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.

Types of Settings and Functions#

1. Leave Types#

The Leave Types section enables the Leave Admin to create and manage different types of leave available to employees, such as Casual Leave, Earned Leave, Half-Pay Leave, Maternity Leave, Paternity Leave, Child Care Leave, etc.

Settings#

The Settings section is used to configure the master details of each leave type.

Leave Type Details#

Operations#

The Operations section allows the Leave Admin to manage leave types.

• Add a new leave type using the Add Leave button.
• Edit or update the details of an existing leave type.
• Activate or deactivate a leave type based on the organization’s leave policy.

User Service#

The User Service section describes how the Leave Type configuration affects end users.

• Employees can view only the leave types that are Active.
• Leave applications are validated based on the configured leave type.
• LTC eligibility is determined according to the LTC Applicable setting.
• If enabled, a sanction letter is automatically generated after leave approval.

2. Authorities#

The Authorities section is used to configure the approval hierarchy for leave management. It enables the Leave Administrator to create different approval authorities that are later assigned to employees as part of the leave approval workflow.

Settings#

The Setting section is used to configure the authority hierarchy for leave approval. It allows the leave administrator to define how leave applications will move through different approval levels.

Note: The configured authorities become available for employee mapping in the Authority Mapping section. Leave applications will follow the configured workflow during approval.

Types of Authorities#

Operations#

The Operations section enables the Leave Administrator to manage approval authorities.

• Create new approval authorities.
• Configure different authority levels.
• Update or modify existing authority details.
• Define up to 10 levels of Reviewing Authorities.
• Prepare authorities for employee mapping in the approval workflow.

User Service#

The User Service section explains how authority configuration is utilized during leave processing.

• Employees submit leave requests through the portal.
• The leave application is routed according to the configured approval hierarchy.
• Each authority receives the application based on its assigned role.
• Recommending, Reviewing, and Sanction Authorities can approve, reject, or forward the application according to the configured workflow.
• Employees can track the approval status of their leave application at each stage.

3. Leave Rules#

The Leave Rules section is used to define the behavior, eligibility, approval workflow, notifications, and leave policies for each leave type. Before creating a leave rule, the corresponding leave type must already be configured under Leave Types.

Settings#

The Configuration section is used to configure the complete policy and behavior of a leave type.

Basic Leave Rule Configuration#

Step 1: Credit Rule#

This section defines how and when leave is credited to employee leave accounts.

Credit Rule Configuration#

• Enable Credit Rule.
• Enter the number of leaves to be credited.
• Select the credit cycle:
  • Monthly
  • Yearly
  • Half-Yearly
  • Other configured cycles
• Select when leave credit should begin:
  • From Date of Joining
  • From Start of the Year
  • From a Specific Month
• Select applicable employee category:
  • Teaching
  • Non-Teaching
  • Academic Others
• Select applicable designation.
• Select the applicable university year.

Leave is automatically credited to eligible employees according to the configured rule.

Step 2: Limit Rule#

This section defines leave balance limits and leave usage restrictions.

Leave Usage Limits#

Configure:

• Leave validity period:
  • One Year
  • Entire Service
  • One Month
  • Six Months
• Maximum leave allowed in a single application.
• Whether carry forward is permitted.
• Maximum accumulation limit if carry forward is enabled.
• Maximum number of times the leave can be availed within the configured period.
• Select NA if no limit is required.
• Cancellation permission:
  • Before Sanction
  • After Sanction
• Number of days before/after sanction within which cancellation is allowed.

Combination Rule#

Select the leave types that can be combined with the current leave before or after the leave period.

Step 3: Approval Mechanism#

This section defines the approval hierarchy for leave applications.

Approval Based on Leave Duration#

Configure:

• Enable authority based on leave count (optional).
• Define leave duration ranges.

Example:

Default Authorities#

Configure default authorities to be used when employee-wise authority mapping is unavailable.

• Default Sanction Authority
• Default Recommending Authority
• Default Reviewing Authority
• Additional Reviewing Authorities (if applicable)

Note: Employee-specific approval hierarchy can be configured under Assign Authority to Employee.

Step 4: Notification Mechanism#

Configure notification recipients for every stage of the leave workflow.

Notifications can be enabled for:

• Leave Submission
• Leave Recommendation
• Leave Review
• Leave Sanction
• Leave Cancellation
• Rejoining After Leave

Recipients may include:

• Leave Admin
• Recommending Authority
• Reviewing Authority
• Sanction Authority
• User
• Reporting Manager

All concerned stakeholders receive notifications automatically during each stage of the leave workflow.

Step 5: Upload Supporting Documents#

Upload documents related to the leave type, such as:

• Leave Rules
• Guidelines
• Formats
• Circulars
• Supporting Documents

Employees can download these documents while submitting leave applications.

Operations#

The Operations section enables the Leave Administrator to create, configure, and manage leave rules.

• Open Leave Rule Settings using the ⚙️ (Gear) icon.
• Click Add New Leave Rule.
• Configure all leave rule settings.
• Define Credit Rules.
• Configure Limit Rules.
• Configure Approval Mechanism.
• Configure Notification Mechanism.
• Upload supporting documents.
• Enable or disable leave rules.
• Modify existing leave rules whenever required.
• Activate or deactivate leave rules according to institutional policies.

Manual Leave Credit (If Auto Credit Fails)#

If leave is not credited automatically, the Leave Administrator can manually execute the leave credit process.

Before Credit#

Verify:

• Leave Start Date
• Leave End Date
• Credit Cycle Configuration

Steps#

1. Login as Leave Admin.
2. Navigate to Leave Settings → Leave Rule.
3. Click Credit Leave According to Leave Rule.
4. Select the Leave Type.
5. Select the Applicable Date.
6. Enter Remarks.
7. Click Export to execute the credit process.

After Credit#

Verify the updated balance under:

• Leave Account
• Leave Ledger

Result The leave balance is successfully updated in the system.

User Service#

The configured leave rule directly affects employee leave applications and approval workflows.

Employees can:

• Apply only for leave types configured in the system.
• Apply for half-day leave where permitted.
• Upload mandatory supporting documents during leave application.
• Download leave guidelines and supporting documents uploaded by the administrator.
• Submit rejoining requests after leave (if required).
• Submit cancellation requests according to the configured policy.
• Receive notifications at every stage of the leave approval process.
• View automatically credited leave balances in the Leave Account.
• Track leave transactions through the Leave Ledger.

4. Employee Leave Mapping#

The Employee Leave Mapping section is used to assign eligible leave types to employees. The Leave Administrator can map leaves individually or in bulk using the portal or Excel import.

Settings#

The Settings section defines the employee leave mapping configuration.

Leave Mapping Configuration#

Employee leave mapping is performed in three steps:

Step 1: Select Employees#

• View the list of available employees.
• Select the required employee(s) using the checkbox.
• Click the Bulk Assign button.

Step 2: Select Leave Types#

• Select one or more leave types from the dropdown.
• Click Apply

Step 3: Check Eligibility#

The system displays a preview before mapping.

Review the Eligible column:

Note: Remove all ineligible employees before proceeding with the mapping.

Operations#

The Operations section allows the Leave Administrator to perform employee leave mapping and related administrative actions.

Individual/Bulk Leave Mapping#

• Select employees.
• Assign one or more leave types.
• Validate employee eligibility.
• Complete leave mapping.

Bulk Leave Mapping Using Excel#

This feature allows multiple employees to be mapped simultaneously.

Steps#

1. Click Bulk Mapping Leave to Employee.
2. Download the Excel template.
3. Mark Yes against the applicable leave type for each employee.
4. Save the updated Excel file.
5. Upload the Excel file.
6. The system processes the uploaded data.

Multiple employee leave mappings are created or updated in a single operation.

Export Employee Leave Mapping#

The Leave Administrator can export employee leave mapping details.

Benefits#

• View leave mapping for all employees.
• Verify assigned leave types.
• Support audit and compliance activities.
• Generate administrative reports.
• Share mapping details with higher authorities.

Bulk Authority Update#

The Leave Administrator can update approval authorities in bulk.

Available Options#

• Update Selected Authorities
• Update All Filtered Authorities

Steps#

1. Select the required option.
2. Apply filters if necessary.
3. Click Update Status.

Copy Authority from One Employee to Another#

This feature is useful when multiple employees share the same leave approval hierarchy.

Steps#

1. Select the target employee.
2. Click Copy From Employee.
3. Select the source employee.
4. Select the leave type.
5. Click Copy Authority.

User Service#

The configured employee leave mapping enables employees to access the leave types assigned to them.

Employees can:

• View assigned leave types while submitting leave applications.
• Apply only for leave types mapped to their account.
• Submit leave requests based on configured eligibility.
• Follow the approval workflow configured for their mapped leave types.
• Receive leave services according to the mapped leave configuration.

5. Assign Authorities to Employees#

The Assign Authorities to Employees section is used to assign employee-specific approval authorities for leave applications. This allows the Leave Administrator to define a customized approval workflow for individual employees.

Important: Leave must be mapped to the employee before assigning authorities. If the leave is not mapped, authority assignment cannot be performed.

Settings#

The Setting section is used to configure employee-specific approval authorities.

Authority Assignment Configuration#

Authority assignment determines which approval workflow will be followed for an employee.

Operations#

The Operations section enables the Leave Administrator to assign and manage approval authorities for employees.

