Leave Management System

Introduction – Leave Management System#

Leave, sometimes called Work-Off, is the absence from work for which employees are entitled by law or their contract, with the permission of the concerned authority or manager.

Leave Management System:

In Samarth e-Gov, there is a specific module that helps institutions, employees, and various authorities manage leaves for themselves and their employees or reportees. It helps in applying, approving, tracking, and managing employee leave while ensuring compliance with organisational rules and policies.

Core Features of Module#

• Leave Application: Employees can apply for leave online through the SAMARTH portal, specifying leave type, duration, and reason for the leaves assigned and credited to them.

• Approval Workflow: Leave requests follow a predefined multi-level workflow involving reporting authority, reviewing authorities, and sanction authority designated authorities, with automated notifications for timely action.

• Leave Balance Tracking: The system automatically calculates available, used, and remaining leave, including carry-forward, ensuring accurate leave records.

• Attendance Integration: Integration available with biometric systems to prevent discrepancies between leave and attendance records.

• Reports: Generates comprehensive leave reports, summaries, and dashboards to support administrative monitoring, decision-making, and audit requirements.

• Policy Compliance: Under the Leave Rule section, institutions can configure and manage all leave types in alignment with approved institutional leave policies, ensuring policy compliance.

• LTC (Leave Travel Concession) Provisions: The module supports LTC eligibility, claim processing, and approvals, maintaining records as per institutional guidelines.

• Vacation to EL Conversion: The system supports conversion of unused Vacation Leave into Earned Leave. Institutions must configure the applicable conversion rules as per their policy in the system.

• Configurable Leave Types: Institutions can define and manage multiple leave types such as: Earned Leave (EL), Casual Leave (CL), Half Pay Leave (HPL), Commuted Leave, Vacation Leave, Special / Study / Child Care Leave, etc., as per their institutional rules.

• Role-Based Access Control: Different roles such as Employee, Reporting Officer, Approving Authority, and Administrator have controlled access to ensure data security and accountability.

• Real-Time Status Tracking: Employees and administrators can track the real-time status of leave applications (Applied, Approved, Rejected, Cancelled), improving transparency.

• Scalable for Large Institutions with Flexible Approval Hierarchies: Institutions with multiple campuses can seamlessly manage configurations and operate the Leave Management Module across all campuses.

• Range-Based Hierarchy for Approval: The system also allows institutions to define approval hierarchies based on leave duration ranges, ensuring appropriate authority-level approvals for short-term and long-term leaves.

• Bulk Leave Mapping and Authority Assignment: The system allows the module administrator to map leave types and assign approving authorities to multiple employees in a single operation, significantly reducing manual effort.

• Compensatory Leave: The system supports the configuration and management of Compensatory Leave, allowing employees to apply for leave earned against approved extra working hours or holidays, as per institutional policy.

• Grouping-wise Holidays and Week-offs: In the system, you can assign different holidays and week-offs to different groups of employees. This is useful when departments, cadres, or employee categories have different week-offs, holidays, or vacations.

• Leave Buffer: Acts as a virtual account that stores excess leave beyond the maximum limit of a specific leave type, enabling employees to use it when required without impacting their regular leave balance.

• Alerts & Escalation Mechanism: Automatic email/system alerts and escalation for pending approvals beyond defined timelines.

• Prefix/Suffix Rules: The module supports prefix and suffix rules, allowing holidays/week-offs to be automatically counted or excluded as per institutional leave policies.

• Leave Credit Automation: The system supports automatic periodic leave crediting (monthly/quarterly/annually) based on configured rules, employee category, and service conditions.

• Shift Management: Multiple shifts can be created and assigned to employees based on their timings and work days.

User Roles in Leave Management Module#

Leave Management Module Settings#

Configuration settings are managed through the administrator (leave_admin) role.

1. Leave: Create Master List of Leave Types#

Overview - Leave Types#

The Leave section is used by the Leave Admin to create and manage different types of leaves available to employees, such as: Casual Leave, Earned Leave, Half-Pay Leave, Maternity Leave, Paternity Leave, Child Care Leave, etc.

Actions for Leave Admin#

• Add new leave types using the Add Leave button
• Edit or update existing leave details at any time
• Activate or deactivate a leave type based on policy

Leave Type Details#

2. Authorities: Defining Different Authorities in Leave Management#

Overview - Authorities Configuration#

The Authorities section is used to assign and configure approval authorities for administrative accounts. This section creates a pool of authorities that will later be mapped to employees for the leave approval workflow.

Types of Authorities in the System#

1. Recommending Authority#

• First level of approval
• Reviews the leave request and provides a recommendation
• Usually a Reporting Officer or Supervisor

2. Reviewing Authority#

• Second level of approval (if applicable)
• Rechecks leave details and recommendations
• Ensures leave rules and policies are properly followed
• The Leave Administrator can define up to 10 levels of reviewing authority in the system

3. Sanction Authority#

• Final approving authority
• Approves or rejects the leave request
• Leave is officially granted only after sanction approval

What Can the Leave Admin Do?#

• Create different authorities
• Map and assign authorities to employees

3. Leave Rule: Configuring Policies for Leaves#

Overview - Leave Rule Configuration#

The Leave Rule section is used to define how a particular leave type works in the system. Before creating a leave rule, the leave type must already be added in Leave Settings.

How to Create a Leave Rule#

1. Click on the ⚙️ (Gear) icon to open Leave Rule Settings
2. Click on the Add New Leave Rule button
3. Fill in the required rule details for the selected leave type

Leave Rule Configuration#

• Leave Name – Select the leave type (CL, EL, HPL, etc.)
• Half-Day Applicable
  • Yes: Employee can apply for half-day leave
  • No: Half-day not allowed
• Allowances – Select allowances payable during the leave period
• Rejoin Request Authority – The authority who will approve the rejoin request for the selected leave
• Cancellation Request Authority – The authority who will approve the cancellation request for the selected leave
• Paid / Unpaid – Decide whether the leave is paid or unpaid
• Holiday Deduction
  • Yes: Holidays are not counted as leave
  • No: Holidays are counted as leave
• Applicable for PWD – Leave applicable for PWD employees or not
• Applicable for Non-PWD – Leave applicable for non-PWD employees
• Rejoin Required – Decide whether rejoining is mandatory
• Rejoining Approval Required – Decide if approval is needed on rejoining
• Rejoining Approval Authority – Select who can approve rejoining
• Document Required on Rejoin – Decide if document upload is mandatory on rejoining or not
• Auto Approval
  • Yes: Leave is auto-approved if no action is taken
  • No: Manual approval required
• Auto-approval after how many days of application? – Number of days after which leave is automatically approved
• Flag – Select appropriate type:
  • Restricted: For Restricted Holidays
  • Commuted: For Commuted Leave
  • Compensatory: For Compensatory Leave
  • Vacation: For Vacation Leave
  • None: For all other leave types
• Status – Enable or disable the leave rule
• Upload Required – Document upload mandatory while applying for leave
• Academic Upload Required – Document upload mandatory when purpose is Academic
• Negative Leave Balance Allowed
  • Yes: Employee can apply even without leave balance
  • No: Leave balance is mandatory
• Can submit leave without assigning duty?
  • Yes: Employee can apply without assigning duty (up to a limit)
  • No: Duty assignment is mandatory

Step 1: Credit Rule (When Leave Balance is Added to Leave Account)#

This step defines how and when leave is credited to employees.

What the Leave Admin needs to do:

• Turn Credit Rule ON
• Enter number of leaves to be credited
• Select credit cycle (monthly / yearly / half-yearly, etc.)
• Select when credit starts:
  • From date of joining
  • From start of the year
  • From a specific month
• Select employee category: Teaching / Non-Teaching and Academic Others
• Select applicable designation
• Enter applicable year for the university

Result: Leave is automatically credited to eligible employees as per the defined rule.

