire leave or make changes partially. The screen of the detailed leave list with the option to change statuses is show in the figure 7.14 After changing the leave statuses click Save button.
NOTE: If the email notifications functionality has been configured (see section 4.3 for more information), the email notification will be sent to the Supervisor of the Employee and to the HR Admin users, who have subscribed for the Leave management mail notifications, once the employee modifies and saves the status of leave.
Taken Leave List
The HR Administrator of the system has the possibility to view all leave taken by the employees of the company through a separate screen. To access this section, select Taken Leave menu item from the left side Leave module menu. The screen similar to the one shown the figure 7.15 will be displayed. The HR Administrator can edit the statuses of the leave to cancelled – if the leave due time has already passed, but the leave was not taken by the employee. The viewing of the leave detail information and editing of the entire or part of the leave is performed as describe in section 7.4.1.
NOTE: The Taken leave status can be modified only by the HR Administrator.
Scheduled Leave List
This section provides the view of the scheduled leave to the administrator, so that the relevant leave information can be accessed and managed easily. To access this section, select Scheduled Leave menu item from the left side Leave module menu. The screen similar to the one shown the figure 7.16 will be displayed. The HR Administrator can edit the statuses of the leave and approve / reject or cancel leaves. The viewing of the leave detail information and editing of the entire or part of the leave is performed as describe in section 7.4.1.
Assign Leave
The HR administrator can assign leave to any employee of the company, whose information was entered into the system. NOTE: Enter the Employee information (including Report-to), leave type information and information on specific holidays and weekeds must be entered into the system for the correct leave calculation.
To assign leave, click on the Assign Leave item on the left side menu. The screen displayed in the Figure 7.17 will be displayed. While assigning leave the HR Administrator or Supervisor must select:
- Employee Name
- Administrator of OrangeHRM, the list of all the employees, who were entered into the system prior, will be displayed. - ESS User - supervisor can assign leaves only for his/her subordinates. In this case the drop down list populated with the names of all subordinates will be displayed.
- Leave type drop down list will be populated with the leave types, entered by the Administrator (See section 7.3 for more information)
- The leave range should be specified by selecting From and To date
If the supervisor / HR Admin wants to assign leave in hours on a specific day, the From date and To date will be set to same. The Figure 7.18 shows the interface of the assigning hourly based leave. There are few ways of assigning leave of a particular duration The From time and To time shall, the Total time will be calculated automatically and displayed in hours with the precision of 2 number after the decimal point The From time and the Total time are selected, the To time value will be calculated automatically
If the number of days leave is being assigned, the system will not display the option for selecting From time, To time and Total time values. Once the necessary information is being entered, click Assign button. The leave balance will be calculated accordingly. The calculations are performed in hours, taking into account the number of hours specified as the work shift for employee (see Section 8.9 for more information).
NOTE: If the email notifications functionality has been configured (see section 4.3 for more information), the email notification will be sent to the Employee (has has been assigned leave) and to the HR Admin users, who have subscribed for the Leave management mail notifications, once the leave is assigned.
The Assigned leave will change the status to Taken on the day of the Leave and the information for the taken and available leave for particular employee will be modified accordingly.
Apply for Leave
If the user is logged in to the system through the ESS, he can apply for leave through by clicking on the Apply for Leave menu item on the left side menu. The screen displayed in the Figure 7.19 will be shown. To apply for leave, the user shall specify the following • The Leave Type from the drop down list which will be populated with the Leave Types, specified by the HR Administrator. (See section 7.3 for more information) • The From and To dates shall be chosen. If the wants to apply for leave in hours on a specific day, the From date and To date will be set to same value. The Figure 7.20 shows the interface of the assigning hourly based leave.
If the number of days leave is being assigned, the system will not display the option for selecting From time, To time and Total time values. • The comments can be specified. After user finishes specification of leave details, he can apply for leave by clicking Apply button. The leave will be pending approval from the Supervisor of the user.
NOTE: If the email notifications functionality has been configured (see section 4.3 for more information), the email notification will be sent to the Supervisor of the Employee, who has applied for leave and to the HR Admin users, who have subscribed for the Leave management mail notifications.
The leave balance will be calculated accordingly. The calculations are performed in hours, taking into account the number of hours specified as the work shift for employee (see Section 8.9 for more information).
Approve Leave
The ESS User – Supervisor (the user has the subordinates assigned in the “Report-to” PIM section (see section 5.10 for more information)) can approve or reject leaves, that were applied for by his/her subordinates. To do so, the Supervisor must be logged in to the system through the ESS and click on Approve Leave left side menu item. The screen, displayed in the Figure 7.21 will be shown. To approve or reject the leave of the subordinate, Supervisor must select the appropriate Status from the drop down list. This action will approve or reject the whole leave. The comment can be specified by Supervisor. System has the possibility for partial approval or rejection of the leave. To do so, Supervisor shall click on the link with the leave dates. The screen displayed in the Figure 7.22 will be shown. Now the Supervisor can select Approved or Rejected Status for each day of the leave. The changes will be saved into the system after clicking Save button.
NOTE: If the email notifications functionality has been configured (see section 4.3 for more information), the email notification will be sent to the Employee, who has applied for leave, and to the HR Admin users, who have subscribed for the Leave management mail notifications.
The Approved leave will change the status to Taken on the day of the Leave and the information for the taken and available leave for particular employee will be modified accordingly.