Assign Authorities to Employees#

Employee authority assignment is completed in four steps.

Step 1: Open Assign Authority Settings#

1. Login as Leave Admin.
2. Navigate to Leave Settings.
3. Click the ⚙️ (Gear) icon.
4. Open Assign Authorities to Employees.

Step 2: Select Employee#

1. Select the employee by ticking the checkbox.
2. Click the Bulk Assign button.

Step 3: Select Leave Type#

1. Select one or more Leave Types from the dropdown.
2. Click Save.

Note: Only the leave types that are already mapped to the selected employee will be available for selection.

Step 4: Assign Authorities#

Configure the approval hierarchy.

Click Save to complete the authority assignment.

The selected approval authorities are successfully assigned to the employee.

Bulk Authority Mapping Using Excel#

This feature allows the Leave Administrator to assign approval authorities to multiple employees simultaneously using an Excel template.

Steps#

1. Click the Action button.
2. Click Import.
3. Download the Excel template.
4. Open the Excel file.
5. Fill in the authority details:
   • Recommending Authority
   • Reviewing Authority
   • Sanction Authority
6. Save the Excel file.
7. Upload the updated Excel file to the portal.
8. Verify the authority assignments after upload.

Approval authorities are assigned to multiple employees in a single operation.

User Service#

The configured authority mapping ensures that leave applications are routed through the correct approval hierarchy.

Employees can:

• Submit leave applications according to their assigned approval workflow.
• Have leave requests routed to the configured Recommending, Reviewing, and Sanction Authorities.
• Experience employee-specific approval workflows where configured.
• Continue using the default Leave Rule workflow if no employee-specific authority is assigned.

6. Employee Station Leave Authority Mapping#

The Employee Station Leave Authority Mapping section is used to assign approval authorities for Station Leave applications submitted by employees during holidays or week-offs. This configuration ensures that Station Leave requests follow the appropriate approval workflow.

Settings#

The Settings section is used to configure employee-specific approval authorities for Station Leave applications.

Station Leave Authority Configuration#

The Leave Administrator can define the approval hierarchy for Station Leave by assigning the following authorities:

Operations#

The Operations section enables the Leave Administrator to assign and manage Station Leave approval authorities.

Assign Station Leave Authorities#

Station Leave authority assignment is completed through the following steps.

Step 1: Open Station Leave Authority Mapping#

1. Navigate to Assign Authority for Station Leave.

Step 2: Select Employees#

1. Select one or more employees using the checkbox.
2. Click the Bulk Assign button.

Step 3: Assign Authorities#

Configure the approval hierarchy.

Click Save to complete the mapping.

The selected Station Leave authorities are successfully mapped to the selected employees.

User Service#

The configured Station Leave authority mapping ensures that Station Leave applications are routed through the appropriate approval workflow.

Employees can:

• Submit Station Leave applications during holidays or week-offs.
• Have Station Leave requests routed to the assigned Recommending, Reviewing, and Sanction Authorities.
• Track the approval status of their Station Leave applications through the configured approval hierarchy.

7. Leave Account#

The Leave Account section is used to assign, update, and maintain employee leave balances. It enables the Leave Administrator to manually credit or debit leave, modify leave validity dates, and monitor employee leave balances.

Settings#

The Settings section is used to configure employee leave account details.

Leave Account Configuration#

Operations#

The Operations section enables the Leave Administrator to assign, update, and maintain employee leave balances.

Assign Leave to Employee Account#

The Leave Administrator can manually assign leave balances to an employee.

Steps#

1. Click Assign Leave to Employee Account.
2. Select the Employee.
3. Select the Status (Active/Inactive).
4. Select the applicable Year.
5. Select the Leave Type.
6. Click Submit.
7. Enter the Leave Balance Count.
8. Select the Start Date and End Date.
9. Click Submit.

The selected leave balance is successfully assigned to the employee’s leave account.

Update Leave Balance#

The Leave Administrator can manually credit or debit leave balances.

Available Actions#

Steps#

1. Click Update.
2. Select Credit or Debit.
3. Enter the Count (number of leave days).
4. Enter the Reason for updating the balance.
5. Click Submit.

Result The employee’s leave balance is updated successfully.

Bulk Update Start/End Dates#

The Leave Administrator can update the leave validity period for multiple employees simultaneously.

Steps#

1. Select the employees to be updated.
2. Click Bulk Start/End Date.
3. Enter the new Start Date.
4. Enter the new End Date.
5. Click Submit.

Result The leave validity dates are updated for multiple employees at once.

User Service#

The configured leave account enables employees to access accurate leave balance information while applying for leave.

Employees can:

• View available leave balances for each leave type.
• Apply for leave based on the available balance.
• View updated leave balances after manual credit or debit by the Leave Administrator.
• View revised leave validity periods after bulk date updates.
• Track leave balance changes through their Leave Account.

8. Leave Ledger#

The Leave Ledger is a comprehensive record of all leave-related transactions for employees. It maintains a complete history of leave credits, debits, leave applications, adjustments, cancellations, and other leave activities along with the corresponding dates and reasons.

Example: If an employee avails 2 days of Casual Leave, the Leave Ledger records the transaction with the leave type, number of days, date, and reason. The Leave Administrator can also filter records to view leave transactions for a specific period.

Settings#

The Settings section is used to view the Leave Ledger.

Leave Ledger Configuration#

The Leave Administrator can configure the following filters while viewing the Leave Ledger.

Operations#

The Operations section enables the Leave Administrator to view and analyze employee leave transactions.

View Leave Ledger#

The Leave Administrator can access the complete leave history of employees.

Features#

• View all leave transactions.
• View leave credits and debits.
• View leave adjustments.
• View leave applications.
• View leave cancellation records.
• View transaction dates and reasons.
• Search employee-wise leave records.
• Filter leave records using date ranges.

Result The Leave Ledger provides a complete audit trail of all employee leave transactions.

User Service#

The Leave Ledger enables employees and administrators to maintain transparency in leave records.

Employees can:

• View their leave transaction history.
• Verify leave credits and debits.
• Track leave adjustments.
• Review leave application history.
• Verify leave balances through recorded transactions.

9. Compensatory Leaves#

The Compensatory Leaves section is used to manage leave granted to employees on public holidays, or during weekly offs. Depending on the institution’s policy, compensatory leave can either be granted manually by the Leave Administrator or automatically credited after approval of an employee’s request.

Settings#

The Settings section is used to configure the compensatory leave process as per the institution’s policy.

Compensatory Leave Configuration#

The system supports two methods for managing compensatory leave:

Note: The applicable method depends on the institution’s leave policy and configuration.

Operations#

The Operations section enables the Leave Administrator to manage compensatory leave records.

Manage Compensatory Leaves#

The Leave Administrator can:

• Manually assign compensatory leave to employees.
• Review employee compensatory leave requests (where applicable).
• Approve or process compensatory leave requests according to the configured workflow.

Export Compensatory Leave Records#

The Leave Administrator can export compensatory leave details.

Features:

• Export all compensatory leave records.
• Download data in Excel format.
• Use the exported data for reporting, verification, and audit purposes.

Import Compensatory Leave Records#

The Leave Administrator can import compensatory leave balances for multiple employees.

Steps#

1. Download the prescribed Excel template (if applicable).
2. Enter the compensatory leave balance details for employees.
3. Save the updated Excel file.
4. Upload the Excel file through the portal.
5. Verify the imported records.

Result Compensatory leave balances are updated for multiple employees in a single operation.

User Service#

The configured compensatory leave process enables employees to utilize compensatory leave according to institutional policy.

Employees can:

• Apply for compensatory leave (where employee request is enabled).
• Receive compensatory leave automatically after approval of their request.
• Utilize compensatory leave credited by the Leave Administrator.
• View compensatory leave balances in their leave account.

10. Holidays#

The Holidays section is used to manage all institutional holidays applicable to employees. The Leave Administrator can configure Restricted Holidays, Gazetted Holidays, Weekly Offs, and Vacations. These holidays are considered non-working days, and employees are generally not required to apply for leave on these dates.

Settings#

The Settings section is used to configure institutional holidays.

Holiday Configuration#

The Leave Administrator can configure the following types of holidays.

Note: Holidays configured in this section are treated as non-working days by the system.

Operations#

The Operations section enables the Leave Administrator to create, import, and manage holidays.

Add Holidays Individually#

The Leave Administrator can manually create holiday records.

Steps#

1. Navigate to the Holidays section.
2. Click Add Holiday.
3. Enter the Holiday Name.
4. Select the Holiday Type (Restricted, Gazetted, Vacation, or Weekly Off).
5. Select the applicable Date(s).
6. Click Save.

Result The holiday is successfully added to the system, and employees are not required to apply for leave on the configured holiday.

Import Holidays Using Excel#

The Leave Administrator can import multiple holidays simultaneously using an Excel template.

Steps#

1. Navigate to the Holidays section.
2. Click Import Holiday.
3. Download the Excel template.
4. Enter the holiday details in the template.
5. Use the YYYY-MM-DD format for all dates.
6. If the same date has multiple holidays, enter the date only once.
7. Upload the completed Excel file.

Result All holidays included in the Excel sheet are added to the system in a single operation.

User Service#

The configured holiday calendar is automatically considered during leave processing.