Step 2: Limit Rule (Limits for Leave Balance and Leave Application)#

This step defines restrictions on leave usage.

Leave Usage Limits:

• Leave is valid (for a year / entire service / for a month / for six months)
• Set maximum leave allowed at one time
• Decide whether leave can be carried forward
• If carry forward is allowed, define the maximum accumulation limit for the leave balance
• Define how many times an employee can take this leave in a given period; select NA if no limit is required
• Decide till when cancellation is allowed: Before sanction / After sanction
• Define the number of days (before/after sanction) by when cancellation is allowed

Combination Rule:

• Select which other leave types can be combined (other leaves which can be taken in continuation before/after this leave type) with this leave.

Step 3: Approval Mechanism#

This step defines the approval hierarchy.

Approval Based on Leave Duration:

• Enable authority based on leave count (optional)
• Define leave range (example: 1–3 days → Authority A; 4+ days → Authority B)
• Default Sanction Authority – Administrative account who will sanction leave applications in case authority is not mapped to the leave and employee combination
• Recommending Authority – Administrative account who will recommend leave applications in case authority is not mapped to the leave and employee combination
• Reviewing Authority – Administrative account who will review leave applications in case authority is not mapped to the leave and employee combination
• Additional Reviewers – Add reviewing authority if applicable

Note: For employee-wise hierarchy, the leave admin can define settings under the Assign Authority to Employee section.

Step 4: Notification Mechanism (Who Gets Alerts)#

This step controls who receives notifications at each stage.

Admin can enable notifications for:

• Leave Submission (Admin, Recommending Authority, Reviewing Authority, Sanction Authority, User, Reporting Manager)
• Leave Recommendation (Admin, Recommending Authority, Reviewing Authority, Sanction Authority, User, Reporting Manager)
• Leave Review (Admin, Recommending Authority, Reviewing Authority, Sanction Authority, User, Reporting Manager)
• Leave Sanction (Admin, Recommending Authority, Reviewing Authority, Sanction Authority, User, Reporting Manager)
• Leave Cancellation (Admin, Recommending Authority, Reviewing Authority, Sanction Authority, User, Reporting Manager)
• Rejoining after Leave (Admin, Recommending Authority, Reviewing Authority, Sanction Authority, User, Reporting Manager)

Result: All concerned users stay informed automatically.

Step 5: Upload Supporting Documents#

• Upload leave rules, guidelines, or formats
• Employees can download these documents while applying for leave

Manual Leave Credit (If Auto Credit Fails)#

Before Credit:

• Verify leave start date and end date
• Ensure credit cycle is correctly configured

Steps to Credit Leave:

1. Login as Leave Admin
2. Go to Leave Settings → Leave Rule
3. Click Credit Leave According to Leave Rule
4. Select Leave Type
5. Select Applicable Date
6. Enter Remark
7. Click Export

After Credit:

• Verify leave balance in:
  • Leave Account
  • Leave Ledger

Result: Leave balance is updated correctly in the system.

4. Employee Leave Mapping: Assigning Leaves to Employees#

Steps for Mapping Leave with Employees#

Step 1: Select Employees#

• You will see a list of employees
• Tick the checkbox next to the employees
• Click the Bulk Assign button on the top right corner of the page

Step 2: Select Leave Types#

• Select required Leave Type(s) from the dropdown
• Click Apply

Step 3: Check Eligibility (Very Important)#

• System shows a preview screen
• Look at the Eligible column:
  • Yes → Employee can be assigned the leave
  • No → Employee is NOT eligible (reason will be shown)

⚠️ Ineligible employees must be removed before proceeding.

✅ Leaves are now mapped successfully.

Bulk Leave Mapping Using Excel#

Click on the Bulk Mapping Leave to Employee button.

1. Download the Excel sheet
2. In the Excel file, mark “Yes” against the leave that is applicable for each employee
3. Save the Excel sheet
4. Upload the updated Excel file on the portal
5. The system updates the data and leaves are now mapped to the employees

Result: Multiple employees mapped at once.

Export Employee Leave Mapping#

This option helps the admin download leave mapping details.

Why Export is useful:

• See which employee has which leave
• Useful for checking, audits, and reports
• Can be shared with higher authorities

Additional Settings (Bulk Actions)#

1. Update Authorities in Bulk#

• Choose: Update Selected Authorities or Update All Filtered Authorities
• Apply filters if required
• Click Update Status

2. Copy Authority from One Employee to Another#

Used when employees follow the same approval hierarchy.

Steps:

1. Select employee
2. Click Copy From Employee
3. Select leave type
4. Click Copy Authority

5. Assign Authorities to Employees#

This section is used to decide who will approve an employee’s leave applications.

Important Note: Leave must be mapped to the employee first. If leave is not mapped, authority assignment will not work.

Why this setting is needed:

• If no authority is assigned here → Leave follows the default workflow (from the particular leave rule).
• If authority is assigned here → Leave follows the employee-specific workflow.

How to Assign Authorities to Employees#

Step 1: Open Assign Authority Setting#

• Login as Leave Admin
• Go to Leave Settings
• Click on ⚙️ (Gear icon)
• Open Assign Authorities to Employees

Step 2: Select Employee#

• Tick the checkbox next to the employee name
• Click Bulk Assign button

Step 3: Select Leave#

• Choose the Leave Type from the dropdown (you can select multiple leaves)
• Click Save

📌 Only those leaves will appear which are already mapped to the employee.

Step 4: Assign Authorities#

• Recommending Authority → Select from dropdown
• Review Authority → Select one or more (if required)
• Sanction Authority → Select final approving authority
• Click Save

Authorities are now assigned to the employee.

Bulk Authority Mapping Using Excel#

Use this option to assign leave authorities to multiple employees at one time using an Excel sheet.

Steps to Follow:

1. Click the Action button
2. Click Import
3. Download the Excel sheet
4. Open the Excel file and fill in the authority details:
   • Recommending Authority
   • Reviewing Authority
   • Sanction Authority
5. Save the Excel sheet
6. Upload the updated Excel file on the portal
7. After upload, verify authority assignment

Result: Authorities assigned to all employees in one go.

6. Employee Station Leave Authority Mapping#

This section is used to assign approval authorities for station leave when an employee applies for station leave on holidays or week-offs.

Steps to Map Authorities:

1. Click Assign Authority for Station Leave
2. Select the employee(s)
3. Click Bulk Assign
4. Select the Recommending Authority from the dropdown
5. Select the Reviewing Authority (can select multiple if needed)
6. Select the Sanction Authority from the dropdown
7. Save the details

Result: Authorities for station leave are now mapped to the selected employees.

7. Leave Account#

This section is used to manually assign or update leave balances for employees, as well as to view their leave balances.

Step 1: Assign Leave to Employee#

1. Click Assign Leave to Employee Account (top-right)
2. Fill in the details:
   • Employee → Select employee name
   • Status → Active / Inactive
   • Year → Select the year
   • Leave Type → Select the leave
3. Click Submit
4. Enter:
   • Leave Balance Count → How many days to assign
   • Start Date & End Date → Validity of the leave

Result: Leave is now added to the employee account.

Step 2: Update Leave Balance#

1. Click Update
2. Select Credit (add) or Debit (reduce)
3. Enter:
   • Count → Number of days
   • Reason → Why you are updating
4. Click Submit

Step 3: Bulk Update Start/End Dates#

1. Select the employees to update
2. Click Bulk Start/End Date
3. Enter new start and end dates
4. Click Submit

Result: Leave dates updated for multiple employees at once.

