Append Employee's Entitled Leave is used to adjust or add to an employee's leave entitlement for a specific leave type. This allows users to increase or modify the number of leave days an employee is entitled to receive. Example: If an employee is entitled to 14 days of Annual Leave, and the company decides to grant an additional 2 days, users can use Append Employee's Entitled Leave to increase the entitlement from 14 days to 16 days.

Users can attach supporting documents when creating a Deduct Leave entry in Leave Management for future reference and record-keeping. Steps to Upload Attachment for Deduct Leave: Go to Human Resources > Leave Management. Go to Leave Entry. Click + New Leave Entry. Select Deduct Leave and enter the required details. Click Choose File. Select the file and click Open. The file will be uploaded. Click Save.

The CF (Carry Forward) column at Leave Closing indicates the number of leave days that will be carried forward from the current year to the following year during the Leave Closing process. Steps to View Carry Forward Leave: Go to Tools > Year-End Management. Go to Leave Closing. Click New Leave Closing and select December Cut-Off Date or Real Time Balance. The number of leave days to be carried forward will be displayed in the CF column Steps to Verify the Carry Forward Leave: Go to Human Resources > Leave Management > Leave Balance. Select the Employee and relevant Year. The carried forward leave will be displayed under the BF (Balance Forward) column.

The Encashment column in Leave Cutoff during Leave Closing is used to specify the number of unused leave days that will be converted into cash and paid to the employee. These leave days are not carried forward and will instead be included as a leave encashment payment, typically in the January payroll process. Example: An employee has 10 days of unused Annual Leave at year-end: 5 days are carried forward using the CF (Carry Forward) column. 3 days are entered in the Encashment column. 2 days are forfeited based on company policy. The 3 encashed days will be converted into a cash payment and reflected in the January payroll.

Leave Credit is used to grant additional leave days to an employee for a specific leave type with a predefined expiry date. Unlike normal leave entitlement, leave credits are temporary and will expire if not utilized within the specified period. You may view and manage leave credits under Tools > Human Resource > Leave Credit. 1. Effective Date of Leave Credit The effective date of a leave credit is based on the date the leave credit is created. If leave credit is granted today and the employee applies for leave dated before the credit creation date, the system will use the employee's leave entitlement instead of the credited leave. Leave credits can only be used for leave applications on or after the credit creation date. 2. Expiry Date Each leave credit has an expiry date that determines how long the credited leave remains valid. The expiry date can be viewed under Human Resource > Leave Credit. In Human Resource > Leave Balance, an Expiring Credits column will appear when there are leave credits due to expire within the next 30 days. 3. Priority of Leave Deduction When both leave entitlement and leave credits are available, the system will prioritize using leave credits first. However, if the leave application date is earlier than the leave credit creation date, the system will deduct from the employee's leave entitlement instead. 4. Leave Deduction When Credit Leave Balance Is Insufficient The system does not split a leave application between leave credit and entitlement. Example: Credit Leave: 0.5 day Leave Entitlement: 20 days Leave Applied: 1 day Since the credit leave balance is insufficient, the system will deduct the full 1 day from leave entitlement instead of using the 0.5-day credit balance. 5. Leave Deduction Logic - Insufficient Credit Leave Balance When an employee has both leave credits and leave entitlement available: If the credit leave balance is equal to or greater than the leave days applied, the system deducts from credit leave. If the credit leave balance is less than the leave days applied, the system ignores the credit leave and deducts the entire leave application from entitlement. Example 1 Credit Leave: 0.5 day Leave Entitlement: 20 days Leave Applied: 2 days Result: The system deducts 2 days from leave entitlement. No deduction is made from credit leave. Example 2 Credit Leave: 2 days Leave Entitlement: 20 days Leave Applied: 1.5 days Result: The system deducts 1.5 days from credit leave.

The functions of Leave Approval History and Leave Transaction are similar, as both are used to view employee leave records. However, they differ in scope and filtering options.  Leave Approval History Used only for approvers to view leave applications they are responsible for approving or rejecting. Limited to employees under the approver’s authority. Allows filtering by Leave Application Status (e.g., Pending, Approved, Rejected). Leave Transaction Used to view all leave records across the company or any employees the user is authorized to access. Provides a broader view compared to Leave Approval History. Allows filtering by Leave Type (e.g., Annual Leave, Sick Leave, etc.).

Employees will not be able to select a newly created leave type if it is not included in the Entitlement Group assigned to them. The leave type must also have a valid leave limit setting. Steps to Allow the Leave Application: Go to Tools > Classification > Leave Type. Locate the Leave Type and click the pencil icon. At the Leave Limits field, select one of the options: Unlimited Limited without Advanced Leave Limited with Advanced Leave Go to Tools > Entitlement Group. Locate the Entitlement Group and click the pencil icon. Click + Select. Check the newly created Leave Type. Click Save. The leave type will be included in the employee's entitlement group and allowed to be applied.

This error occurs when the system cannot find a valid approver for the leave application due to missing or misconfigured approval settings. The possible causes includes: No approver has been assigned in Approval Settings. The employee belongs to a new or unassigned department/subdepartment that is not included in the approval group. The approval range is restricted (e.g., set for 1.0 day and above, but employee applied for half-day leave). Steps to Resolve the Issue: Go to Tools > Approval Settings. Locate the Approval Group and click the pencil icon. Method 1: Add an Approver  Select a user at the Approvers field. Click Save. Method 2: Add or Include New Departments Select or update the Departments included. Click Save. Method 3: Adjust Range From Day Set the Range From Day >= field as 0. Click Save.  Written by: Han Yang (20251022) Reviewed by: Azirah (20251112)

Carry Forward (CF) Leave refers to unused leave from the previous year that is brought forward to the following year. Users may maintain CF Leave(s) via Entitlement Group. Steps to Configure Leave Carry Forward:  Go to Tools > Entitlement Group. Locate the Entitlement Group and click the pencil icon. Navigate to the Leave Type.  Enter the Carry Forward leave days at the BF Days column. Click Save. Employees assigned to the entitlement group will have the specified number of leave days carried forward into the new leave year.

Problem:  The system prompts the error Payroll process is created when applying for leave. Answer: This error occurs when a payroll process has already been created for the selected period. Once payroll is generated, the system locks leave applications within that period to ensure payroll accuracy and prevent changes that would affect calculations. The restriction is controlled by the Leave Cutoff Date. Leave Cutoff Rules: Leave dates within the cutoff period: not allowed once payroll is created Leave dates after the cutoff date: still allowed Example: If the Leave Cutoff Date is set to 20th: Leave from 1st to 20th – not allowed after payroll is created Leave from 21st onwards – allowed Steps to Resolve the Issue: Apply leave for a date outside the locked payroll period, or Request the admin to cancel and reprocess the payroll before submitting the leave application. Written by: Azirah (20260421)