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How to grant leave?

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

  1. Log on to the greytHR Admin portal using your login credentials.

  2. Navigate to Leave > Admin > Leave Granter. The Leave Granter page appears.

    To directly go to the Leave Granter page, navigate to Actions > Leave > Grant Leave.

  3. Click . The Leave Granter For the Year <leave year> page appears.
  4. You can grant leaves for all employee or only the new joined employees. As per your need, select any one of the following two check boxes:

    • Grant for all employees
    • Grant for newly joined employees
  5. In the Periodicity field, type or choose the period from the drop-down list, for which you want to grant the leaves.
  6. In the Period field, type or choose the appropriate period from the drop-down list, based on the Periodicity that you have chosen.
  7. In the Leave Scheme field, type or choose the leave scheme from the drop-down list.

    Based on the Periodicity, Period and Leave Scheme that you have chosen, a list of leave types are displayed.

  8. Select the check box adjacent to one or more leave types as per your need.

    On clicking the check box adjacent to the option Leave Type, the check box adjacent to all the other leave types are selected.

  9. Click Grant. A message appears prompting you that the leaves are successfully granted and details of the scheduler, is displayed on the Leave Granter page.

How can the admin apply leave on behalf of the employee?

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

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Leave > Information > Employee Leave. The Employee Leave page appears.
  3. Search for the employee behalf of whom you want to apply for leave.
  4. Click The Apply On behalf button.. The Apply On Behalf page appears with the chosen employee's name and various option to apply for the leave.
  5. In the Leave Type field, type or choose the leave type from the drop-down list, for which you want to grant the leaves. Based on the leave type that you chose, the balance is displayed.
  6. In the From Date field, choose the appropriate date from the calendar that appears. Then select it's appropriate session from the From Session drop down.
  7. In the To Date field, choose the appropriate date from the calendar that appears. Then select it's appropriate session from the To Session drop down.

    Based on the From Date, To Date and the corresponding sessions that you choose, the Days field shows the number of days that gets deducted from the chosen leave type.

  8. In the Apply To field, choose the appropriate manager.
  9. In the Contact Details field, type your contact details.

    You can also notify others about about the leave. To do so, in the CC To box, click Select and mark the employees to whom you want to notify about your leave plans and then click Add.

  10. In the Attachment field, upload a relevant file if any.
  11. Click Apply to submit the leave application. The system sends an email notification to the approver and to the contacts whom you have marked a copy of the leave application.

How to reject a leave application?

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

Admin rejecting a leave application

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

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

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

Manager rejecting a leave application

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

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

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

How to grant leave to an individual employee?

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

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Leave > Information > Employee Leave. The Employee Leave page appears.
  3. Search for the employee to whom you want to grant leave.
  4. In the Leave Type field, type or choose the leave type from the drop-down list, for which you want to grant the leaves. Based on the leave type that you chose, the balance is displayed.
  5. In the Transaction Type drop down, select Granted from the list.
  6. In the From Date field, choose the appropriate date from the calendar that appears. Then select it's appropriate session from the From Session drop down.
  7. In the To Date field, choose the appropriate date from the calendar that appears. Then select it's appropriate session from the To Session drop down.

  8. In the Days field, use the arrows to choose the number of days for which you are granting the leave.

  9. In the Expire Date field, choose the date from the calendar that appears. The leaves that you are granting, gets expired if not availed within the the chosen date.
  10. In the Reason text box, type a reason associated with the leave grant.
  11. Click Save.
  12. In the Apply To field, choose the appropriate manager.
  13. In the Contact Details field, type your contact details. The leave is granted to the employee and a message appears informing

How can an employee apply for leave from the ESS portal?

To apply leave for leave from the ESS portal, perform the following steps:

  1. Log on to the Employee Self Service portal using your login credentials.
  2. Click the Actions menu and then select Apply from the menu that appears. The Apply page appears with various tabs on the left menu.
  3. Click Leave under the Leave tab.
  4. In the Leave Type field, type or select your leave type.
  5. In the From Date field, select the appropriate date from the calendar that appears. Then select the relevant session from the From Session drop down.
  6. In the To Date field, select the appropriate date from the calendar that appears. Then select the relevant session from the To Session drop down.