8. Leave Ledger#

A leave ledger is like a record book for employee leaves. It keeps track of all leave activities—such as leaves taken, credit/debit, or adjustments—along with the reason and date.

Example: If an employee takes 2 days of casual leave, the ledger shows it. Admins can also filter by dates to see leaves in a certain period.

9. Compensatory Leaves#

Compensatory leave is given to employees for working extra hours, on holidays, or weekly offs.

Two ways it works:

1. Admin adds leave: Admin can give leave manually, and employees can use it.
2. Employee requests leave: Employees can request it. Once approved, the system adds the leave automatically.

It depends on the institution which option is used.

• Export: The admin can export all the details in Excel format.
• Import: The administrator can add compensatory leave balances for all employees through an Excel sheet.

10. Holidays#

The Holidays section is where the admin can manage all types of holidays for employees, like restricted holidays, gazetted holidays, weekly offs, and vacations.

Meaning: It’s a list of days the institution will be closed.

How to Add Holidays Individually#

1. Go to the Holidays section in the system
2. Click Add Holiday
3. Enter the holiday name and type (restricted, gazetted, vacation, weekly off)
4. Select the date(s) for the holiday
5. Save the holiday

Result: The holiday will appear in the system, and employees won’t need to mark leave.

How Admin Can Add Holidays Using Excel#

1. Go to the Holidays section
2. Click Import Holiday
3. Download the Excel template
4. Fill in the holiday details:
   • Use YYYY-MM-DD for the date
   • If the same date has 2 holidays, enter only once
5. Upload the completed Excel file

Result: All holidays from the sheet will be added to the system at once.

11. Import Leaves#

Meaning: This is used to add previous leave balances for employees into the system, for example, when the system is being used for the first time. It ensures employees start with the correct leave balance.

How it works:

First time: Admin can import leave balances using a bulk Excel sheet.

1. Download the Excel template
2. Fill in employee leave balances as per the format
3. Upload the completed file to the portal

After first import: To update balances later, use Leave Account Setting to modify balances manually or in bulk.

Note on Dates: The start and end date must match the leave credit cycle configured in the system:

• Example 1: If leave is credited every year starting January:

  • Set start date = 2026-01-01
  • End date = 2026-12-31

• Example 2: If leave is credited every six months starting January:

  • Set start date = 2026-01-01
  • End date = 2026-06-30
  • After six months, the system will add the next period automatically.

• Example 3: If leave is credited monthly starting from the start month:

  • Set start date = 2026-01-01
  • End date = 2026-01-31
  • After one month, the system will add the next period automatically.

Note: When importing leave balances, dates must match the leave credit cycle. Later updates can be done manually or in bulk.

12. Leave Configuration (Master Settings)#

1. Allow Email Format – If enabled, leave notifications are sent in the defined email template. Make sure templates are created and mapped correctly.

2. Negative Leave Balance Allowed

   • Yes: Employees can apply even if leave balance is insufficient.
   • No: Employees cannot apply if balance is 0.
   • Disabled: This option will not appear in leave rules.

3. Compensatory Leave Requests Allowed – Enable to allow employees to submit compensatory leave. After approval, leave is credited and can be applied.

4. Assigned Duties with Leave Application Can Be Changed By – Choose the authority allowed to modify duties assigned during leave application.

5. Leave Assign Duties Required – Enable to make assigning duties mandatory when applying for leave.

6. Select All Designations Where Leave “Assign Duties” Are Not Required – Select designations where duty assignment is not mandatory.

7. Duties Can Be Assigned to Employee of Only Own OU of Employee/Assignment

   • Enabled: Duties assigned only within the same Organisational Unit.
   • Disabled: Duties can be assigned across all OUs.

8. Default Order of Applications – Set the display order in the All Applications section (e.g., ID descending).

9. Only Active Employees Can Apply – Yes: Only active employees can submit leave applications.

10. Leave Extension Allowed – Enable to allow extension of approved leaves as per rules.

11. Count In-Process Leaves While Applying – Include pending leave applications in validation checks.

12. Vacation Allow Deduct – Select category for vacation leave deduction (e.g., Teaching).

13. Assign Duties Email Notification – Enable to notify the employee receiving the assigned duties. Make sure email templates are configured.

14. Authority Mail – Choose which email ID (Admin / Authority) is used for notifications.

15. Leave Timing – Configure leave as Morning / Afternoon / Evening as per policy.

16. Employee Cannot See Ledger

    • Yes: Employee cannot view leave ledger.
    • No: Employee can view leave ledger.

17. Employee Can Directly Submit Leave Application

    • Yes: Clicking Save submits directly.
    • No: Clicking Save keeps it as Draft.

18. Partial Sanction – Allow authorities to approve only part of leave.

19. Authority Permissions to Modify Leave Application – Recommending / Reviewing / Sanctioning Authority: Choose whether they can increase/reduce leave days.

20. Employee Can Delete Saved/Draft Applications – Enable if employees can delete draft leave applications.

21. Employee Can See Buffer Balance – Enable to let employees view provisional leave balance.

22. Compensatory Request Authority – Select the single authority who approves compensatory leave.

23. Logo in Sanction & Rejoin Letters – Enable to show organisation logo in PDF letters.

24. Upload Required for Station Leave – Enable to make uploading documents mandatory.

25. Leave Admin Can Approve Cancellation Requests – Enable to allow admin to approve leave cancellations.

13. Leave PDF Template#

Purpose: This setting allows the Leave Administrator to create PDF templates for:

• Sanction Letter – Generated when leave is approved.
• Rejoin Letter – Generated when the employee rejoins after leave.

How to Create a Leave PDF Template#

1. Navigate to: Leave Management → Configuration → PDF Template
2. Click the Add Template button
3. Select Template Type: choose either Sanction Letter or Rejoin Letter
4. Format the Layout:
   • Use text formatting options (bold, italic, underline)
   • Insert table or section if needed (e.g., for leave details)
   • Add your organisation’s logo if required

How This Setting is Used:

When an employee’s leave is approved, the system automatically generates the Sanction Letter PDF using this template.

14. Employee Week-Off#

This setting allows the Leave Administrator to define weekly off days for each employee individually when the week-off differs.

Useful when employees have different weekly offs due to shift schedules, department policies, or organisational rules.

Steps to Add Employee-Wise Week-Off#

1. Navigate to: Leave Management → Configuration → Employee Week-Off Setting
2. Search and select the employee for whom you want to configure week-off
3. Select the days of the week that will be the employee’s weekly off (e.g., Monday, Tuesday); multiple days can be selected if applicable
4. Click Save to store the week-off settings for that employee
5. Confirm that the week-off appears correctly in the employee profile or attendance calendar

15. Special Leave Rules – Explanation and Steps#

Why we use this setting: This setting is used to define special rules for leave calculation. For example:

• If an employee applies for 1 day of Commuted Leave or Medical Leave, the system can be configured to deduct 2 days from their Half-Pay Leave (HPL) balance automatically.
• It ensures correct leave accounting for special cases, where a leave type affects another leave balance.

Steps to Configure Special Leave Rules#

1. Login as Leave Admin
2. Go to: Leave Settings → Special Leave Rules
3. Click Add Rule or New Rule
4. Select the leave type for which the special rule will apply (e.g., Commuted Leave or Medical Leave)
5. Select employee cadres to assign the rule to (one by one)
6. Choose the leave type from which the balance will be deducted (e.g., Half-Pay Leave)
7. Specify the number of days to deduct (e.g., 2 days)
8. Set Status as Active
9. Click Save to apply the configuration

Result: When an employee applies for 1 day of Commuted Leave or Medical Leave, the system automatically deducts 2 days from the HPL balance. No manual adjustment is needed.

