Leave Entitlement Rules

Purpose

The Leave Entitlement Rules screen allows administrators to define the maximum number of leave days employees are entitled to within a specific leave cycle.

These rules establish the annual leave allowance for each leave type and serve as the foundation for leave balance management, leave requests, entitlement tracking, and leave reporting.

The configured leave entitlements are used by the system to determine how many leave days employees can utilize during a leave cycle and to calculate remaining leave balances.

Supported leave types include:

• Annual Leave

• Maternity Leave

• Sick Leave

• Private Work Without Pay

• Any custom leave types created through the Type of Leave settings

This configuration directly impacts leave applications and leave balance calculations throughout the organization.

Create

To create a new leave entitlement rule:

Step 1: Open Leave Entitlement Rules

1. Navigate to Timesheets & Leave from the left sidebar.

2. Click Settings.

3. Select Leave Entitlement Rules.

Step 2: Select Leave Type

1. Choose the Type of Leave to configure.

Step 3: Select Leave Cycle

1. Select the applicable Annual Leave Cycle.

Step 4: Define Annual Entitlement

1. Enter the Maximum Leave of the Year.

Step 5: Save

1. Click Save.

The leave entitlement rule will become available for leave balance calculations and leave request validation.

View

Administrators can view all configured leave entitlement rules, including:

• Leave type

• Leave cycle

• Maximum annual entitlement

These records provide the basis for employee leave allocations and leave balance management.

Edit

To update an existing leave entitlement rule:

Step 1: Open Leave Entitlement Rules

1. Navigate to Timesheets & Leave → Settings → Leave Entitlement Rules.

Step 2: Select a Rule

1. Locate the entitlement rule to modify.

2. Click Edit.

Step 3: Update Information

1. Modify the leave type, leave cycle, or maximum leave entitlement as required.

Step 4: Save Changes

1. Click Save.

The updated entitlement values will be used in future leave balance calculations.

Delete

To remove a leave entitlement rule:

Step 1: Open Leave Entitlement Rules

1. Navigate to Timesheets & Leave → Settings → Leave Entitlement Rules.

Step 2: Select a Rule

1. Locate the rule you want to remove.

2. Click Delete.

Step 3: Confirm Deletion

1. Review the confirmation message.

2. Confirm the deletion.

The selected entitlement rule will be removed from the system.

Field Descriptions

Workflow Rules

Leave Entitlement Rules

• Each leave type can have its own annual entitlement configuration.

• Entitlement values define the maximum leave days available during a leave cycle.

• Leave requests are validated against the entitlement configured for the selected leave type.

Leave Balance Management Rules

• The system uses the configured entitlement to calculate available leave balances.

• Remaining leave balances are tracked throughout the leave cycle.

• Approved leave requests reduce the employee's available leave balance where applicable.

Leave Request Validation Rules

• Employees can only submit leave requests for leave types that have been configured.

• The system uses entitlement rules when validating leave availability.

• Leave balances displayed to employees are based on the configured maximum entitlement and leave already utilized.

Annual Leave Cycle Rules

• Leave entitlements are associated with a specific leave cycle.

• The leave cycle determines when leave balances begin and expire.

• Entitlement calculations follow the leave cycle defined in the Attendance & Leave Settings.

Leave Accrual and Reset Rules

• Maximum leave entitlement is established at the beginning of each leave cycle.

• Leave balances are tracked against the configured annual entitlement.

• At the end of the leave cycle, leave balances are processed according to the organization's leave policy and system configuration.

Employee Leave Management Rules

• The same leave type may have different entitlement rules across different leave cycles.

• Employees use these entitlement values when submitting leave applications.

• Managers and HR administrators can monitor remaining leave balances using the configured entitlement structure.

Approval Workflow Rules

• Leave requests continue through the approval process only after leave entitlement validation is completed.

• Approved leave requests update leave balances automatically.

Synchronization

Data configured in this screen is synchronized with:

• Leave Types

• Leave Requests

• Leave Balances

• Leave Allocation

• Leave Approval Workflow

• Employee Self-Service Portal

• Leave Reports

• Attendance Reports

• HR Management

Changes to leave entitlement rules are reflected throughout all leave-related processes.

Important Notes

• Leave types must be created before leave entitlement rules can be configured.

• The Maximum Leave of the Year value should align with the organization's leave policy.

• Changes to entitlement rules may affect future leave balance calculations and leave request validations.

• Leave entitlement rules are used as the basis for determining employee leave availability.

• Annual leave cycles should be configured correctly before creating entitlement rules.

• Deleting an entitlement rule may impact leave requests, leave balances, and reporting data associated with that leave type.

• Organizations should review entitlement configurations annually to ensure compliance with company policies and labor regulations.

• Leave entitlement rules serve as master data for leave balance calculations and should be maintained carefully.