Helpdesk solution for Leave Management

The Leave Granter feature of greytHR helps you to quickly grant leave to one or more employees. Perform the following steps to grant leaves:

1. Log on to the greytHR Admin portal by using your login credentials.
2. Navigate to Leave > Admin > Leave Granter. The Leave Granter page appears.
3. To directly go to the Leave Granter page, navigate to Actions > Leave > Grant Leave.
4. Click the Leave Granter For the Year <leave year> page appears.
5. You can grant leaves for all employee or only the newly joined employees. As per your need, select any one of the following two check boxes:
   Grant for all employees
   Grant for newly joined employees
6. In the Periodicity field, type or choose the period from the drop-down list, for which you want to grant the leaves.
7. In the Leave Scheme field, type or choose the leave scheme from the drop-down list.
8. Based on the Periodicity, Period and Leave Scheme that you have chosen, a list of leave types are displayed.
9. Select the checkbox adjacent to one or more leave types as per your need. Note: On clicking the checkbox adjacent to the option Leave Type, the check box adjacent to all the other leave types are selected.
10. Click Grant. A message appears prompting you that the leaves are successfully granted and details of the scheduler, is displayed on the Leave Granter page.

Based on your configuration in User Roles, appears on the Employee Leave page that enables you to apply leave on behalf of an employee. The following steps, guide you to apply leave on behalf of an employee:

1. Log on to the greytHR Admin portal by using your login credentials.
2. Navigate to Leave > Information > Employee Leave. The Employee Leave page appears.
3. Search for the employee on whose behalf you want to apply for leave.
4. Click Apply On Behalf. The Apply On Behalf page appears with the chosen employee's name and various option to apply for the leave.
5. In the Leave Type field, type or choose the leave type from the drop-down list, for which you want to grant the leaves. Based on the leave type that you chose, the balance is displayed.
6. In the From Date field, choose the appropriate date from the calendar that appears. Then, select its appropriate session from the From Session drop down.
7. In the To Date field, choose the appropriate date from the calendar that appears. Then select its appropriate session from the To Session drop down. 
8. In the Apply To field, choose the appropriate manager.
9. In the Contact Details field, type your contact details. Note: You can also notify others about about the leave. To do so, in the CC To box, click Select and mark the employees to whom you want to notify about your leave plans and then click Add.
10. In the Attachment field, upload a relevant file if any.
11. Click Apply to submit the leave application. The system sends an email notification to the approver and to the contacts whom you have marked a copy of the leave application.

Both Admin and Manager can reject a leave application of an employee.

Admin rejecting a leave application

To reject a leave application as an Admin, perform the following steps:

1. Log on to the greytHR Admin portal by using your login credentials.
2. Navigate to Workflow > Monitor > Leave. The Monitor Leave page appears displaying the leave applications that are applied by employees.
3. Click to expand the leave application that you want to reject.
4. Type an appropriate remarks in the Remarks text box.
5. Click Reject. An email is sent to the employee about the rejected leave application.

Note: In case you want to forward the leave application to someone else, choose that employee in the Forward To field and then click Forward.

Manager rejecting a leave application

To reject a leave application as a Manager, perform the following steps:

1. Log on to the Employee Self Service portal by using your login credentials.
2. Click the Actions menu and then select Review from the menu that appears. The Review Workflows page appears with various tabs on the left menu.
3. Click Leave on the left menu. A list of leave applications awaiting review, are displayed.
4. Click to expand the leave application that you want to reject.
5. Type an appropriate remarks in the Remarks text box.
6. Click Reject. An email is sent to the employee about the rejected leave application.

Note: In case you want to forward the leave application to someone else, choose that employee in the Forward To field and then click Forward.

To grant leave to an individual employee, perform the following steps:

1. Log on to the greytHR Admin portal by using your login credentials.
2. Navigate to Leave > Information > Employee Leave. The Employee Leave page appears.
3. Search for the employee to whom you want to grant leave.
4. In the Leave Type field, type or choose the leave type from the drop-down list, for which you want to grant the leaves. Based on the leave type that you chose, the balance is displayed.
5. In the Transaction Type drop down, select Granted from the list.
6. In the From Date field, choose the appropriate date from the calendar that appears. Then select its appropriate session from the From Session drop down.
7. In the To Date field, choose the appropriate date from the calendar that appears. Then select its appropriate session from the To Session drop down.
8. In the Days field, use the arrows to choose the number of days for which you are granting the leave.
9. In the Reason text box, type a reason associated with the leave grant.
10. Click Save.
11. In the Apply To field, choose the appropriate manager.
12. In the Contact Details field, type your contact details. The leave is granted to the employee.

To extract the Leave Balance report of an employee, perform the following steps:

1. Log on to the greytHR Admin portal by using your login credentials.
2. Navigate to Leave > Information > Employee Leave. The Employee Leave page appears.
3. Search for an employee.
4. Click Download. The Export Leave Transactions dialog box appears with various options to generate the report.
5. In the From and To fields, choose the appropriate dates from the calendar that appears.
6. In the Leave Type field, select a leave type from the drop-down list.
7. In the Leave Transaction field, select a leave transaction type from the drop-down list.
8. In the Order by field, select the appropriate order from the drop-down list, in which you want the leaves to be arranged in the extracted report.
9. Click Generate. The leave report is downloaded in PDF format.

To view the current status of an employee's leave application, perform the following steps:

1. Log on to the Employee Self Service portal by using your login credentials.
2. Click the Actions menu and then select Review from the menu that appears. The Review Workflows page appears with various tabs on the left menu and the Active and Completed tabs to the right.
3. Click Leave. The leave application of employees that are yet to be reviewed are displayed under the Active tab.
4. Click the Completed tab to view the leave applications that are already reviewed.

In order to decide about the carry-forward, lapsed, encashment of leave types for every individual employee at the end of every leave year, we need to process leave year-end which will help to do in a automated environment.

 Complete the following activities before you process leave for the year:

• Add holiday list of the next year
• Verify and process pending leave applications
• Change the leave year in System Settings
• Grant leave days using Leave Granter

Note: The carry over of leave to the next year and the permissible carry over days are based on Leave Policy.

To create a location-wise holiday list, few configurations have to be performed. The following steps guide you to perform the configuration:

1. Log on to the greytHR Admin portal by using your login credentials.
2. Navigate to System Settings > Leave > Leave Options. The Leave Settings page appears.
3. In the Holiday category section, choose location as one of the categories. To do so, click Location on the left section and use the arrow to move it to the right.
4. Choose the appropriate values for the other fields, drop-down lists and check boxes that appear.
5. Click Save. Location wise holiday list is set for you.

Note: Holiday list can be created for designation, department and grade also.

Yes, you can update the opening balance of each leave type. To do so, perform the following steps:

1. Log on to the greytHR Admin portal by using your login credentials.
2. Navigate to Leave > Information > Employee Leave. The Employee Leave page appears.
3. Search for the employee, for whom you want to update the opening leave balance.
4. Click New Transaction. The Post Leave Transaction page appears.
5. In the Leave Type field, choose the leave type for which you want to update the opening balance. The Balance field shows the available balance for the chosen leave type.
6. In the Transaction Type field, choose Opening Balance from the drop-down list.
7. Choose the From-date and To-date and also the corresponding sessions.
8. In the Days field, use the arrows to choose the number of days that you want to add to the opening balance.
9. In the Reason text box, type an appropriate reason for updating the opening leave balance.
10. Click Save. The opening balance for the chosen leave type is updated.