16. Custom Mail Template – Explanation and Steps#

Purpose: This setting allows the Leave Administrator to create customised email templates for different leave actions.

• Common actions include:
  • Leave Submission – Employee applies for leave
  • Leave Sanction – Leave is approved
  • Leave Rejoin – Employee rejoins after leave
  • Leave Cancellation – Leave is cancelled
• Helps ensure consistent and professional communication.
• Emails can include placeholders like Employee Name, Leave Type, Dates, Authority Name, etc., which the system automatically fills.

Steps to Configure Custom Mail Templates#

1. Navigate to: Leave Management → Configuration → Custom Mail Template
2. Click Add Template or New Template
3. Select Action Type:
   • Submit → when employee applies
   • Sanction → when leave is approved
   • Rejoin → when employee rejoins
   • Cancellation → when leave is cancelled
4. Design the Template:
   • Enter the Subject of the email
   • Enter the Email Body using placeholders like {Employee Name}, {Leave Type}, {Leave Dates}, {Authority Name}
   • Add any instructions or messages relevant to the action
5. Click Save and map the template to the respective action so the system sends it automatically

Result: The system automatically sends professional, pre-defined emails for all leave-related actions, reducing manual work and ensuring clear communication with employees.

17. Leave Cadre Mappings – Explanation and Steps#

Purpose: This setting allows the Leave Administrator to map leave application responsibilities based on employee designation or cadre.

• Helps in delegating leave processing efficiently:
  • For example, one admin handles teaching staff leave applications and another handles non-teaching staff.

Steps to Configure Leave Cadre Mapping#

1. Assign the leave_ou_desig_admin role to the person responsible for processing leave
2. Navigate to: Leave Management → Configuration → Leave Cadre Mapping
3. Map User to OU and Designation:
   • Select the user
   • Select the Organisational Unit (OU) they will handle
   • Select the designation or cadre they are responsible for
4. Click Save to apply the mapping
5. Verify: the user with the leave_ou_desig_admin role can now view and process leave applications only for the assigned OU/designation

18. Leave Action Mail Mapping#

Purpose: This setting allows the Leave Administrator to link specific email templates to specific leave actions, ensuring that the correct email is sent automatically whenever a leave action occurs.

• Examples of leave actions:
  • Submit Leave → Employee applies for leave
  • Sanction Leave → Leave is approved
  • Rejoin → Employee rejoins after leave
  • Cancel Leave → Leave is cancelled

Steps to Configure Leave Action Mail Mapping#

1. Login as Leave Admin
2. Navigate to: Leave Management → Configuration → Leave Action Mail Mapping
3. Select the leave action for which you want to map the email template (e.g., Submit, Sanction, Rejoin, Cancel)
4. From the list of custom mail templates, select the template to be used for that action
5. Click Save to apply the configuration
6. Verify: when the action occurs (e.g., leave is sanctioned), the system will automatically send the mapped email template

Result: Every leave action triggers the correct email automatically.

19. Leave Buffer#

Purpose: Leave Buffer acts as a virtual account to store excess leave beyond the maximum limit set for a particular leave type.

• Helps in:
  • Maintaining accurate leave balances
  • Allowing carry-forward leave management
  • Planning future leave deductions or adjustments
• Example:
  • Maximum Earned Leave (EL) = 300 days
  • Employee already has 300 EL
  • Any new credited EL (e.g., half-yearly accrual) goes into the Buffer instead of being lost, as per the configured credit cycle.

Steps to Configure Leave Buffer (Employee-wise)#

1. Navigate to: Leave Management → Configuration → Leave Buffer
2. Select the leave type for which buffer is to be applied (e.g., Earned Leave, Casual Leave)
3. Turn on the Leave Buffer for that leave type
4. Set the Maximum Accumulation Limit (ensure the leave rule already has this defined)
5. Click Save to activate the buffer account
6. Verify: check an employee’s leave ledger after crediting leaves; any leave exceeding the maximum limit will appear in the Buffer balance

Steps to Configure Leave Buffer in Bulk#

1. Login as Leave Admin
2. Navigate to: Leave Management → Configuration → Leave Buffer
3. Click on Import Buffer Balance
4. Prepare the Excel sheet with the required details for each employee:
   • Employee code
   • Leave Type (e.g., EL, CL)
   • Buffer Balance to be credited
   • Start Date & End Date (should match the leave credit cycle)
5. Click Upload to import the buffer balances into the system
6. After upload, both the employee and the leave admin can view the updated leave buffer balance in the system

Result: Employees retain excess leave without affecting the main leave balance. Admins can track and manage excess leaves efficiently.

20. Leave Buffer Logs#

Purpose: The Leave Buffer Logs help track all movements in an employee’s leave buffer account. It ensures transparency and easy tracking for both admins and employees.

What the Leave Buffer Logs Show:

1. Date of Transfer – The exact date when excess leave was moved into the buffer
2. Number of Days Transferred – Shows how many leave days were moved from the main leave account into the buffer
3. Source Leave Type – Indicates which leave type contributed to the buffer (e.g., Earned Leave)
4. Deduction from Buffer – Records any leave days deducted from the buffer (e.g., when an employee applies for leave and the system uses the buffer first)
5. Remarks / Reason

Who Can View the Logs:

• Leave Administrator: Can see all buffer transfers and deductions for all employees.
• Employee: Can see their own buffer balance only if the admin has enabled “Employee can see the buffer balance” = Yes.

21. Holidays (Leave) Group#

Purpose: Holidays Groups allow the Leave Administrator to define week-offs, holidays, and vacations for specific groups of employees.

• Helps in managing different holiday schedules for different employee groups, like teaching vs non-teaching staff, or different departments.
• The Flag option controls whether employees in the group follow standard holidays or a 7-day working schedule:
  • None: Holidays can be assigned to this group.
  • Not Applicable: No holidays for this group – employees work 7 days a week.

Steps to Create a Holidays Group#

1. Navigate to: Settings → Leave Group
2. Click Create Group
3. Fill in Group Details:
   • Group Name: Give a clear name (e.g., Teaching Staff, Non-Teaching Staff)
   • Description: Add a short description of the group
   • Status: Set as Active
   • Flag: Choose None or Not Applicable
4. Click Save to create the group

Map Holidays to the Group#

1. Navigate to: Settings → Holidays
2. Select the newly created group and map the holidays (e.g., national holidays, vacations) to this group

22. Employee Mapped to Group#

Purpose: This setting helps the Leave Administrator manage which employees are part of a Holidays Group, allowing admins to update group membership easily when employees join, leave, or change roles.

How It Works (Example):

• Holidays Group: Non-Teaching Staff
• Employees in Group: A, B, C
• Scenario: Employee C leaves the department or is no longer part of this group.
• Admin Action: Mark Employee C as Inactive using the Bulk Update Status button.
• Result: Employee C now follows normal week-off days configured under the Holidays section. Employees A and B continue to follow the group’s holidays and week-offs.

Steps to Manage Employees in a Holidays Group#

1. Navigate to: Settings → Employee Mapped to Group
2. View the list of employees currently assigned to the group
3. Select employees who are leaving the group or no longer applicable
4. Click Bulk Update Status and mark them as Inactive
5. Click Save to update employee group status

Result: Inactive employees follow normal week-off days. Active employees continue to follow group-specific holidays and week-offs. Makes holiday management accurate and easy.

Procedures#

To be followed by Leave Admin#

1. Login as Leave Admin to view the Leave dashboard.
2. Click on the Settings section to first configure the Leave-related details.
3. Configure holidays, leave, leave types, and authorities. Then configure the employee mapping with leaves and authorities.
4. To understand the process of configuring settings, refer to the Settings section.