Employees can:

• View the institution’s holiday calendar.
• Apply for leave with reference to configured holidays.
• Benefit from automatic consideration of holidays during leave calculation, based on the configured leave rules.
• View holidays without needing to submit leave applications for those dates.

11. Import Leaves#

The Import Leaves section is used to import employee leave balances into the system, primarily during the initial implementation of the Leave Management Module. This ensures that employees begin with the correct leave balances based on the institution’s existing leave records.

Note: This feature is generally used only during the first-time implementation of the Leave Management Module.

Settings#

The Settings section is used to configure leave balance import details.

Leave Import Configuration#

Employee leave balances can be imported in bulk using the prescribed Excel template.

Leave Credit Cycle#

When importing leave balances, the Start Date and End Date must match the leave credit cycle configured in the system.

Examples#

Example 1: Yearly Leave Credit#

If leave is credited once every year starting in January:

• Start Date: 2026-01-01
• End Date: 2026-12-31

Example 2: Half-Yearly Leave Credit#

If leave is credited every six months starting in January:

• Start Date: 2026-01-01
• End Date: 2026-06-30

After six months, the system automatically creates the next leave period.

Example 3: Monthly Leave Credit#

If leave is credited every month starting from January:

• Start Date: 2026-01-01
• End Date: 2026-01-31

After one month, the system automatically creates the next leave period.

Important: The import dates must always correspond to the configured leave credit cycle to ensure accurate leave balance processing.

Operations#

The Operations section enables the Leave Administrator to import employee leave balances.

Import Employee Leave Balances#

Employee leave balances can be imported in bulk during the initial setup.

Steps#

1. Download the prescribed Excel template.
2. Enter employee leave balances in the required format.
3. Verify the leave balance data.
4. Upload the completed Excel file through the portal.
5. Validate the imported records.

Result Employee leave balances are successfully imported into the system.

Update Leave Balances After Initial Import#

Once the initial import has been completed, future leave balance updates should be managed through the Leave Account section.

The Leave Administrator can:

• Manually update leave balances.
• Credit leave balances.
• Debit leave balances.
• Perform bulk leave balance updates where applicable.

User Service#

The imported leave balances become available to employees immediately after successful processing.

Employees can:

• View their imported leave balances in their Leave Account.
• Apply for leave based on the imported balance.
• Continue receiving automatic leave credits according to the configured leave credit cycle.
• View updated balances after manual or bulk updates performed through the Leave Account section.

12. Leave Configuration (Master Settings)#

The Leave Configuration section is used to configure system-wide settings that control the behavior of the Leave Management Module. These settings determine how leave applications, approvals, notifications, duty assignments, validations, and employee permissions function throughout the system.

Settings#

The Settings section allows the Leave Administrator to configure the master settings for the Leave Management Module.

General Configuration#

Operations#

The Operations section enables the Leave Administrator to manage and maintain the master configuration of the Leave Management Module.

Manage Leave Configuration#

The Leave Administrator can:

• Configure system-wide leave settings.
• Enable or disable master configuration options.
• Configure employee permissions.
• Configure authority permissions.
• Configure notification settings.
• Configure leave validation rules.
• Configure duty assignment settings.
• Configure leave timing options.
• Configure compensatory leave settings.
• Configure leave extension settings.
• Configure leave ledger visibility.
• Save and update master configuration settings.

User Service#

The configured master settings directly control the behavior of the Leave Management Module for employees and approval authorities.

Employees can:

• Submit leave applications according to the configured policies.
• Receive notifications based on the configured notification settings.
• Apply for leave with or without duty assignment, depending on institutional policy.
• Submit compensatory leave requests if enabled.
• Extend approved leave where permitted.
• View buffer leave balances if enabled.
• Submit or save leave applications according to the configured submission workflow.

13. Leave PDF Template#

The Leave PDF Template section is used to create and manage PDF templates for documents generated by the Leave Management Module. These templates ensure that leave-related documents follow the organization’s prescribed format and branding.

Settings#

The Settings section is used to configure PDF templates for leave-related documents.

PDF Template Configuration#

The Leave Administrator can create the following template types:

The template editor allows the administrator to:

• Select the template type.
• Format text using Bold, Italic, and Underline.
• Insert tables and sections for leave details.
• Add the organization’s logo.
• Design the layout according to institutional requirements.

Operations#

The Operations section enables the Leave Administrator to create and manage PDF templates.

Create Leave PDF Template#

Steps#

1. Navigate to Leave Management → Configuration → PDF Template.
2. Click Add Template.
3. Select the Template Type:
   • Sanction Letter
   • Rejoin Letter
4. Design the template using the available formatting options.
5. Insert tables or sections if required.
6. Add the organization’s logo (optional).
7. Save the template.

Result The PDF template is successfully created and becomes available for document generation.

Manage PDF Templates#

The Leave Administrator can:

• Create new PDF templates.
• Edit existing templates.
• Update the document layout.
• Modify formatting and content.
• Add or update the organization logo.
• Save changes to existing templates.

User Service#

The configured PDF templates are automatically used during leave processing.

Employees can:

• Download the Sanction Letter after leave approval.
• Download the Rejoin Letter after successfully completing the rejoining process.
• Receive professionally formatted PDF documents based on the organization’s configured template.

14. Employee Week-Off#

The Employee Week-Off section is used to configure individual weekly off days for employees. This setting is particularly useful when employees have different weekly offs due to shift schedules, departmental policies, or organizational requirements.

Settings#

The Settings section is used to configure employee-specific weekly off schedules.

Employee Week-Off Configuration#

The Leave Administrator can define weekly off days for individual employees.

This feature is useful in the following scenarios:

• Employees working in different shifts.
• Departments with different weekly off schedules.
• Institution-specific organizational rules.
• Employees whose weekly offs differ from the default holiday calendar.

Note: Employee-specific week-off settings override the default weekly off configuration wherever applicable.

Operations#

The Operations section enables the Leave Administrator to assign and manage employee week-off schedules.

Configure Employee Week-Off#

The Leave Administrator can:

• Assign weekly off days to individual employees.
• Update existing employee week-off schedules.
• Modify week-off assignments whenever required.
• Save employee-specific week-off configurations.

Result The configured weekly off schedule is applied to the selected employee and is considered during leave calculation and leave validation.

User Service#

The configured employee week-off schedule is automatically considered while processing leave applications.

Employees can:

• Submit leave applications based on their assigned weekly off schedule.
• Benefit from accurate leave calculations according to their individual week-off configuration.
• View leave balances and leave calculations that reflect their assigned weekly offs.

15. Special Leave Rules#

The Special Leave Rules section is used to configure special leave calculation rules where one leave type automatically affects the balance of another leave type. This feature ensures accurate leave accounting for special leave scenarios defined by the institution.

Example: If an employee applies for 1 day of Commuted Leave or Medical Leave, the system can automatically deduct 2 days from the employee’s Half-Pay Leave (HPL) balance.

Settings#

The Settings section is used to configure special leave calculation rules.

Special Leave Rule Configuration#

The Leave Administrator can define the following details while creating a special leave rule.

Example: Configure 1 day of Commuted Leave to deduct 2 days from the employee’s Half-Pay Leave (HPL) balance.

Operations#

The Operations section enables the Leave Administrator to create and manage special leave rules.

Configure Special Leave Rules#

Steps#

1. Login as Leave Admin.
2. Navigate to Leave Settings → Special Leave Rules.
3. Click Add Rule or New Rule.
4. Select the Leave Type (e.g., Commuted Leave or Medical Leave).
5. Select the applicable Employee Cadre(s).
6. Select the Leave Type from which the balance will be deducted (e.g., Half-Pay Leave).
7. Enter the Deduction Count (e.g., 2 days).
8. Set the Status as Active.
9. Click Save.

Result When an employee applies for the configured leave type, the system automatically deducts the specified number of leave days from the configured leave balance. No manual adjustment is required.

User Service#

The configured special leave rules are automatically applied during leave processing.

Employees can:

• Apply for leave without manually calculating special leave deductions.
• Have leave balances adjusted automatically according to the configured special leave rules.
• View updated leave balances after automatic deduction.
• Experience accurate leave accounting based on institutional leave policies.

16. Custom Mail Template#

The Custom Mail Template section is used to create and manage customized email templates for different leave-related actions. It ensures consistent, professional, and automated communication between the system, employees, and approval authorities.

The system automatically replaces placeholders such as Employee Name, Leave Type, Leave Dates, and Authority Name with actual values when sending emails.

Settings#

The Settings section is used to configure email templates for various leave-related actions.

Custom Mail Template Configuration#

The Leave Administrator can configure email templates for the following actions.

The email template can include:

• Email Subject
• Email Body
• Dynamic placeholders, such as:
  • {Employee Name}
  • {Leave Type}
  • {Leave Dates}
  • {Authority Name}
• Additional instructions or messages

Note: The system automatically replaces the placeholders with the corresponding employee and leave information while sending the email.

Operations#

The Operations section enables the Leave Administrator to create and manage custom email templates.

Configure Custom Mail Templates#

Steps#

1. Navigate to Leave Management → Configuration → Custom Mail Template.
2. Click Add Template or New Template.
3. Select the Action Type:
   • Submit
   • Sanction
   • Rejoin
   • Cancellation
4. Enter the Email Subject.
5. Enter the Email Body using the required placeholders.
6. Add any additional instructions or messages.
7. Click Save.
8. Map the template to the corresponding leave action.

