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)

The Leave Approval History feature allows users to review the approval history of claim applications. This helps administrators and HR personnel track approval actions, review approver decisions, and maintain an audit trail of claim requests. Steps to View Approval History: Go to Human Resources > Leave Approval History. Define the filters if required: Employee Status Year ℹ️ Note: Leave the filters blank to view approval history for all employees and claim types. Click Search to load the records. Locate the leave request you wish to review. The claim approval history will be displayed accordingly.

This update makes leave easier to apply and stops leftover credit from going to expired. 1. Multiple half days or hours leaves in one request Previously when employee submits for leave applications that has multiple half days, they would need to submit multiple times, for instance:  3 half day leaves would result in 3 requests to be approved.  Now employee can select multiple dates on the calendar and choose whether the leave by Full Day Leave / Half Day Leave (AM / PM) / Hourly Leave Basis. Employee can now lump up all half day leave requests and send it to their approver for approval, for instance: 2 half day leaves and 1 full day leave would result in 1 request to be approved How to apply Go to Apply Leave and click New Leave Request. Pick the leave type. In the calendar, click each date you want. Selected dates turn green. Each date appears in a list under the calendar. For each date, pick Full Day, First Half or Second Half. The working hours for that date are shown beside it. For an hourly leave type, enter the hours instead. Check the total for the number of days of leaves applied, for instance:  - 25/10/2026 (Half Day AM) & 26/10/2026 (Half Day PM) will show "2 Day(s) · Total 1d". 2 Day(s) is referring to having 2 Days being selected on the calendar and 1d is referring to the total number of days of leaves being applied. Enter a reason, up to 150 characters. Click Submit. All selected dates go to the approver as one request. Examples Employee Leave Unit Leave Selection Number of Request Total Deducted Ali Half Day Mon – Second Half, Tue – First Half 1 1 Day Mei Hourly Mon – 4 hours, Thu – 4 hours 1 8 hours   2. Utilisation of Remaining Leave Credit (e.g. 0.5 day) The system will automatically utilise any remaining leave credit first, followed by the employee's available balance under the applicable leave type. Example: An employee has: Remaining Leave Credit: 0.5 day Annual Leave Balance: 1 day Leave Applied: 1 full day The system automatically deducts: 0.5 day from Leave Credit 0.5 day from Annual Leave This ensures that available leave credits are prioritised and fully utilised before deducting from the employee's regular leave balance, reducing the risk of unused credits expiring. How it works The user applies for leave as normal. The system takes from credit first. If there are several credits, the one expiring soonest is used first. If credit runs out, the rest comes from AL. If AL is not enough, the system blocks the request. Scenarios   Scenario 1: Two credits, full day leave  Ali has two credits of 0.5 day each. One expires on 30 Nov. The other expires on 31 Dec. Ali applies for 1 day. The system uses both credits. It takes the 30 Nov credit first, then the 31 Dec credit. Scenario 2: Credit is less than the leave  Ali has 0.5 day of credit and 10 days of AL. He applies for 1 day. The system uses 0.5 day of credit first. The other 0.5 day comes from AL. Ali now has 0 credit and 9.5 days of AL. Scenario 3: Credit is more than the leave  Ali has 1 day of credit. He applies for 0.5 day. The system uses 0.5 day of credit. He still has 0.5 day of credit left. Scenario 4: Credit is exactly the leave  Ali has 0.5 day of credit. He applies for 0.5 day. The system uses all of it. His credit is now 0. Scenario 5: Credit covers most of the leave  Ali has 1.5 days of credit and 10 days of AL. He applies for 2 days. The system uses all 1.5 days of credit. The last 0.5 day comes from AL. Ali now has 0 credit and 9.5 days of AL. Scenario 6: Credit covers only a small part  Ali has 0.5 day of credit and 10 days of AL. He applies for 2 days. The system uses 0.5 day of credit. The other 1.5 days come from AL. Ali now has 0 credit and 8.5 days of AL. Scenario 7: No AL to cover the rest  Ali has 0.5 day of credit and 0 AL. He applies for 1 day. The credit covers only half. There is no AL for the other half. The system blocks the request. Scenario 8: Not enough AL to cover the rest  Ali has 0.5 day of credit and 1 day of AL. He applies for 2 days. He has only 1.5 day of leave. The system blocks the request. Scenario 9: Two credits, small leave  Ali has two credits of 0.5 day each. One expires on 30 Nov. The other expires on 31 Dec. He applies for 0.5 day. The system uses the 30 Nov credit, because it expires first. The 31 Dec credit is still there. 3. Valid from Date Each leave credit now has a Valid from date. The credit can only be used for leave on or after this date. HR sets it in Leave Management > Leave Credit > New Leave Credit, in the Valid from field. Leave dates before Valid from cannot use that credit. Those dates are taken from AL instead. Scenario: Leave starts before the credit is valid  Ali gets 1 day of credit, valid from 26 Nov. He has 10 days of AL. He applies for 25 Nov and 26 Nov in one request. The credit cannot be used on 25 Nov, so that day comes from AL. The credit covers 26 Nov. Ali now has 0 credit and 9 days of AL.