To be followed by Employee#

1. Login as an Employee to request a leave application.
2. Go to the Employee Services section from the left side panel and click on the Apply Leave Application button.
3. To understand how to apply for leave, refer to the Leave Application section.

To be followed by Recommending Authority#

1. Login as Recommending Authority to recommend the leave of an employee.
2. Go to the Recommend Requests section from the left side panel.
3. To understand the process of how to recommend leave, refer to the Recommend Request section.

To be followed by Reviewing Authority#

1. Login as Reviewing Authority to review the leave of an employee.
2. Go to the Review Requests section from the left side panel.
3. To understand the process of how to review leave, refer to the Review Requests section.

To be followed by Sanctioning Authority#

1. Login as Sanctioning Authority to sanction the leave of an employee.
2. Go to the Sanction Requests section from the left side panel.
3. To understand the process of how to sanction leave, refer to the Sanction Requests section.

Introduction – LTC Management#

The Leave Travel Concession (LTC) module is a dedicated feature designed to streamline the management of travel entitlements for employees. It simplifies the process of applying for, approving, and tracking travel allowances in compliance with organisational policies.

User Roles Available for LTC Management#

There are 2 types of user roles available in the LTC Management:

• LTC Approval Authority: This role allows approving or rejecting LTC (Leave Travel Concession) applications and is specifically designated for administrative accounts.
• ltc_admin: This user is responsible for the configuration of the LTC settings and will also manage the LTC for the institution. This role is specifically designated for administrative accounts.

Configuration Steps#

This section provides the configuration settings necessary for the proper functioning of the Leave Travel Concession (LTC) module. Only the admin of the Leave Module has the privilege to view and access these configurations.

To ensure the LTC module operates seamlessly within the organisation’s leave process, the admin must configure the following settings:

1. LTC Configuration
2. Leave LTC Block Period Settings
3. Leave LTC Approval Settings
4. LTC Allowed Country Settings
5. LTC Allowed Home Town Settings
6. LTC Allowed Mode of Travel
7. LTC Mail Settings

LTC Configuration#

Under the LTC Configuration section, the ltc_admin needs to configure the following:

• Minimum service required for LTC (in days): Defines the minimum service duration required for an employee to be eligible for LTC, ensuring that only employees who have served for a specified period can avail LTC benefits.

• Minimum Earned Leave Required for Earned Leave Encashment: Defines the minimum earned leave balance required for an employee to avail LTC encashment.

• Maximum number of earned leaves that can be encashed: Defines the maximum number of earned leaves an employee can encash at a time.

• Maximum number of days in which advance amount needs to be returned (in case LTC is cancelled): Configures the number of days within which an employee is required to return the advance amount if the LTC is cancelled.

• Number of days before outward journey LTC (Advance) can be applied: Configures the number of days before the outward journey when employees can apply for the advance.

• Display Block Period According to Service Period: When enabled, the system will display a block period that aligns with the employee’s length of service. This setting also affects the block period settings being created.

• Pay Advance Amount Percent: Defines the percentage of the total amount that employees can take as an advance while applying for LTC.

• Advance Amount to be Disbursed After Uploads: When enabled, the advance amount is disbursed immediately after the required documents are uploaded, ensuring a seamless and automated disbursement process.

• Cancellation Request: The leave admin/LTC admin can configure the cancellation request authority as per the dropdown: Default Authority, First Authority, or Last Authority.

• Supporting Document Required: If the admin wants to require supporting documents during the LTC application process, they need to select the checkbox, making it mandatory for employees to upload the necessary documents.

• Mask Employee Personal Details (Mobile and Email): If institutions want to display personal details such as mobile numbers and employee email addresses in the LTC section, the admin must select the checkbox.

• Allow Claim After Sanction: If the institution wants the employee to apply for the claim bill only when the LTC application has been sanctioned, they need to select the checkbox.

• Separate Advance Amount from Claim: Allows the user to submit advance documents only once; in the claim section, they can upload amounts other than the advance amount.

• Auto Calculate Financial Year: If the institution does not want the acting authority to select the financial year for bill creation, they can enable this setting.

• Round Off the EL Encashment Calculated Value: If the institution wants to fetch only the EL Encashment amount after rounding off the value, they can enable this.

• Enable Claim Hierarchy Workflow: If the institution wants the claim amount approval to follow a hierarchy before generating the bill in the employee bill section.

• Amount Verification Authority: If the institution wants a specific authority type to have permission to modify the amount (EL Encashment Amount or Claim Amount), they can select that authority.

• Vacation Leave Applied: When enabled, employees will be allowed to avail LTC without applying for regular leave. The LTC can be availed exclusively during the approved vacation period, and only vacation leave will be considered.

• EL Encashment Count Enable: When enabled, employees will be permitted to manually enter or modify the Earned Leave (EL) encashment count while applying for LTC. When disabled, the EL encashment field will remain locked and restricted to the maximum number of EL days allowed as per policy.

Leave LTC Block Period Settings#

In this section, the leave admin can define the LTC Block period by clicking the Add button and filling in the required details:

• Block period for
• From Date
• To Date
• Status
• Applied for

After filling out all the details, the admin needs to click on the Create button.

Leave LTC Approval Settings#

In this setting, the admin can define the approval hierarchy for both LTC and Earned Leave (EL) encashment processes. This configuration ensures that all applications go through the appropriate recommending, reviewing, and sanctioning authorities.

LTC Allowed Country Settings#

In this section, the leave admin can define which countries are allowed for LTC. To configure this setting, the leave admin needs to click on the Allow Country button, select the country name from the dropdown menu, and click on the Allow button.

LTC Allowed Home Town Settings#

In this section, the leave admin can define which places are allowed for Home Town LTC. To configure this, the admin needs to click on the Allow Home Town button, enter the place, and click on the Allow button.

LTC Allowed Mode of Travel#

In this section, the leave admin can define which travel modes are applicable to employees (e.g., train, air, bus, taxi). To configure this setting, the admin needs to click on the Add New Mode button, enter the name of the travel mode, and select the status as Active.

Leave Application Steps – Employee#

Features: The employee can perform the following actions through their account:

• My Application: The employee can see all their past leave applications.
• Leave Application: Employees can apply for a new leave application.
• Leave Account: Employees can see leaves assigned to their accounts by the leave administrator.
• Leave Ledger: Employees can see their leave ledger as debit or credit (consumption of leaves).
• Station Leave Information: Employees share their out-of-station leave details.

Steps for a New Leave Application#

1. Login to the Samarth Portal
2. Launch the Leave Management Module
3. Click on the Apply for Leave Application button
4. Fill in the details accordingly and click the Submit button

LTC Application Steps – Employee#

Note: Employees must first apply for leave and obtain approval for the regular leave that is applicable for LTC. Only after the leave is sanctioned can they proceed to apply for LTC through the portal.

Steps for Applying LTC#

Step 1#

Log in to the portal and navigate to the LTC (Leave Travel Concession) section. Click on the LTC option.

Step 2#

Click on the Apply for Leave Travel Concession (LTC) button.

Step 3#

Fill in the Apply New Leave Travel Concession (LTC) form with the following details:

• Applying For: Select one option from the dropdown: Only Self / Family / Self with Family
• Type: Select the LTC type from the dropdown: HT (Home Town Travel) / All India Travel
• Block Period: Select the applicable LTC block period
• From Date & To Date: Select the start and end dates for the LTC period
• Select Leave Application: Choose the leave application from the dropdown list. Only sanctioned leave applications will be displayed.
• Travel Destination Details: Select the Country, State, and City, and enter the complete destination address
• Advance Amount Required:
  • Select Yes to request an advance, upload the required documents, and enter the amount
  • Select No if no advance is required
• Reporting Manager: Select the reporting/approving authority from the dropdown list
• Earned Leave Encashment: Select Yes or No as applicable
• Spouse Employment Details: Indicate whether the spouse is employed and, if yes, whether entitled to LTC
• Grace Period LTC: Select whether you are applying for entitled LTC under the grace period
• Supporting Documents: Upload the required supporting documents

Step 4#

Review all entered details and submit the LTC application for approval.