Result The system automatically sends the configured email template whenever the corresponding leave action occurs.

User Service#

The configured email templates ensure that employees and approval authorities receive clear and professional notifications throughout the leave lifecycle.

Employees can:

• Receive automated email notifications when a leave application is submitted.
• Receive approval notifications after leave sanction.
• Receive notifications when rejoining after leave.
• Receive notifications if a leave application is cancelled.
• Receive personalized emails containing relevant leave information through automatically populated placeholders.

17. Leave Cadre Mapping#

The Leave Cadre Mapping section is used to assign leave processing responsibilities based on an employee’s Organisational Unit (OU) and Designation/Cadre. This enables institutions to delegate leave administration efficiently by allowing designated administrators to manage leave applications for specific employee groups.

Example: One Leave Administrator can manage leave applications for Teaching Staff, while another administrator manages Non-Teaching Staff.

Settings#

The Settings section is used to configure Leave Cadre Mapping for designated Leave Administrators.

Leave Cadre Mapping Configuration#

Before configuring Leave Cadre Mapping, assign the leave_ou_desig_admin role to the user responsible for processing leave applications.

The following details must be configured:

Note: A user must have the leave_ou_desig_admin role before Leave Cadre Mapping can be configured.

Operations#

The Operations section enables the Leave Administrator to assign and manage Leave Cadre Mappings.

Configure Leave Cadre Mapping#

Steps#

1. Assign the leave_ou_desig_admin role to the responsible user.
2. Navigate to Leave Management → Configuration → Leave Cadre Mapping.
3. Select the User.
4. Select the Organisational Unit (OU).
5. Select the Designation/Cadre.
6. Click Save to complete the mapping.

Verification#

Verify that the mapped user can:

• View leave applications only for the assigned Organisational Unit (OU).
• Process leave applications only for the assigned Designation/Cadre.

Result The selected Leave Administrator is authorized to view and process leave applications only for the mapped Organisational Unit and Designation/Cadre.

User Service#

The configured Leave Cadre Mapping ensures that leave applications are routed to the appropriate Leave Administrator based on the employee’s organisational unit and designation.

• View leave applications for their assigned Organisational Unit (OU).
• Process leave applications for their assigned Designation/Cadre.
• Manage leave requests only within their assigned administrative scope.

18. Leave Action Mail Mapping#

The Leave Action Mail Mapping section is used to map Custom Mail Templates to specific leave actions. This ensures that the appropriate email template is automatically sent whenever a corresponding leave action occurs.

Examples of Leave Actions:

• Submit Leave – Employee submits a leave application.
• Sanction Leave – Leave application is approved.
• Rejoin – Employee rejoins after leave.
• Cancel Leave – Leave application is cancelled.

Settings#

The Settings section is used to configure email template mappings for different leave actions.

Leave Action Mail Mapping Configuration#

The Leave Administrator can map a custom email template to each leave action.

Note: Only templates created under Custom Mail Template are available for mapping.

Operations#

The Operations section enables the Leave Administrator to configure and manage leave action email mappings.

Configure Leave Action Mail Mapping#

Steps#

1. Login as Leave Admin.
2. Navigate to Leave Management → Configuration → Leave Action Mail Mapping.
3. Select the Leave Action (e.g., Submit, Sanction, Rejoin, or Cancel).
4. Select the appropriate Custom Mail Template from the available list.
5. Click Save to apply the mapping.

Verification#

Verify that when the configured leave action occurs, the system automatically sends the mapped email template.

Result Every configured leave action automatically triggers the corresponding email template.

User Service#

The configured Leave Action Mail Mapping ensures timely and automated communication throughout the leave approval lifecycle.

Employees can:

• Receive email notifications when a leave application is submitted.
• Receive approval notifications after leave sanction.
• Receive notifications when a leave application is cancelled.
• Receive rejoining notifications after completing the leave period.
• Receive consistent and professionally formatted emails for every leave action.

19. Leave Buffer#

The Leave Buffer section is used to maintain a virtual leave account for storing leave balances that exceed the maximum accumulation limit configured for a leave type. Instead of discarding excess leave credits, the system stores them in the Leave Buffer, allowing institutions to manage carry-forward leave efficiently.

Example: If the maximum accumulation limit for Earned Leave (EL) is 300 days and an employee already has 300 EL, any additional credited EL (such as half-yearly or yearly credit) is automatically transferred to the Leave Buffer instead of being lost.

Settings#

The Settings section is used to configure leave buffer accounts for eligible leave types.

Leave Buffer Configuration#

The Leave Administrator can configure the following details:

Note: The Maximum Accumulation Limit must already be configured in the corresponding Leave Rule.

Operations#

The Operations section enables the Leave Administrator to configure and manage Leave Buffer balances.

Configure Leave Buffer (Employee-wise)#

Steps#

1. Navigate to Leave Management → Configuration → Leave Buffer.
2. Select the Leave Type for which the buffer will be applied.
3. Enable the Leave Buffer.
4. Verify that the Maximum Accumulation Limit is configured in the Leave Rule.
5. Click Save.

Verification#

After leave credit is processed, verify the employee’s Leave Ledger. Any leave credited beyond the maximum accumulation limit will appear in the Leave Buffer balance.

Result Excess leave is automatically stored in the Leave Buffer instead of being lost.

Configure Leave Buffer in Bulk#

The Leave Administrator can import Leave Buffer balances for multiple employees using an Excel file.

Steps#

1. Login as Leave Admin.
2. Navigate to Leave Management → Configuration → Leave Buffer.
3. Click Import Buffer Balance.
4. Prepare the Excel file with the following information:
   • Employee Code
   • Leave Type (e.g., EL, CL)
   • Buffer Balance
   • Start Date
   • End Date (must match the configured leave credit cycle)
5. Upload the completed Excel file.
6. Verify the imported buffer balances.

Result Buffer balances are imported successfully for multiple employees.

User Service#

The configured Leave Buffer ensures that excess leave credits are preserved without affecting the employee’s main leave balance.

Employees can:

• Retain leave credited beyond the maximum accumulation limit.
• View their Leave Buffer balance in the system.
• Benefit from accurate leave balance management without losing eligible leave credits.

Leave Administrators can:

• Monitor employee Leave Buffer balances.
• Manage excess leave efficiently.
• Import Leave Buffer balances in bulk.
• Verify Leave Buffer transactions through the Leave Ledger.

20. Leave Buffer Logs#

The Leave Buffer Logs section provides a complete audit trail of all transactions related to an employee’s Leave Buffer account. It records every movement of leave into and out of the buffer, ensuring transparency and easy tracking for both Leave Administrators and employees.

Settings#

The Settings section is used to configure and view Leave Buffer Log information.

Leave Buffer Log Configuration#

The Leave Buffer Logs record the following information for every buffer transaction.

Note: Leave Buffer Logs maintain a complete history of all buffer-related transactions for audit and verification purposes.

Operations#

The Operations section enables the Leave Administrator to monitor and verify Leave Buffer transactions.

View Leave Buffer Logs#

The Leave Administrator can:

• View all Leave Buffer transactions.
• Track leave transferred into the Leave Buffer.
• Track leave deducted from the Leave Buffer.
• View transaction dates and transferred leave counts.
• Verify the source leave type for each transaction.
• Review remarks and reasons associated with each transaction.

Result The Leave Buffer Logs provide a complete history of all Leave Buffer activities for verification, reporting, and audit purposes.

User Service#

The configured Leave Buffer Logs improve transparency by allowing authorized users to track Leave Buffer transactions.

Leave Administrators can:

• View Leave Buffer transfers and deductions for all employees.
• Monitor employee Leave Buffer balances.
• Verify Leave Buffer transactions for audit and reporting purposes.

Employees can:

• View their own Leave Buffer balance and related transactions only if the “Employee Can See Buffer Balance” setting is enabled.
• Track leave transferred to and deducted from their Leave Buffer.
• Verify Leave Buffer transactions along with the associated remarks and reasons.

21. Holidays (Leave) Group#

The Holidays (Leave) Group section is used to create and manage holiday groups for different categories of employees. It enables the Leave Administrator to assign separate week-offs, holidays, and vacations to specific employee groups, ensuring that each group follows its designated holiday calendar.

This feature is useful for managing different holiday schedules for Teaching Staff, Non-Teaching Staff, or employees belonging to different departments.

Settings#

The Settings section is used to configure Holidays (Leave) Groups.

Holidays Group Configuration#

The Leave Administrator can configure the following details while creating a Holidays Group.

Flag Options#

Operations#

The Operations section enables the Leave Administrator to create and manage Holidays Groups.

Create Holidays Group#

Steps#

1. Navigate to Settings → Leave Group.
2. Click Create Group.
3. Enter the Group Name.
4. Enter the Description.
5. Set the Status as Active.
6. Select the appropriate Flag (None or Not Applicable).
7. Click Save.

Result The Holidays Group is successfully created and is available for holiday mapping.

Map Holidays to the Group#

After creating the Holidays Group, holidays can be assigned to the group.

Steps#

1. Navigate to Settings → Holidays.
2. Select the newly created Holidays Group.
3. Map the required holidays, week-offs, and vacations to the group.
4. Save the configuration.

