Hawk HR provides a very flexible leave management system in which you can define your own leave categories as per your company policy. These leaves could range from Casual/ Medical/ Earned/ Maternity/ Paternity/ Compensatory Off to any custom category as per your company requirement. This option is available with the super admin as well as authorised admins.
How to define/ create a leave category for your company?
- Go to Control Panel-> Settings-> Leaves
- Fill the form under “Add Leave Category” section. Most of the columns are self-explanatory.
- Frequency – This is the duration after which the allotted leave number will be credited into the employees’ accounts. This usually happens on the 1st of every month based on the frequency selected. You can opt for Once frequency as well to ensure the leave balance is given only once to the respective employee.You can also make it document based leave category by checking the Document option
- Minimum Leave Period: This option allows you to select the minimum leave period the employee can opt for in the leave type.The option available under leave period are:
- Full day: If you select “Full day“, employees will be able to apply for full day leave. The system by default considers full day leave application.
- Half day: If you select “Half Day“, employees will be able to apply for ‘First Half’/ ‘Second Half’ day leaves.
- One-fourth day: If you select “One-Fourth Day“, employees will be able to apply for ‘First Quarter’ /’Second Quarter’/ ‘Third Quarter’/ ‘Fourth Quarter’ day leaves also.
- Need based : This is a leave category which does not have the upper limit on the number of allowed leaves. If this option is selected and an employee entitled to take this leave, he/she will be allowed to take any number of leaves based on approvals
- Encashable: This option will make the leave as encashable, for the leave to be encashed as per the requirement.
- Expire monthly: This option when enabled will expire the leave credited automatically on a monthly basis.
- Can be Carried: This will ensure that the excess leave can be carried to the next leave year when the Year End Process is run.
- Allow employees to apply for leave credits/ compensatory off for this category : This will ensure that the employee can request for comp off or leave credit under this leave category for the extra days he/ she has worked.
- Allow employees to apply leaves even if the leave credit is zero/negative: If this option is selected, the employee will be allowed to apply for leaves even if he/ she does not have any leave balances in his/ her account. Although once approved, these extra leaves taken will lead to Loss of Pay. If disabled, employees will not have the option to apply for this leave category once the credits have exhausted.
- Allow Managers to apply leaves even if the leave credit is zero/negative: This option allows the managers to apply leave on behalf of the employee, even if the leave balance has been exhausted.
- Consider non-approved leaves for calculating leave balance when employee is applying leave: This option will consider the exact leave count (considering applied but unapproved leaves) of the employee for the employee leave application, hereby ensuring the leave application does not exceed the leave balance
- Enable Auto Leave Approve in x days: This option allows the automatic leave approval after the x days defined.
- Document Required: Optional/Required: This option allows the admin to select the document required for the leave application as Optional or Mandatory.
- Leave count – This option allows you to select the leave count to be determined on the basis of Working days or Calendar days
- Working days: The leave would be counted, considering only the working days and also allows the option where the week off/ holiday in between would be considered as leave.In case you want to enable the sandwich leave rule you can enable the option “Consider holidays/ weekends in between leave term as leave” and save the updates.
- Calendar days: The leave would be counted, considering the calendar days.
- Event: This option allows you to select the type of event-based leave: General / Marriage Anniversary / Birthday/ Work Anniversary.
- Unit per day – This is the number of days salary which would be deducted if an employee takes leaves above the leave credits available to him/her for this leave category. e.g. Let’s assume for Short Leave this value is 0.25 and an employee is allowed only 2 Short Leaves. So for every additional leave, the employee takes under this category, 0.25 days of salary would be lost.
- Click Add button
How to edit existing company leave categories?
- Go to Control Panel-> Settings-> Leaves
- Scroll down to the section Categories.
- Here you will be able to see the list of all existing leave categories.
- Click on the edit button next to the leave category that you want to edit.
- All necessary attributes will be populated in the section just above.
- Make the necessary changes and click the Update button.
How to delete unwanted/ test leave categories?
- Go to Control Panel-> Settings-> Leaves
- Scroll down to the section Categories.
- Here you will be able to see list of all existing leave categories
- Click the Delete button next to the leave category that you want to delete. Delete button should be used carefully. Once a leave category is deleted, all entitlements and employee leaves applied under this category will be deleted. This is an irreversible process and should be used with utmost care.
How to set the limit on the leaves category
The leaves to be applied for can be limited as per your requirement.In case you need the fixed consecutive number of days to be allowed to the employees follow the steps below:
- Go to the Control Panel–>Settings–>Leaves
- On the leaves page, scroll down to the leaves type table (below Categories), and select the edit icon for the specific leave type, located in the “Actions” column.
- Locate the setting “Maximum duration of consecutive leave application allowed by employee” and enter number of days in the box.
- Click on the “Update” button.
How to create the Marriage anniversary / Birthday/ Work anniversary leave?
- Go on Control Panel->Settings->Leaves.
- A new page opens up where under the option “Add leave category” create a leave type with the name “Marriage Anniversary or Birthday or Work anniversary leave”.
- Update the information for the leave category.
- Click on More option and select the Event from the drop-down available next to “Event” option and make sure to select the “Applicable To” options.
- Once all the options are selected, click on Add option.
How to allow employees to apply for Half day/ One-Fourth day leave? Or How to edit/update minimum leave period in the system?
- Navigate through Control Panel->Settings->Leave.
- A new screen will open. Click on the edit option for the leave you want the half/one-fourth day to be applicable to the employees.
- In this section, you can define the leave period using the ‘Minimum Leave Period’ drop-down options.
- If you select “Half Day“, employees will be able to apply for ‘First Half’/ ‘Second Half’ day leaves.
- If you select “One-Fourth Day“, employees will be able to apply for ‘First Quarter’ /’Second Quarter’/ ‘Third Quarter’/ ‘Fourth Quarter’ day leaves also.