Steps to Access the LTC Application#

Navigate to the Leave Module section and click on the LTC option under the All Applications section. The following sections will be visible:

• LTC Details
• Leave Application Details
• Employee Details
• Travel Details
• LTC Logs
• Earned Leave Encashment
• Advance Amount Approval Details

LTC Details#

In the LTC Details section, both the employee and the concerned authority can view comprehensive information about the LTC application, including the destination and details submitted by the employee, and the approval hierarchy showing the authorities responsible for reviewing and approving the application.

Leave Application Details#

In the Leave Application section, both the employee and the concerned authority can view the following details:

• The leave period (from date to date)
• The total number of days applied
• The current status of the leave application (e.g., Pending, Approved, Rejected)

Employee Details#

In the Employee Details section, both the employee and the concerned authority can view the following information:

• Name of the employee
• Date of superannuation
• Basic pay
• Date of joining
• Level ID
• Email ID
• Mobile Number

Additionally, the recent 5 leave application details are also available for review in this section.

Travel Details#

In this section, the employee can add travel details using the Add Travel button, and the concerned authority can view the details accordingly.

LTC Logs#

In the LTC Logs section, both the employee and the concerned authority can view the complete log history of the LTC application.

Earned Leave Encashment#

In this section, both the employees and the concerned authority can view the approval hierarchy for Earned Leave (EL) encashment. Employees can also see the actions taken by the authority on the encashment application, along with any remarks provided.

Advance Amount Approval Details#

Under this section, the employee can view recent activity of the leave application details, such as when the bill was forwarded to the finance section, and can also download a copy of the LTC bill details.

Leave Biometric Attendance Configuration#

This section provides the configuration settings necessary for the proper functioning of the leave attendance biometric system. Only the admin of the Leave Module has the privilege to view and access these configurations.

The leave module administrator needs to configure the below-mentioned items under the Leave Configuration Setting:

• Enable Attendance Feature
• Total Working Hours
• Set Lunch Timing
• Set In Timing Relaxation
• Set Out Timing Relaxation
• Mapping of Attendance
• Import Attendance
• Export Attendance

Enable Attendance Feature: If the admin wishes to enable the attendance feature, they must select the option marked as “Yes”.

Total Working Hours: The leave admin must define the total working hours applicable to the institution for its employees.

Set Lunch Timing: Define lunch start and end times for employees.

Set In Timing Relaxation: Configure in-time prefix and in-time suffix to allow relaxation for employees' in-time.

Set Out Timing Relaxation: Configure out-time prefix and out-time suffix to allow relaxation for employees' out-time.

Mapping of Attendance: The leave admin must map the employee ID with the attendance ID and set the status to Active.

Steps for Mapping Attendance:

1. Navigate to the “Mapping of Attendance” section in the portal
2. Click on Import Leave Attendance Mapping
3. Download the provided template for mapping employee IDs with attendance IDs
4. Open the Excel sheet and fill in the employee ID and corresponding attendance ID
5. Locate the completed Excel file on your system
6. Click the Upload File button to import the attendance mapping into the system

Import the Attendance:

1. Navigate to the attendance section in the system
2. Click on the Import Attendance option
3. Download the Excel template for attendance import
4. Enter the attendance data in the downloaded template, ensuring it matches the required format
5. Select the completed file from your system
6. Click the Upload button to import the attendance data
7. Verify that the imported data is correct by checking the attendance records

Export Attendance:

• The leave admin can export attendance data after importing it.
• The admin also has the option to generate a PDF version of employee attendance records for reporting or auditing purposes.

From the employee login: The employee can also view their attendance from their login and generate a PDF version of it. This feature becomes available once the admin has imported the attendance data.

How-to Documents for Leave Management Module#

How to Add Buffer Leave Balance from the Leave Admin Side#

Please follow the steps below to add a buffer leave balance:

1. Log in as Leave Admin
2. Navigate to Leave Settings
3. Go to the Leave Buffer setting
4. Click on the Import Buffer Balance button
5. Click on the Download Excel Format button
6. Fill in the required details in the Excel sheet
7. Ensure you mention the start date and end date as per the credit cycle defined in the relevant leave rule
8. Upload the completed Excel file
9. Click on the Submit button to complete the process

How the Leave Admin Can Update the Start Date and End Date in Bulk (Under Leave Account Section)#

Steps to Follow:

1. Log in as Leave Admin
2. Go to Leave Setting → Leave Account
3. Click on the Leave Account button
4. Select the checkboxes on the left side for the records you want to update
5. Click on the Bulk Edit Start/End Date button
6. Then click on the Selected button
7. Enter the start date and end date along with a remark
8. Click on the Send button to update the records

Note: Start and End Dates should match the credit cycle as per the Leave Rule. Only 20 records can be updated at a time. If you need to update more, go to the next page and repeat the process.

How the Leave Admin Can Debit/Credit Leave Balance in Bulk#

Steps to Follow:

1. Log in as Leave Administrator
2. Go to Leave Setting → Leave Account
3. Click on the Leave Account section
4. Click on the Bulk Edit button
5. Click on the Download Excel Format button
6. Fill in the required details in the Excel sheet:
   • Specify the action as either CREDIT or DEBIT under the respective column
   • Mention the start date and end date for the leave
7. Upload the filled Excel file back into the system
8. Click on the Submit button

Note: Start and End Dates should match the credit cycle as per the Leave Rule.

How the Leave Admin Can Credit or Debit Leave Balance for a Particular Employee#

Steps to Follow:

1. Log in as Leave Admin
2. Go to Leave Settings
3. Click on Leave Account
4. Locate the particular employee and click on the Action button
5. Click on the Update button
6. Select the appropriate event type (CREDIT or DEBIT)
7. Mention the leave count (number of days)
8. Enter the Start Date and End Date according to the credit cycle of that particular leave
9. Enter the reason for the action
10. Click on the Save button

Refer to the Leave Rule for correct dates.

What is the Meaning of Buffer in Leave Management?#

The buffer is an additional leave balance account that holds excess leaves beyond the maximum accumulation limit set in the leave rule.

How to Enable the Buffer#

To enable the buffer, the leave admin needs to:

1. Go to the leave rule settings
2. Select the particular leave type (e.g., Earned Leave)
3. Set the Buffer Required option to Yes

Example for Better Understanding#

• Suppose the maximum accumulation limit for earned leave is set as 300 days.
• The credit cycle is configured to credit 15 days every six months.

If an employee already has 300 days in their leave account:

• The system will not add new credits to the regular earned leave account.
• Instead, it will move the newly credited leaves to the buffer account.

Leave Deduction Scenario:

• If the employee applies for 10 days of leave → The system will deduct all 10 days from the buffer account.
• If the employee applies for 20 days of leave → The system will first deduct 15 days from the buffer account; the remaining 5 days will be deducted from the regular earned leave account.

How Can an Employee Check the Buffer Leave Balance?#

If employees are unable to see their buffer leave balance, the leave admin needs to configure the settings to make it visible.

Steps for Leave Admin to Enable Buffer Balance Visibility:

1. Log in as Leave Admin
2. Go to Leave Configuration
3. Find the option “Employee can see the buffer balance”
4. Set this option to Yes
5. Save the configuration

Once this setting is enabled, employees will be able to view their buffer leave balance from their employee login portal.