Result: The selected Holidays Group follows the assigned holiday calendar.

User Service#

The configured Holidays Groups ensure that employees receive the correct holiday calendar based on their assigned group.

Employees can:

• Follow the holiday calendar assigned to their Holidays Group.
• View applicable holidays, week-offs, and vacations.
• Have leave calculations processed according to their group’s holiday configuration.

Leave Administrators can:

• Manage separate holiday calendars for different employee groups.
• Configure 7-day working schedules using the Not Applicable flag.
• Maintain institution-specific holiday policies for different categories of employees.

22. Employee Mapped to Group#

The Employee Mapped to Group section is used to assign and manage employees within a Holidays (Leave) Group. It enables the Leave Administrator to maintain employee group memberships so that the correct holiday calendar, week-offs, and vacations are applied.

This feature is useful when employees join, leave, or change departments, ensuring that holiday configurations remain accurate.

Example:

• Holidays Group: Non-Teaching Staff
• Employees: A, B, C

If Employee C is no longer part of the Non-Teaching Staff group:

• The Leave Administrator marks Employee C as Inactive using Bulk Update Status.
• Employee C will then follow the default week-offs configured in the Holidays section.
• Employees A and B will continue to follow the holidays and week-offs assigned to the Non-Teaching Staff group.

Settings#

The Settings section is used to configure employee membership within Holidays Groups.

Employee Group Mapping Configuration#

The Leave Administrator can manage employee membership for Holidays Groups.

Note: Only Active employees follow the holiday calendar assigned to the Holidays Group. Inactive employees follow the default holiday and week-off configuration.

Operations#

The Operations section enables the Leave Administrator to manage employee membership within Holidays Groups.

Manage Employee Group Membership#

Steps#

1. Navigate to Settings → Employee Mapped to Group.
2. View the list of employees assigned to the selected Holidays Group.
3. Select the employees who are leaving the group or are no longer applicable.
4. Click Bulk Update Status.
5. Change the employee status to Inactive.
6. Click Save.

Result

• Active employees continue to follow the Holidays Group configuration.
• Inactive employees automatically follow the default holidays and week-offs configured in the Holidays section.

User Service#

The configured employee group mapping ensures that employees receive the correct holiday calendar based on their current group assignment.

Employees can:

• Follow the holiday calendar assigned to their active Holidays Group.
• Automatically receive updated holiday schedules when their group membership changes.
• Follow the default holiday and week-off configuration if marked as Inactive in the group.

23. Leave Policy#

The Leave Policy section is used to create and manage leave policies for different leave types. Once a policy is configured, it is displayed to employees whenever they apply for the corresponding leave type. Employees must review the policy and acknowledge it before submitting their leave application.

Settings#

The Settings section is used to configure leave policies for individual leave types.

Leave Policy Configuration#

The Leave Administrator can define a separate leave policy for each leave type.

Note: Once a leave policy is configured, it is automatically displayed to employees during the leave application process for the selected leave type.

Operations#

The Operations section enables the Leave Administrator to create and manage leave policies.

Configure Leave Policy#

Steps#

1. Navigate to Leave Management → Configuration → Leave Policy.
2. Click Add Policy or New Policy.
3. Select the applicable Leave Type.
4. Enter the leave policy details.
5. Set the Status as Active.
6. Click Save.

Result The leave policy is successfully associated with the selected leave type and becomes available during leave application.

User Service#

The configured leave policy helps employees understand the rules and conditions applicable to the selected leave type before submitting a leave request.

Employees can:

• View the leave policy while applying for a specific leave type.
• Read the applicable terms, conditions, and guidelines before submitting the application.
• Click Proceed after reviewing the policy to continue with the leave application.
• Submit the leave request only after acknowledging the displayed leave policy.

24. Vacation to Earned Leave Conversion#

The Vacation to Earned Leave Conversion section is used to convert an employee’s unused Vacation Leave balance into Earned Leave (EL) according to the organization’s leave policy. This feature is commonly used in institutions where employees are permitted to convert unavailed vacation days into earned leave after a specified period or under predefined rules.

Settings#

The Settings section is used to configure the rules for converting Vacation Leave into Earned Leave.

Vacation to Earned Leave Conversion Configuration#

Before configuring the conversion rule, ensure the following:

Example: If the conversion rule is configured as Divide by 2, then 20 days of unavailed Vacation Leave will be converted into 10 days of Earned Leave.

Operations#

The Operations section enables the Leave Administrator to configure and execute the Vacation to Earned Leave conversion process.

Configure Vacation to Earned Leave Conversion#

Steps#

1. Log in to the portal using Leave Admin credentials.
2. Navigate to the Leave Rule section.
3. Verify that:
   • The Earned Leave flag is enabled for Earned Leave.
   • The Vacation Leave flag is enabled for Vacation Leave.
4. Navigate to Vacation to Earned Leave Conversion Settings (Page 2).
5. Click Create Rule for Vacation to Earned Leave Conversion.
6. Configure the following:
   • Source Leave Type: Vacation Leave
   • Conversion Leave Type: Earned Leave
7. Save the conversion rule.

Execute Leave Conversion#

Steps#

1. Click the Conversion button.
2. Click OK.
3. Update the JSON configuration as required:
   • Set "type": "divide"
   • Set "value": 2
4. Save the configuration and execute the conversion.

Important: Modify only the "type" and "value" fields in the JSON configuration. Do not change any other fields.

Result Unused Vacation Leave is converted into Earned Leave according to the configured conversion rule.

User Service#

The configured Vacation to Earned Leave Conversion allows employees to retain the benefit of unused Vacation Leave according to the institution’s leave policy.

Employees can:

• Receive Earned Leave for eligible unused Vacation Leave.
• Benefit from automatic leave conversion based on the configured conversion rule.
• View the updated Earned Leave balance after the conversion process.
• Continue using the converted Earned Leave according to the applicable Leave Rules.

25. Shift Master#

The Shift Master section is used to create and manage employee office shift timings in the system. It defines working hours, shift timings, lunch breaks, attendance rules, and flexible work arrangements. Proper Shift Master configuration ensures accurate attendance tracking and seamless leave and attendance processing.

Settings#

The Settings section is used to configure employee work shifts and attendance rules.

Shift Master Configuration#

The Leave Administrator can configure the following details while creating a shift.

Purpose of Shift Master#

The Shift Master helps the organization to:

• Define employee working schedules.
• Manage different office shifts.
• Track employee attendance accurately.
• Calculate working hours automatically.
• Support leave and attendance processing.
• Manage weekly offs and flexible work shifts.

Operations#

The Operations section enables the Leave Administrator to create and manage employee shifts.

Create Shift Master#

Steps#

1. Log in as Leave Admin.
2. Navigate to Leave Settings → Shift Master.
3. Click Create Leave Shift Master.
4. Enter the required shift details:
   • Name
   • Start Time
   • End Time
   • Lunch Time
   • Lunch Out Time
   • Status
   • In-Time Relaxation (Pre/Post)
   • Out-Time Relaxation (Pre/Post)
   • Total Working Hours
   • Working Hours Required for Half Day
   • Working Hours Threshold for Absence
   • Flag (Remote or None)
5. Click Save.

Result The shift is successfully created and can be assigned to employees. Attendance and leave calculations are performed according to the configured shift settings.

Shift Change Request#

Employees can request a change to their assigned shift whenever required.

Steps#

1. Log in using the Employee account.
2. Navigate to Leave Shift Change Request from the left-side menu.
3. Enter the required details:
   • From Date & Time
   • To Date & Time
4. Submit the request.

Note: This feature is also useful for employees working remotely (Work From Home).

Result The shift change request is submitted for approval according to the configured workflow.

User Service#

The configured Shift Master ensures accurate attendance recording and provides flexibility in managing employee work schedules.

Employees can:

• Work according to their assigned shift timings.
• Have attendance calculated automatically based on their assigned shift.
• Submit Shift Change Requests when required.
• Request temporary shift changes for office or remote work.
• View attendance and working hours based on the configured shift.

26. Mapping Shifts with Employee#

The Mapping Shifts with Employee section is used to assign work shifts to employees. Once a shift is mapped, employee attendance is calculated according to the assigned shift timings, working hours, and attendance rules.

Settings#

The Settings section is used to configure shift assignments for employees.

Employee Shift Mapping Configuration#

The Leave Administrator can configure the following details while assigning shifts.

Operations#

The Operations section enables the Leave Administrator to assign shifts to employees.

Map Shifts to Employees#

Steps#

1. Login as Leave Admin.
2. Navigate to Leave Settings → Map Employees with Shifts.
3. Select one or more employees using the checkbox.
4. Click Bulk Assign Shift.
5. Configure the following details:
   • Select Shift
   • Valid From
   • Valid To
   • Applicable Days
   • Insert in Between
   • End Old, Start New
   • Keep Previous Shift Active
6. Click Assign Shift to Employees.

Result The selected shift is successfully assigned to the employees, and attendance is calculated according to the configured shift timings.

User Service#

The configured shift mapping ensures accurate attendance processing based on employee work schedules.

Employees can:

• Work according to their assigned shift timings.
• Have attendance calculated automatically based on the mapped shift.
• View shift assignments applicable to their work schedule.
• Receive accurate attendance and leave calculations based on assigned shifts.

