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Now we'll be discussing the leave year-end process.
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The leave year-end process is done at the end of the year when leaves have to be lapsed and the leaves to be carried forward or cashed are processed in the system as the new year starts, whether it is a financial or calendar year.
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New leaves will be credited accordingly to the employee's leave balance.
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For the previous leave balance, we run a year-end process in which leaves for that year are lapsed, carried forward, or cashed, along with their limits.
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After this process, whenever the new year starts, new leaves will be credited according to the policies and entitlement set in the system, and balances will be available in the employee's leave balance.
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In this video, we will check how to run the leave year-end process.
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You have to navigate to the Control Panel, then the Leaves option, and select the Balance section.
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In the Balance section, click the dropdown beside "Manually Adjust" and choose "Run Year-End Process" to execute it from the system.
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This is generally done at the end of the year after payroll has been completed for the last month.
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When running the year-end process, you must specify the transaction month, and payroll for that month must be processed accordingly.
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For example, if it is December, select December as the transaction month and ensure payroll has already been run for that month.
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Next, mention the leave and cash-in unit if your company has a leave and cash-in policy, specifying whether it is based on LOP, basic salary, or a fixed value per leave.
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Then specify the base days for calculating the leave and cash-in unit, for example, 30 or 31 days.
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If you do not want to carry forward any negative balance, check the option to prevent negative balances from being carried forward.
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If you want deactivated employees to be included in the year-end process, check that option; otherwise, leave it unchecked.
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You can view leave categories with carry-forward and cash-in limits and enter the applicable limits according to your policy.
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For annual leave, you can select "All" to carry forward the full balance or specify a particular limit set in your policy.
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Similarly, enter the in-cash limit applicable for your company or select "All" if all leaves are cashable.
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Other leave categories that are not carry-forward or cashable, like CL or SL, will be lapsed when the process runs.
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After reviewing the selections, click "Next" to confirm that leaves selected till December will be lapsed and carry-forward leaves will be credited in the next month.
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Proceed to the next step to view carry-forward leave balances for employees across different leave categories.
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As an admin, you can make changes directly here or import carry-forward balances using a CSV file if needed.
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If everything appears correct, you will see the end cash-in total calculated according to the leave balance and payroll settings, showing the amount and number of leaves for each employee.
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After checking the totals, click "Import Leave and Cash Balance" to upload the balances from the system or CSV file as per your requirement.
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Finally, click "Next" and then "Finish" to run the leave year-end process, and the new leave balances will be credited from January according to the entitlement rules set in the leave section.