Authority Not Visible While Defining for a Particular Employee#

If an authority is not visible while defining it for a specific employee, please follow the steps below:

1. The core administrator needs to create the administrative account for the authorities that are not appearing under Settings → Leave Account.
2. Once the account is created, the leave administrator should go to Leave Setting → Authorities and assign the authority accordingly.
3. After assigning the authority, it is mandatory to perform a cache flush.
4. Once the cache is cleared, the authority will become visible under Setting Number 5.

How an Employee Can Rejoin Early (Rejoin Functionality)#

To allow employees to join early from their approved leave, follow the steps below:

1. The Leave Administrator must configure the Leave Rule by:
   • Setting Rejoin Required to Yes
   • Setting Rejoin Approval Required to Yes
   • Assigning the approval authority for rejoin applications

Example: If an employee has applied for 10 days of leave but wants to rejoin on the 8th day, the employee can click on the Rejoin button in their leave application.

1. Based on the rule configuration, the rejoin request will be routed to the assigned authority for approval.
2. Once the rejoin request is approved, the remaining unutilised leave balance will be automatically reverted to the employee’s account by the system.

Sanctioning Authority Unable to Approve Leave Due to Incorrect Start/End Date#

If the sanctioning authority is unable to approve a leave request due to an incorrect start date or end date in the employee’s leave account, the leave administrator needs to verify and update the dates for the specific leave type.

Steps to Correct the End Date:

1. Log in as Leave Administrator
2. Go to Leave Settings → Leave Account
3. Search/filter for the employee and select the relevant leave type
4. Locate the leave details for the relevant year
5. Click the Update button for that year
6. In the pop-up:
   • Enter 0 in the credit field (this will not affect the balance)
   • Select the correct end date as per the configured leave credit cycle
   • Mention the reason for the update
   • Click the Update button to save the changes

Meaning of Holiday Deduction and Week-Off Deduction (Yes/No)#

In the Leave Configuration, the Holiday Deduction and Week-Off Deduction settings determine whether holidays and weekly offs are included in the employee’s leave count.

If the Leave Admin selects:

• Yes – Holidays and weekly offs will NOT be counted in the employee’s leave application.
• No – Holidays and weekly offs will be included in the total leave days deducted from the employee’s account.

Example: An employee applies for earned leave from Friday to Monday (4 calendar days, including Saturday and Sunday as week-offs):

• If “Week-Off Deduction” is set to No → The system will deduct 4 days of leave from the employee’s balance.
• If “Week-Off Deduction” is set to Yes (e.g., for Casual Leave) → The system will only count Friday and Monday and deduct 2 days of leave.

Note: All holidays and weekly offs must be added under the Holiday section (Leave Setting 10) for proper functionality.

What is the Meaning of the Combination Rule?#

In the Combination Section of the leave configuration, the leave admin can select which leave types can be combined with the current leave type.

Example: While configuring Casual Leave (CL), if the Leave Admin selects Restricted Holidays (RH) and Special Casual Leave (SCL) as allowed combinations:

• An employee applies for Casual Leave (CL) and later wants to extend it using another type of leave.
• The system will only allow the extension using the leave types permitted in the combination rule for CL.
• If Earned Leave (EL) was not included in the combination rule, the employee cannot apply EL immediately after CL.

What is Cancellation Request Authority?#

Cancellation Request Authority refers to the person or role responsible for approving a leave cancellation request raised by an employee. The leave administrator can configure this while setting up the leave rule by selecting one of the following options:

• Default Authority: The cancellation request will be sent to the authority who performed the last action (e.g., sanction/recommend) on the original leave application.
• First Authority: The cancellation request will be sent to the first-level authority assigned to the employee (usually the recommender).
• Last Authority: The cancellation request will go to the last-level authority, typically the sanctioning authority.

Example Scenario:

1. An employee applied for leave, and it was first recommended by Authority A and then sanctioned by Authority B.
2. If the Cancellation Request Authority is set to:
   • Default Authority → the request will go to Authority B (who did the last action)
   • First Authority → the request will go to Authority A
   • Last Authority → the request will go to Authority B (sanctioning authority)

How the Leave Admin Can Export the Leave Balance#

1. Log in as Leave Administrator
2. Navigate to Leave Setting → Leave Account
3. If you want to export the balance year-wise, specify the desired year
4. Click on the Export button
5. Select the format in which you want to export the leave balance

How the Leave Admin Can Export the Leave Ledger Details#

1. Log in as Leave Administrator
2. Go to the Leave Ledger section
3. Click on the Action button against the desired leave ledger
4. Click on the Export button
5. Select the format in which you want to export the leave ledger details

How to Update the Employee Leave Mapping Status#

1. Log in as Leave Admin
2. Go to Leave Setting → Employee Leave Mapping
3. You will see the list of all mapped leave details
4. To activate or deactivate a mapping, click on the Update Status button
5. Select the desired status (Active or Inactive) and confirm the action

Note: If the status is marked as Inactive, the employee will not be able to apply for the corresponding leave.

Import Holidays#

In the Import Holidays section, the Leave Admin can import the leave balance in bulk. If any correction is required in the leave balance, please go to the Leave Account section and use the Bulk Edit option to debit or credit the leave balance as needed.

What are Special Leave Rules?#

Under the Special Leave Rule, the Leave Admin can configure the system so that when an employee applies for Commuted Leave, the balance will be deducted from the Half Pay Leave.

Steps to Configure the Special Leave Rule:

1. Log in as Leave Admin
2. Go to the Leave Setting section for Special Leave Rules
3. Click on the Add New Rule button
4. Select the leave type as Commuted Leave
5. Select the Cadre as Teaching, Non-Teaching, or Academic Others
6. Under the Leave to Consider option, select Half Pay Leave
7. Mention the Required Days as per the rule
8. Set the Status to Active
9. Save the rule

What is the Meaning of Employee Week-Off?#

In the Employee Week-Off section, the Leave Admin can define week-offs on an employee-wise basis.

For example: If the default week-offs (configured under the Holidays section) are Saturday and Sunday, these will be applicable to all employees by default. However, if certain employees have different week-offs, the leave admin can assign custom week-offs individually using the employee week-off configuration. In such cases, the system will consider the customised week-offs assigned to the employee and treat Saturday and Sunday as working days for them, unless they are marked as holidays separately.

Warning: Leave Action Mail Is Not Mapped with the Template for the Employee#

If the system shows this warning during leave application submission or when an authority is taking action on a leave request, it means that the leave action mail template has not been configured or mapped properly.

To resolve this issue, the leave admin must:

1. Go to the Leave Action Mail Mapping section
2. Configure the required email templates
3. Map each template to the appropriate leave actions (e.g., Apply, Approve, Reject, Cancel, Rejoin, etc.)

Once the templates are correctly mapped, the warning will disappear and the system will send email notifications to both the employee and the authority as per the configured actions.

Meaning of All Processed Requests#

“All Processed Requests” refers to leave applications on which an authority has already taken some action—such as approval, rejection, or forwarding. This section allows the authority to view the details of all leave requests they have acted upon.

For example, if an approving authority has processed several leave applications, they can review those specific applications under the All Processed Requests section. It helps track how many and which leave applications have been processed.

How the Leave Admin Can Enable the Compensatory Leave Requests Provision on the Employee Side#

A compensatory leave request allows an employee who has worked on a holiday to request compensatory leave. The request can be raised by the employee through their login. Once the request is approved and the compensatory leave balance is credited by the authority, the employee will be able to apply for compensatory leave through the system.

Steps to Enable Compensatory Leave in the System:

1. Enable Configuration in Leave Settings:

• Navigate to Leave Configuration Settings (leave configuration) and ensure the option “Leave Overtime Allowed” is checked (enabled).