27. Station Leave Settings#

The Station Leave Settings section is used to configure system-wide settings for Station Leave management. It allows the Leave Administrator to define rejoin requirements, duty assignment options, and approval authority hierarchy for Station Leave applications.

Settings#

The Settings section is used to configure Station Leave behavior within the Leave Management Module.

Station Leave Configuration#

The following configuration options are available.

Operations#

The Operations section enables the Leave Administrator to configure Station Leave settings.

Configure Station Leave Settings#

Steps#

1. Login as Leave Admin.
2. Navigate to Leave Settings → Station Leave Settings.
3. Configure the required settings:
   • Enable Rejoin for Station Leave.
   • Enable Assign Duties for Station Leave.
   • Enable Authority Based on Count.
4. Click Save.

Result The configured Station Leave settings are successfully applied and become effective for all future Station Leave applications.

User Service#

The configured Station Leave settings ensure that Station Leave applications follow the institution’s configured workflow.

Employees can:

• Submit Station Leave applications according to the configured rules.
• Submit rejoin requests after completing Station Leave if enabled.
• Assign duties to another employee during Station Leave if required.
• Have Station Leave applications routed through the configured approval hierarchy.

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#

The following user roles are available for managing the Leave Travel Concession (LTC) module.

User Roles Available for LTC Management#

The following user roles are available for managing the Leave Travel Concession (LTC) module.

Configuration Steps#

The Configuration section contains all the settings required to configure and manage the Leave Travel Concession (LTC) module. These settings are accessible only to users with the ltc_admin role.

Proper configuration of these settings ensures that the LTC workflow functions correctly according to the institution’s policies and approval process.

Settings#

The following configuration settings are available in the LTC module:

Operations#

The ltc_admin can perform the following operations:

• Configure the LTC module according to the institution’s policies.
• Create and manage LTC Block Periods.
• Configure the LTC approval workflow.
• Define eligible countries for LTC travel.
• Configure Home Town eligibility.
• Manage allowed modes of travel.
• Configure LTC email notification settings.
• Update configuration whenever institutional policies change.

User Service#

The configured LTC settings ensure that employees can submit LTC applications according to the institution’s policies.

Employees can:

• Apply for LTC only during the configured block periods.
• Select eligible countries and approved modes of travel.
• Submit Home Town or other eligible LTC claims.
• Receive email notifications during the LTC approval process.

LTC Approval Authorities can:

• Process LTC applications according to the configured approval workflow.
• Review, recommend, approve, or reject LTC applications.

LTC Administrators can:

• Maintain all LTC configurations from a single location.
• Ensure policy compliance across the institution.
• Manage the complete LTC lifecycle through centralized configuration.

1. LTC Configuration#

The LTC Configuration section is used to configure the general settings and policies required for the Leave Travel Concession (LTC) module. These settings determine employee eligibility, advance payment rules, earned leave encashment, approval workflow, claim processing, and supporting document requirements.

Settings#

The Settings section allows the ltc_admin to configure the overall behavior of the LTC module.

LTC Configuration Settings#

Operations#

The Operations section enables the ltc_admin to configure and maintain the LTC module.

Configure LTC Settings#

Steps#

1. Login using the ltc_admin account.
2. Navigate to LTC Management → Configuration → LTC Configuration.
3. Configure the required LTC settings according to the institution’s policy.
4. Save the configuration.

Result

The LTC module is configured according to the institution’s Leave Travel Concession policy.

User Service#

The configured LTC settings ensure that employees and approval authorities follow the institution’s LTC policy.

Employees can:

• Apply for LTC only after becoming eligible.
• Apply for LTC advances within the configured period.
• Upload mandatory supporting documents.
• Apply for EL Encashment according to the configured limits.
• Submit claim bills after sanction (if enabled).
• Avail LTC during approved vacation periods (if enabled).
• View automatically calculated EL Encashment values.
• Enter EL Encashment count manually (if permitted).

LTC Approval Authorities can:

• Process LTC applications according to the configured workflow.
• Verify and approve claim amounts.
• Process cancellation requests based on the configured authority hierarchy.

LTC Administrators can:

• Configure all institution-wide LTC policies.
• Manage employee eligibility and financial settings.
• Configure advance payments, claims, approvals, and workflow.
• Ensure compliance with institutional LTC rules.

2. Leave LTC Block Period Settings#

The Leave LTC Block Period Settings section is used to define the LTC block periods during which employees are eligible to avail Leave Travel Concession (LTC) benefits. The ltc_admin can create one or more block periods based on the institution’s LTC policy.

Settings#

The Settings section allows the ltc_admin to configure LTC block periods.

Block Period Configuration#

Operations#

The Operations section enables the ltc_admin to create and manage LTC block periods.

Create LTC Block Period#

Steps#

1. Login using the ltc_admin account.
2. Navigate to LTC Management → Configuration → Leave LTC Block Period Settings.
3. Click the Add button.
4. Enter the required details:
   • Block Period For
   • From Date
   • To Date
   • Status
   • Applied For
5. Click Create.

Result The LTC block period is successfully created and becomes available for eligible employees based on the configured criteria.

User Service#

The configured LTC block periods ensure that employees can apply for LTC only during the applicable block period.

Employees can:

• View the applicable LTC block period.
• Submit LTC applications only within the configured block period.
• Apply according to the eligibility criteria defined by the institution.

LTC Administrators can:

• Create multiple LTC block periods.
• Activate or deactivate block periods as required.
• Configure eligibility based on employee category and institutional policy.

3. Leave LTC Approval Settings#

The Leave LTC Approval Settings section is used to configure the approval workflow for Leave Travel Concession (LTC) applications and Earned Leave (EL) Encashment requests. The ltc_admin can define the approval hierarchy to ensure that every application passes through the appropriate recommending, reviewing, and sanctioning authorities before final approval.

Settings#

The Settings section allows the ltc_admin to configure the approval hierarchy for LTC and EL Encashment.

Approval Workflow Configuration#

Operations#

The Operations section enables the ltc_admin to configure the approval workflow.

Configure LTC Approval Settings#

Steps#

1. Login using the ltc_admin account.
2. Navigate to LTC Management → Configuration → Leave LTC Approval Settings.
3. Configure the approval hierarchy:
   • Select the Recommending Authority.
   • Select the Reviewing Authority (one or more, if applicable).
   • Select the Sanctioning Authority.
4. Save the configuration.

Result The approval hierarchy is successfully configured. All LTC and EL Encashment applications will follow the defined workflow before final approval.

User Service#

The configured approval workflow ensures that LTC and EL Encashment applications are processed through the appropriate authorities.

Employees can:

• Submit LTC and EL Encashment applications.
• Track the approval status of their applications.

LTC Approval Authorities can:

• Recommend LTC and EL Encashment applications.
• Review applications before final approval.
• Approve or reject applications according to the configured workflow.

LTC Administrators can:

• Configure the complete approval hierarchy.
• Modify approval authorities whenever required.
• Ensure institutional approval policies are followed consistently.

4. LTC Allowed Country Settings#

The LTC Allowed Country Settings section is used to define the countries that are eligible for Leave Travel Concession (LTC). The ltc_admin can configure the list of permitted countries according to the institution’s LTC policy.

Settings#

The Settings section allows the ltc_admin to configure the list of countries where employees are permitted to avail LTC.

Allowed Country Configuration#

Operations#

The Operations section enables the ltc_admin to add and manage the list of allowed countries.

Configure Allowed Countries#

Steps#

1. Login using the ltc_admin account.
2. Navigate to LTC Management → Configuration → LTC Allowed Country Settings.
3. Click the Allow Country button.
4. Select the required Country Name from the dropdown list.
5. Click Allow.

Result The selected country is successfully added to the list of countries eligible for LTC. Employees can select only the configured countries while submitting an LTC application.

User Service#

The configured country settings ensure that LTC applications comply with the institution’s travel policy.

Employees can:

• View and select only the countries permitted for LTC.
• Submit LTC applications only for the configured countries.

LTC Administrators can:

• Add or remove eligible countries.
• Update the list of allowed countries according to institutional policies.
• Ensure employees can claim LTC only for approved destinations.

5. LTC Allowed Home Town Settings#

The LTC Allowed Home Town Settings section is used to define the locations that are eligible for Home Town Leave Travel Concession (LTC). The ltc_admin can configure the list of permitted hometowns according to the institution’s LTC policy.

Settings#

The Settings section allows the ltc_admin to configure the list of places eligible for Home Town LTC.

Home Town Configuration#

Operations#

The Operations section enables the ltc_admin to add and manage Home Town locations.

Configure Allowed Home Towns#

Steps#

1. Login using the ltc_admin account.
2. Navigate to LTC Management → Configuration → LTC Allowed Home Town Settings.
3. Click the Allow Home Town button.
4. Enter the Home Town name.
5. Click Allow.

Result The specified Home Town is successfully added to the list of locations eligible for Home Town LTC. Employees can select only the configured Home Towns while submitting an LTC application.

User Service#

The configured Home Town settings ensure that employees can avail Home Town LTC only for approved locations.

Employees can:

• View the list of approved Home Town locations.
• Select only the configured Home Town while applying for Home Town LTC.
• Submit Home Town LTC applications according to the institution’s policy.

LTC Administrators can:

• Add or remove Home Town locations.
• Update the list of approved Home Towns whenever required.
• Ensure Home Town LTC claims comply with institutional policies.

