A Leave Entitlement Group allows employers to assign leave types and leave entitlements to employees based on company policies, employment terms, or eligibility criteria.  Steps to Create a New Leave Entitlement: Go to Tools > Entitlement Group. Click Add New. Enter the Title of the entitlement group and ensure the Is Active option is enabled. Go to the Leave Type tab. Click + Select next to Unlimited Leave Types and Limited Leave Types.  Check the leave types that are relevant to the entitlement group. The selected leave types will be listed. For each Limited Leave Types, click Add Detail.  Enter the following details: Service Duration Year From > – Enter the minimum years of service required. Service Duration Year To <= – Enter the maximum years of service applicable. Entitled Days – Enter the number of leave days granted. BF Days – Enter the number of unapplied days allowed to be brought forward to the following year. Expiry Date – Select the expiry date for the brought forward leave(s). Scroll down to Users in this Entitlement Group field. Tick the users entitled to the group. Click Save. The entitlement group is created.   ℹ️ Note: Refer to Claim Entitlement for claim-related entitlements and Create Entitlement Group via Copy From if you wish to duplicate an existing entitlement group and modify it instead of creating one from scratch. 

Users with the appropriate access rights can approve leave applications on behalf of the designated approver through the Leave Transaction page. This is useful when the assigned approver is unavailable or when administrative intervention is required.  Steps to Approve a Leave Application on Behalf Go to Human Resource > Leave Management. Go to the Leave Transaction tab. Define the Employee, Leave Type and Year filters. Click Search.  Locate the pending leave application. Click the tick icon. Enter a Remark if required. Click Approve. The leave application will be approved, and the employee's leave balance will be updated accordingly. 

Rounding options determine how fractional (decimal) leave entitlements are handled for Earn Leave and Advance Earn Leave calculation methods. This ensures leave balances are presented in clean, usable values based on company policy.  Rounding is applied only at specific points in time:  During the employee’s resignation month At the end of the calendar year (December) When enabled, the system will round leave balances according to the defined rules and reflect the final values in: Employee payslips (for resignation month) Monthly Leave Report (for December) Note:  To generate an accurate Monthly Leave Report, ensure the selected period is December and check Leave Balance as End of Month. Rounding Behaviour – Leave Calculation Method Example 1: Mid-Year Joiner Scenario: Entitlement Setting: 14 days Join Date: 1/3/2025 Calculated Entitlement for 2025: 12 days Example 2: Employee Resignation Scenario: Entitlement Setting: 10.5 days Join Date: 1/4/2023 Resign Date: 18/11/2025 Calculated Entitlement (until Nov 2025): 10 days Note:  Rounding applies only at resignation or year-end, not during monthly accrual. Monthly leave accrual will not be affected. This setting applies only to Earn Leave and Advance Earn Leave methods. Other leave calculation methods are not affected. Leave balances (half-day or full-day) will be rounded based on configured rules. Payslips and Monthly Leave reports (December) will display the rounded leave balances. Written by: Chen Ong (20251223) Last Reviewed by: Azirah (20251224)

Leave Encashment allows employees to convert their unused leave balance into cash, based on company policy. The encashed leave is processed through payroll and reflected as Paid Leave, typically paid out during the January payroll of the following year.  What is Unutilised Leave? Unutilised leave refers to the portion of an employee’s annual leave entitlement that has not been taken within the year.  Example: Annual leave entitlement (2025): 15 days Leave taken: 10 days Remaining balance: 5 days The remaining 5 days are considered unutilised leave and may be encashed or carried forward, depending on company policy.  Steps to Perform Leave Encashment for a Leave Type: Step 1: Enable Encashment for a Leave Type Go to Tools > Classification. Go to Leave Type. Locate the leave type and click the pencil icon. Under E-Leave Settings, set Is leave encashment allowed for this leave type? to Yes.  Click Save. Step 2: Perform Leave Closing Leave encashment is processed during Leave Closing.  Go to Tools > Year End Management. Go to Leave Closing. Click New Leave Closing. Select a Leave Closing Method: December Cut-Off Date – Captures leave balance after December payroll. December payroll must be completed first. Real-Time Balance – Captures leave balance up to the current date Review Pending Leaves. Approve or reject any pending leave applications, then click Next. Review Leave Cutoff Details. The balance shown under the Encashment column will be converted to cash. Click Confirm And Save. Click Yes if you wish to double confirm the details. Click No to proceed. Click Yes to continue. Scenario: Encashment with Carry Forward Leave (Only applicable if carry forward is allowed)  The system will first apply the maximum carry forward limit, and only the excess leave will be encashed.  Example: Annual leave entitlement: 15 days Leave taken: 8 days Unutilised leave: 7 days Maximum carry forward: 3 days Result: Carry forward: 3 days Excess leave: 4 days Encashed leave: 4 days Note:  Only the excess leave appears in the encashment column and is paid.  Step 3: Process Payroll for Encashment Go to Payroll > Process Payroll. Click Run Payroll. Process payroll for January the following year.  The encashed amount will appear under the Paid Leave column.  Notes: Only unutilised leave within policy limits can be encashed. Carry forward limits must be correctly configured. Ensure all leave transactions are finalised before Leave Closing. No manual calculation is required — the system calculates automatically. Company policies may differ in: Carry forward limits Employee eligibility Payroll payout timing Written by: Azirah (20251222)