2. Configure the Approving Authority:

Define who will approve the compensatory leave requests submitted by employees. The system provides the following options:

• Default Authority: The request will be sent to the authority who last acted on the original leave application.
• First Authority: The request will be sent to the first-level authority assigned to the employee, typically the recommending authority.
• Last Authority: The request will be sent to the last-level authority, generally the sanctioning authority.

Note: The system will follow the defined authority while creating the hierarchy for compensatory leave at the time of setting up the employee-wise hierarchy under Leave Setting → Assign Authorities to Employees.

How to Add Clarifications or Notes to Leave Requests as an Authority#

Authorities such as the recommending, reviewing, or sanctioning authority can add a note/comment on a particular leave application by following the steps below:

1. Log in as the respective authority in the Leave Module
2. Open the specific leave application on which you want to make a note
3. Scroll down to the bottom of the application and click on the Notes section
4. Go to the Clarification/Discussion section and click on it
5. Enter the summary/note and select the authority or employee to whom you want to forward the note
6. Mention the required action and upload any documents if needed
7. Click the Add Note button

Once submitted, the selected authority or employee will receive the note for their action or response.

How Can the Leave Admin Approve the Cancellation Request Submitted by the Employee?#

If the Leave Admin wants to approve a leave cancellation request submitted by an employee, they need to ensure that the Leave Configuration setting “Leave Admin Can Approve Requested Cancel Application” is configured correctly.

To do this:

1. Go to the Leave Configuration setting
2. Set the option to Yes

Once this setting is enabled, the Leave Admin will be able to approve cancellation requests submitted by employees.

How Can the Leave Admin Upload Documents for a Particular Leave Rule?#

Functionality Overview: This allows the Leave Administrator to attach specific documents (such as leave policies, medical certificate formats, or other related forms) directly to a leave rule within the system. Once uploaded, employees can view and download these documents when applying for leave.

Steps:

1. Log in as Leave Admin
2. Navigate to Leave Settings
3. Click on the Leave Rule section
4. Update the specific leave rule for which you want to upload the document/form
5. Scroll down and upload the supporting documents (e.g., leave rule or other documents)
6. Go to the Download section to verify the uploaded file
7. Click on the Update button to save the changes

Once completed, employees will be able to view and download the documents while applying for leave.

Assigning Duties to Employees (Date-wise)#

Employees can assign duties to another employee only after the Assign Duties provision is enabled by the Leave Administrator.

Steps for the Administrator to Enable This Provision:

1. Log in as Leave Administrator
2. Go to Leave Settings
3. Open Setting → Leave Configuration
4. Check the option “Assign Duties Required”
5. Save the configuration

Once enabled, employees will be able to assign duties to other employees on a date-wise basis while applying for leave.

FAQs#

Q1: Is there any option to import bulk leave? Yes. The leave admin needs to click on the Bulk Import Leave option, download the format, fill in the leave balance, and upload it to the portal.

Q2: How many leave types can be managed by Samarth? All types of leave can be managed by Samarth.

Q3: What is the meaning of authority? Authority means the admin can set the sanction, review, and recommend roles to higher designations.

Q4: Is there any option to update a particular leave account? Yes. The admin needs to click on the Leave Account button, select the employee, and update the leave account.

Q5: Is there any leave linking with the payroll system? There is no leave linking with the payroll system.

Q6: Is there any linking between employee management and CCL Leave? There is no linkage between the Employee Management module and CCL Leave.

Q7: Is there any option to manage the leave assigned duties required (Yes/No)? Yes. This option is available in the Leave Configuration settings; the admin needs to click on the checkbox.

Q8: Is there any facility available to send leave information by mail? Yes. This option is available at the time of leave type configuration; the admin needs to select it.

Q9: Is there any option for the admin to see how many employees are out of station on leave? Yes. This option is available in the Leave module.

Q10: Who is the leave admin? It depends entirely on the university.

Q11: Is there a facility where, when an employee applies for leave and selects the date from the calendar, gazetted holidays are displayed at the time of application? This facility is not available.

Q12: Can we select multiple positions at once to assign authorities? Yes. There is a provision to select multiple positions at once to assign authorities.

Q13: Is there any provision where, if HR configures leave for a session, contractual employees can view this leave? No. These leaves are only for permanent employees. For contractual employees, new leave types must be configured separately.

Q14: Is there any provision for an employee who has only 10 HPL but wants 2 more days? Yes. The Combination option is available in the portal. The employee can take 2 extra days using Earned Leave (EL).

Q15: Is there any provision where, if the university configures Commuted Leave and HPL, and an employee applies for Commuted Leave, the system automatically calculates the HPL deduction? Yes. This feature is already built into the system. If an employee applies for Commuted Leave, the portal automatically calculates the corresponding HPL deduction.

Q16: Is there any provision for the extension of leave? Yes. This feature is available in the system. The admin needs to configure the leave extension setting to Yes or No.

Q17: Is there an early joining option available? Yes. This option is available in the leave settings. The admin needs to select Yes or No.

Q18: Is there a campus-wise role available? Yes. That is the leave_ou_admin role.

Q19: Is there any auto-approval system? Yes. This feature is available under the configuration of the leave rule.

Q20: Is there any option for authority-based count of leave? Yes. This option is available and the admin can configure the setting.

Q21: Is there any option for employees to apply for backdated leave? Yes. The leave admin can configure this under the leave configuration setting: “Can employees apply for backdated leave – Yes or No”.

Q22: Can the admin generate an attendance report? Yes. Administrators can generate the attendance report.

Q23: Can the admin set holidays in bulk mode? Yes. Admins can import the holidays list through an Excel sheet.

Q24: Can we add compensatory leave? Yes. Under the leave setting, admins can add compensatory leave.

Q25: Can we assign leave authority in bulk mode? Yes. The admin can assign authority in bulk mode.

Q26: Can we make the document uploading field mandatory while applying for leave? Yes. While creating the leave rule, the leave_admin can make the upload field mandatory.

Q27: Will the employee be able to cancel their leave after the leave is sanctioned? Yes. If the leave admin has enabled the cancellation provision after sanctioning the leave in the leave rule setting, then the employee will be able to cancel the leave after sanction.

Q28: Can we define multiple reviewing leave authorities for an employee? Yes. The leave_admin can assign multiple reviewing authorities to an employee in the Assign Authorities to Employees setting.

Q29: How many types of settings are available in the leave management module? There are 18 types of settings available in the leave management module.

Q30: Can we define multiple authorities for the same user? Yes.

Q31: Who can update the leave rule? The leave admin can update the leave rule.

Q32: Can we map leave in bulk using an Excel sheet? Yes. The leave admin needs to download the Excel format from the Employee Leave Mapping section, fill in the details correctly, and upload it to the portal.

Q33: Can we export the leave balance of all employees? Yes. The leave admin can export all employee leave balances through the Leave Account setting option.

Q34: Can we debit/credit the leave balance of an individual employee? Yes. The leave admin can debit/credit the leave balance for an individual employee through the Update button under the Leave Account setting.

Q35: Can we export the leave ledger details? Yes. The leave admin can export leave ledger details through the Leave Ledger setting option.

Q36: Can we import the holidays list using an Excel sheet? Yes. The leave admin can import the holidays list through an Excel sheet under the Leave Setting → Holidays.

Q37: Can an employee delete a saved/draft leave application? Yes. The admin needs to enable this provision under the master leave configuration setting and select Yes.

Q38: Is there any option for the admin to change the leave timing? Yes. The leave admin can change the timing through the master leave configuration setting.

Q39: Is there any possibility to credit leave for retired employees? No. If the employee profile status is marked as Inactive, the system will not credit leave to the employee’s account.

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