6. LTC Allowed Mode of Travel#

The LTC Allowed Mode of Travel section is used to define the travel modes that employees are permitted to use while availing Leave Travel Concession (LTC). The ltc_admin can configure the list of approved modes of travel according to the institution’s LTC policy.

Settings#

The Settings section allows the ltc_admin to configure the approved modes of travel for LTC.

Mode of Travel Configuration#

Operations#

The Operations section enables the ltc_admin to add and manage the approved modes of travel.

Configure Allowed Modes of Travel#

Steps#

1. Login using the ltc_admin account.
2. Navigate to LTC Management → Configuration → LTC Allowed Mode of Travel.
3. Click the Add New Mode button.
4. Enter the Mode of Travel name (e.g., Train, Air, Bus, Taxi).
5. Set the Status as Active.
6. Click Save.

Result The selected mode of travel is successfully added to the list of approved travel modes. Employees can select only the configured travel modes while submitting an LTC application.

User Service#

The configured travel mode settings ensure that LTC applications comply with the institution’s travel policy.

Employees can:

• View the list of approved travel modes.
• Select only the configured mode of travel while applying for LTC.
• Submit LTC applications using institution-approved travel options.

LTC Administrators can:

• Add, update, or deactivate travel modes.
• Maintain the list of approved travel modes as per institutional policy.
• Ensure LTC claims are submitted only with authorized modes of travel.

7. LTC Mail Settings#

The LTC Mail Settings section is used to configure email notifications for the Leave Travel Concession (LTC) module. The ltc_admin can define which email templates are used for different LTC actions, ensuring that employees and approval authorities receive timely and consistent notifications throughout the LTC workflow.

Settings#

The Settings section allows the ltc_admin to configure email notifications for LTC-related activities.

LTC Mail Configuration#

Operations#

The Operations section enables the ltc_admin to configure email notifications for LTC activities.

Configure LTC Mail Settings#

Steps#

1. Login using the ltc_admin account.
2. Navigate to LTC Management → Configuration → LTC Mail Settings.
3. Select the LTC Action for which the email notification is required.
4. Choose the appropriate Email Template.
5. Set the Status as Active.
6. Click Save.

Result The selected email template is successfully mapped to the corresponding LTC action. The system will automatically send email notifications whenever that action occurs.

User Service#

The configured mail settings ensure that all stakeholders receive automatic notifications during the LTC process.

Employees can:

• Receive email notifications when an LTC application is submitted.
• Receive updates on recommendation, review, approval, rejection, cancellation, and claim processing.
• Stay informed about the status of their LTC applications.

LTC Approval Authorities can:

• Receive email notifications whenever an LTC application requires their action.
• Stay informed about pending and completed approval tasks.

LTC Administrators can:

• Configure and manage email templates for all LTC actions.
• Enable or disable notifications as per institutional requirements.
• Ensure timely and consistent communication throughout the LTC workflow.

Employee User Guide#

Apply for Leave#

Features#

• My Applications
• Leave Application
• Leave Account
• Leave Ledger
• Station Leave
• Shift Change Request

Step 1: Login#

Open the SAMARTH Portal.

Enter:

• Username
• Password

Click Login.

Step 2: Open Leave Module#

Employee Service → Leave Management

Step 3: Available Services#

• Leave Applications
• Apply for Station Leave
• Leave Account
• Leave Ledger
• Shift Change Request

Step 4: New Leave Application#

1. Click Leave Applications.
2. Click New Leave Application.
3. Enter the required details.
4. Click Save.

Step 5: Assign Duties#

If enabled by the Leave Administrator:

1. Click Assign Duties.
2. Select the employee.
3. Click Save.

Note: This option appears only when enabled in Leave Configuration.

Step 6: Verify Details#

Verify the entered information before submission.

Step 7: Available Actions#

• Submit
• Edit
• Go Back
• Print
• Balance

Step 8: Submit Application#

Click Submit.

You can also download the leave application PDF.

Step 9: My Leave Applications#

Available actions:

• View
• Cancel

Step 10: Leave Account#

Employees can view:

• Leave Type
• Year
• Opening Balance
• Closing Balance
• Current Balance

Approval Workflow#

Applications pass through:

1. Recommending Authority
2. Reviewing Authority
3. Sanctioning Authority

Notifications#

Employees receive email notifications for:

• Submission
• Recommendation
• Review
• Approval
• Rejection
• Cancellation
• Rejoin

Leave Ledger#

Employees can view:

• Leave Type
• Date
• Credit
• Debit
• Net Balance

Station Leave#

Steps#

1. Open Station Leave.
2. Click Add.
3. Enter:
   • From Date
   • To Date
   • Mobile Number
   • Address
   • Reason
4. Click Save.

Shift Change Request#

Steps#

1. Open Shift Change Request.
2. Enter From & To Date/Time.
3. Submit the request.

Employee User Guide#

LTC Application#

Note: Before applying for Leave Travel Concession (LTC), the employee must first apply for the applicable leave and obtain approval. Only sanctioned leave applications will be available for LTC.

Step 1: Open the LTC Module#

1. Log in to the SAMARTH Portal.
2. Navigate to Employee Service → Leave Management.
3. Click LTC (Leave Travel Concession).

Step 2: Apply for LTC#

Click Apply for Leave Travel Concession (LTC).

Step 3: Fill the LTC Application Form#

Complete the application by providing the following details.

Step 4: Submit the Application#

1. Review all entered details.
2. Verify the information.
3. Click Submit.

The LTC application is forwarded to the configured approval workflow.

View LTC Application#

Navigate to: Leave Module → LTC → All Applications.

The following sections are available.

LTC Details#

Displays complete LTC information, including:

• LTC application details
• Travel destination
• Approval hierarchy
• Current application status

Leave Application Details#

Displays:

• Leave period
• Number of leave days
• Leave application status
• Linked leave application

Employee Details#

Displays employee information, including:

• Employee Name
• Date of Joining
• Date of Superannuation
• Basic Pay
• Level ID
• Email Address
• Mobile Number

The last five leave applications are also displayed.

Travel Details#

Employees can:

• Add travel details
• Update travel information (if permitted)

Authorities can view the submitted travel details.

LTC Logs#

Displays the complete activity history of the LTC application, including all actions performed during the approval process.

Earned Leave Encashment#

Displays:

• EL Encashment details
• Approval hierarchy
• Actions performed by authorities
• Authority remarks

Advance Amount Approval Details#

Displays information related to advance payment processing, including:

• Bill forwarding status
• Finance section activity
• Recent approval activities
• LTC bill download option

Approval Workflow#

After submission, the LTC application follows the configured approval hierarchy.

Depending on the institution’s configuration, the application may pass through:

1. Recommending Authority
2. Reviewing Authority
3. Sanctioning Authority

The employee can track the current status of the application throughout the approval process.

Notifications#

Employees receive email notifications whenever:

• LTC Application is Submitted
• Application is Recommended
• Application is Reviewed
• Application is Approved
• Application is Rejected
• Advance Amount is Approved
• Claim Bill is Processed

Employee Services Summary#

Result#

Employees can:

• Apply for LTC.
• Track the approval status.
• View complete application details.
• Add travel information.
• Monitor EL Encashment.
• Track advance amount approval.
• Download LTC bill details.
• Receive email notifications throughout the LTC approval process.

Leave Biometric Attendance Configuration#

The Leave Biometric Attendance Configuration section is used to configure and manage biometric attendance integration with the Leave Management Module. The Leave Admin can enable attendance, configure working hours, import attendance records, map employee attendance IDs, and generate attendance reports.

Settings#

The Settings section allows the Leave Admin to configure attendance-related parameters required for biometric attendance processing.

Attendance Configuration#

Operations#

The Operations section allows the Leave Admin to map attendance IDs, import attendance records, and export attendance reports.

1. Attendance Mapping#

Attendance Mapping is used to map the Employee ID with the corresponding Biometric Attendance ID.

Steps#

1. Login as Leave Admin.
2. Navigate to Leave Management → Attendance → Attendance Mapping.
3. Click Import Leave Attendance Mapping.
4. Download the mapping Excel template.
5. Enter the Employee ID and corresponding Attendance ID.
6. Save the Excel file.
7. Click Upload File.
8. Import the completed mapping file.

Result Employee IDs are successfully mapped with their biometric attendance IDs.

2. Import Attendance#

The Leave Admin can import biometric attendance records into the system.

Steps#

1. Navigate to Leave Management → Attendance → Import Attendance.
2. Click Download Template.
3. Enter the attendance records in the prescribed format.
4. Save the Excel file.
5. Click Upload.
6. Verify the imported attendance records.

Result Attendance records are successfully imported into the Leave Management Module.

3. Export Attendance#

The Leave Admin can export attendance records for reporting and auditing purposes.

Steps#

1. Navigate to Leave Management → Attendance → Export Attendance.
2. Apply the required filters.
3. Click Export.
4. Download the attendance report in the required format.
5. Generate a PDF report if required.

Result Attendance records are exported successfully for reporting and audit purposes.

User Service#

Once biometric attendance has been configured and attendance data has been imported, employees can access their attendance information through the Employee Portal.

Employees can:

• View their attendance records.
• Check daily attendance status.
• Download or print attendance reports in PDF format.
• Verify imported attendance records.

