Leave Types
Leave types define the categories of time off available to employees. This guide covers creating leave types, configuring accrual and carryover policies, and managing leave categories.
Leave Type Overview
Navigate to Leave Management > Leave Types from the sidebar to manage your organization's leave categories.
Why Leave Types Matter
- Tracking: Categorize and track different absences
- Balances: Manage allocation and accrual
- Policies: Enforce rules per leave category
- Reporting: Analyze leave patterns by type
Creating Leave Types
Add a New Leave Type
- Navigate to Leave Management > Leave Types and click Add New
- Configure the leave type settings
- Click Save
Basic Configuration
| Field | Description | Required |
|---|---|---|
| Leave Type Name | Name displayed to employees | Yes |
| Code | Short identifier (e.g., AL, SL) - must be unique | Yes |
| Notes | Explanation of the leave type | No |
| Proof Required | Whether supporting documents are required | No |
| Paid Leave | Whether this leave type is paid | No (defaults to Yes) |
| Compensatory Off Type | Whether this is a comp-off leave type | No |
| Status | Active or Inactive | Auto |
Accrual Settings
Enable accrual-based leave allocation where employees earn leave over time:
| Setting | Description |
|---|---|
| Enable Accrual | Turn on accrual-based allocation |
| Accrual Frequency | How often leave is accrued: Monthly, Quarterly, or Yearly |
| Accrual Rate | Number of days earned per accrual period |
| Max Accrual Limit | Maximum days that can be accrued |
Example: With monthly accrual at 1.67 days/month, an employee earns approximately 20 days per year.
Carry Forward Settings
Configure how unused leave is handled at year end:
| Setting | Description |
|---|---|
| Allow Carry Forward | Enable unused days to roll over |
| Max Carry Forward | Maximum number of days that can carry over |
| Carry Forward Expiry (Months) | How many months the carried-over days remain valid |
Encashment Settings
Configure leave encashment (payout of unused leave):
| Setting | Description |
|---|---|
| Allow Encashment | Enable encashment option |
| Max Encashment Days | Maximum number of days that can be encashed |
Example Configuration: Annual Leave
Leave Type: Annual Leave
Code: AL
Paid: Yes
Accrual: Enabled
Accrual Frequency: Monthly
Accrual Rate: 1.67 days/month
Max Accrual Limit: 20 days
Carry Forward: Enabled (max 5 days, expires in 3 months)
Encashment: Disabled
Proof Required: No
Common Leave Types
Most organizations include these standard leave types:
| Leave Type | Typical Configuration |
|---|---|
| Annual Leave | Paid, accrual-based, carry forward allowed |
| Sick Leave | Paid, proof may be required |
| Casual Leave | Paid, no carry forward |
| Maternity Leave | Paid, proof required |
| Paternity Leave | Paid |
| Bereavement Leave | Paid |
| Unpaid Leave | Not paid |
| Compensatory Off | Paid, comp-off type enabled |
Special Leave Types
Compensatory Off (Comp Off)
For employees working extra hours or holidays:
- Mark the leave type as Compensatory Off Type
- Employees earn comp-off days by working overtime/holidays
- These days can then be taken as leave
Unpaid Leave / Loss of Pay
For leave without pay:
- Set Paid Leave to No
- Salary deduction applies when this leave type is used
Managing Leave Types
View Details
Click View from the actions menu to see complete leave type configuration including audit information (who created/updated it and when).
Edit
Click Edit to modify any leave type configuration. Changes apply going forward.
Toggle Status
Click Activate/Deactivate to toggle between Active and Inactive. Inactive leave types:
- Cannot be used for new leave requests
- Existing requests are preserved
Delete
Leave types can only be deleted if they are not being used in any leave requests. If a leave type has existing requests, deactivate it instead.
Leave Approval Workflow
Default Workflow
- Employee submits leave request
- Request goes to reporting manager
- Manager approves or rejects
- Employee is notified
- Balance is updated
Leave requests are managed under Leave Management > All Leave Requests in the sidebar. The Team Calendar view shows leave requests across the team.
Leave Reports
Access leave reports via Leave Management > Reports in the sidebar:
| Report | Description |
|---|---|
| Dashboard | Overview of leave statistics |
| Leave Balance | Current balances by employee and type |
| Leave History | Historical leave usage |
| Department Statistics | Leave patterns by department |
| Compliance | Policy compliance tracking |
Best Practices
Policy Design
- Align with local labor laws
- Be competitive with industry standards
- Consider employee well-being
- Document policies clearly
Configuration Tips
- Start with common leave types
- Configure carryover rules carefully
- Test accrual calculations
- Review and update annually
Communication
- Publish leave policy documentation
- Notify employees of balance changes
- Remind about carryover deadlines
- Provide self-service access to balances via Self Service > My Leave Balance
Next: Learn about Expense Types to configure expense management categories.