Leave Administrators can:

• Configure biometric attendance settings.
• Define working hours and attendance relaxation rules.
• Map Employee IDs with Attendance IDs.
• Import attendance records in bulk.
• Export attendance reports in Excel or PDF format.
• Monitor employee attendance through the Leave Management Module.

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.

Leave Approval Issue – Start Date and End Date Configuration#

If the approving authority is unable to approve a leave application due to a Start Date or End Date validation error, the Leave Admin should verify whether the Leave Credit Start Date and Leave Credit End Date are configured correctly according to the leave credit cycle.

If these dates are not configured as per the leave credit cycle, the authority will not be able to approve the leave application.

The Leave Admin can update the configuration using the following examples.

Note: The Start Date and End Date of the leave account must match the leave credit cycle configured in the system.

Example 1: Annual Leave Credit Cycle#

If leave is credited once every year, starting in January:

• Start Date: 2026-01-01
• End Date: 2026-12-31

Example 2: Half-Yearly Leave Credit Cycle#

If leave is credited every six months, starting in January:

• Start Date: 2026-01-01
• End Date: 2026-06-30

After the first six-month period ends, the system will automatically create the next leave credit period.

Example 3: Monthly Leave Credit Cycle#

If leave is credited every month, starting from the beginning of the month:

• Start Date: 2026-01-01
• End Date: 2026-01-31

After the completion of the month, the system will automatically create the next leave credit period.

Resolution#

Once the Start Date and End Date are configured correctly as per the applicable leave credit cycle, the approving authority will be able to approve the leave application successfully without any validation errors.

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.

Leave Management Module – Frequently Asked Questions (FAQs)#

Q1. Is there any option to import bulk leave?

Answer: 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?

Answer: All types of leave can be managed by Samarth.

Q3. What is the meaning of authority?

Answer: 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?

Answer: 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?

Answer: No. There is no leave linking with the payroll system.

Q6. Is there any linking between Employee Management and CCL Leave?

Answer: No. There is no linkage between the Employee Management module and CCL Leave.

Q7. Is there any option to manage the “Leave Assigned Duties Required” setting (Yes/No)?

Answer: Yes. This option is available in the Leave Configuration settings. The admin needs to enable or disable the checkbox as required.

Q8. Is there any facility available to send leave information by email?

Answer: Yes. This option is available during Leave Type Configuration. The admin needs to enable the email notification option.

Q9. Is there any option for the admin to see how many employees are out of station on leave?

Answer: Yes. This option is available in the Leave module.

Q10. Who is the Leave Admin?

Answer: It depends entirely on the university.

Q11. Is there a facility where gazetted holidays are displayed automatically when an employee selects leave dates from the calendar?

Answer: No. This facility is not available.

Q12. Can we select multiple positions at once to assign authorities?

Answer: Yes. The system provides an option to select multiple positions at once for assigning authorities.

Q13. If HR configures leave for a session, can contractual employees view the same leave?

Answer: No. These leave configurations are applicable only to permanent employees. Separate leave types must be configured for contractual employees.

Q14. Is there any provision for an employee who has only 10 HPL but requires 2 additional leave days?

Answer: Yes. The Combination option is available. The employee can use Earned Leave (EL) for the additional 2 days.

Q15. If Commuted Leave and HPL are configured, will the system automatically calculate the HPL deduction when an employee applies for Commuted Leave?

Answer: Yes. This feature is built into the system. The portal automatically calculates the corresponding HPL deduction.

Q16. Is there any provision for leave extension?

Answer: Yes. This feature is available. The Leave Admin can configure the Leave Extension setting as Yes or No.

Q17. Is an Early Joining option available?

Answer: Yes. This option is available in the leave settings. The admin can enable or disable it by selecting Yes or No.

Q18. Is there a campus-wise role available?

Answer: Yes. The campus-wise role is leave_ou_admin.

Q19. Is there any auto-approval system?

Answer: Yes. This feature is available under the Leave Rule Configuration.

Q20. Is there any option for authority-based leave count?

Answer: Yes. This option is available and can be configured by the Leave Admin.

Q21. Is there any option for employees to apply for backdated leave?

Answer: Yes. The Leave Admin can configure this under Leave Configuration by enabling “Can employees apply for backdated leave”.

Q22. Can the admin generate an attendance report?

Answer: Yes. Administrators can generate the attendance report.

Q23. Can the admin set holidays in bulk mode?

Answer: Yes. Holidays can be imported in bulk through an Excel sheet.

Q24. Can we add Compensatory Leave?

Answer: Yes. Compensatory Leave can be added under the Leave Settings.

Q25. Can we assign leave authority in bulk mode?

Answer: Yes. The Leave Admin can assign leave authorities in bulk mode.

Q26. Can we make document upload mandatory while applying for leave?

Answer: Yes. While creating the leave rule, the Leave Admin can make the document upload field mandatory.

Q27. Can an employee cancel leave after it has been sanctioned?

Answer: Yes. If the Leave Admin has enabled the Leave Cancellation After Sanction option in the leave rule settings, employees can cancel sanctioned leave.

Q28. Can we define multiple reviewing authorities for an employee?

Answer: Yes. The Leave Admin can assign multiple reviewing authorities under Assign Authorities to Employees.

Q29. How many types of settings are available in the Leave Management Module?

Answer: There are 18 types of settings available in the Leave Management Module.

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

Answer: Yes.

Q31. Who can update the leave rule?

Answer: The Leave Admin can update the leave rule.

Q32. Can we map leave in bulk using an Excel sheet?

Answer: Yes. The Leave Admin needs to download the Excel format from the Employee Leave Mapping section, fill in the required details, and upload it to the portal.

Q33. Can we export the leave balance of all employees?

Answer: Yes. The Leave Admin can export all employee leave balances through the Leave Account setting.

Q34. Can we debit or credit the leave balance of an individual employee?

Answer: Yes. The Leave Admin can debit or credit an employee’s leave balance through the Update option under the Leave Account setting.

Q35. Can we export the Leave Ledger details?

Answer: Yes. The Leave Admin can export Leave Ledger details through the Leave Ledger setting.

Q36. Can we import the holiday list using an Excel sheet?

Answer: Yes. The Leave Admin can import the holiday list through an Excel sheet under Leave Settings → Holidays.

Q37. Can an employee delete a saved/draft leave application?

Answer: Yes. The Leave Admin needs to enable this provision under the Master Leave Configuration settings.

Q38. Is there any option for the admin to change the leave timing?

Answer: Yes. The Leave Admin can change the leave timing through the Master Leave Configuration settings.

Q39. Is it possible to credit leave to retired employees?

Answer: No. If the employee’s profile status is marked as Inactive, the system will not credit leave to the employee’s account.

Q40. What is the role of the Sanctioning Authority?

Answer: The Sanctioning Authority gives the final decision on the leave application and ensures that the appropriate leave balance or buffer is deducted before approving the leave.

Q41. What is the role of the Reviewing Authority?

Answer: The Reviewing Authority validates leave eligibility, verifies balances, approves or rejects the request, and forwards it to the Sanctioning Authority.

Q42. What is the responsibility of the Recommending Authority?

Answer: The Recommending Authority reviews leave requests, verifies documents and duties, adds comments if required, and forwards the application to the Reviewing Authority.

Q43. How does an employee apply for leave?

Answer:

• Login
• Navigate to Employee Services → Apply Leave
• Select Leave Type
• Enter dates
• Assign duties (if required)
• Save or Submit

Employees can track application status under My Applications.

Q44. What is Shift Master?

Answer: Shift Master is used to define:

• Office timings
• Working hours
• Attendance rules
• Remote shifts
• Half-day rules
• Working hour thresholds

It ensures attendance is calculated correctly.

Q45. What is Vacation to Earned Leave Conversion?

Answer: This feature converts unused Vacation Leave into Earned Leave according to organization rules.

Example: 20 days Vacation Leave - 10 days Earned Leave (2:1 conversion)

Q46. What is the purpose of Employee Mapped to Group?

Answer: It maps employees to Holiday Groups so that they follow the correct holidays and weekly offs.

Inactive employees automatically follow the normal holiday calendar.

Q47. Why are Holiday Groups used?

Answer: Holiday Groups allow different holiday calendars for different employee categories.

Example:

• Teaching Staff
• Non-Teaching Staff
• Contract Employees

Each group can have different holidays and weekly offs.

Q48. Who can view Leave Buffer?

Answer:

• Leave Administrator can view all employees' buffer balances.
• Employees can view their own buffer balance if enabled by the administrator.

Q49. What are Special Leave Rules?

Answer: Special Leave Rules define automatic leave deductions from another leave account.

Example:

• Employee applies for 1 day Commuted Leave.
• System deducts 2 days from Half Pay Leave (HPL).

This happens automatically after configuration.

Q50. Why is Employee Week-Off required?

Answer: Employee Week-Off allows different employees to have different weekly offs.

Example:

• Employee A → Saturday & Sunday
• Employee B → Monday

This is useful for shift-based organizations.

Q51. What is Partial Sanction?

Answer Partial Sanction allows the approving authority to approve only part of the leave application instead of approving or rejecting the entire request.

Q52. What happens if “Negative Leave Balance Allowed” is enabled?

Answer Employees can apply for leave even if their leave balance is zero or insufficient.

If disabled, employees cannot submit leave once the balance reaches zero.

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