    The Days field displays the number of days you have applied for leave. The Balance field displays the total number of leaves remaining in your leave account.
  7. In the Apply To field, type or select the name of your manager.
  8. In the Reason field, type a reason for the leave. 

  9. In the Contact Details box, type your contact information.  
  10. Attach a relevant file, if any.   

    You can also notify others about about your leave. To do so, in the CC To box, click Select and mark the employees to whom you want to notify about your leave plans and then click Add.

  11. Click Apply to submit your leave application. The system sends an email notification to the approver and to the contacts whom you have marked a copy of the leave application.

How to change the leave entitlement for any leave type?

In order to change the entitlement for a particular leave type, perform the following steps:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to System Settings > Leave > Leave Rules. The Leave Rules page appears displaying the Leave Rules tab and Rules Gallery tab.
  3. Under the Leave Rules tab, click the Edit Policy Info icon () adjacent to the leave type whose entitlement you want to change. For example, click the Edit Policy Info icon () adjacent to Earned Leave (EL). The Leave Policy setup for Earned Leave (EL) page appears.
  4. Select Grant Settings from the drop-down menu that appears just under the page name.
  5. To change the already defined entitlement, make changes in the following fields:
    • Leave Granting Frequency—choose the frequency in which you want to grant the leaves to the employees, here
    • Grant Mode—choose the mode in which you want to grant the leaves to the employees, here
    • Maximum Leave For The Period—use the arrow to choose the maximum number of leaves for a period, that you want to grant the employees
  6. Click Finish to save the changes. A message appears prompting you that the leave policy is successfully updated.

If employee has applied leave for a wrong date and the leave is approved, how to roll back the transaction?

In order to roll back an approved leave application, perform the following steps:

  1. Log on to the Employee Self Service portal using your login credentials.
  2. Click the Actions menu and then select Apply from the menu that appears. The Apply page appears with various tabs on the left menu.
  3. Click Leave Cancel under the Leave tab. The Cancel Leave page appears displaying a table with leaves that are availed.
  4. Click the availed leave type that you want to roll back. The complete row gets highlighted.
  5. In the Apply To field, select your manager from the drop-down list that appears.
  6. In the Reason text box, type an appropriate reason for rolling back the application.

    You can also notify others about about your leave. To do so, in the CC To box, click Select and mark the employees to whom you want to notify about your leave plans and then click Add.

  7. Click Apply. A message appears prompting you that the action is successfully completed and the particular leave type no longer appears on the Cancel Leave page.

Will greytHR allow employees to apply leaves for future date?

Yes. greytHR allows employees to apply leave for future dates based on the configurations. Admin can define the number of days in the future, up to which an employee can apply for leaves. Based on the days that the admin has defined, greytHR allows employees to apply leaves for future date.

In case the leaves get extended from one year to another, the leave policy for both the years have to be defined separately. For example, if employee is applying for leave from 25th Dec 2016 to 5th Jan 2017, then the leave policy for 2016 and 2017 should be defined separately. The leave that the employee applies for, is considered in two phases, that is,

  • Phase one—from Dec 25, 2016 to Dec 31, 2016
  • Phase twofrom Jan 1, 2017 to Jan 5, 2017

Can two-level approval be configured in system?

Yes, you can configure two-level approval for leaves. The following steps guide to do so:

  1. Click Leave tab and then click Advance link appearing at the bottom of the left menu.
  2. Navigate to Setup > Leave Type Reviewer. The Leave Type Reviewer page appears.
  3. Click Add. The Add Reviewer page appears.
  4. In the Leave Scheme field, select a leave scheme from the drop-down list.
  5. In the Leave Type field, select a leave type from the drop-down list.
  6. In the Reviewer1 field, select the first level Reviewer from the drop-down list.
  7. In the Reviewer2 field, select the second level Reviewer from the drop-down list.
  8. Click Save. Two-level approval is configured for the particular leave type.

How can I extract the Leave Balance report of an employee?

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

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

Where can I see chart view of Leave transactions?

Admin, Manager and employee can view the Leave transactions in chart view under the following locations:

  • Admin—by navigating to Leave > Main > Overview.
  • Manager can view the Leave transactions in chart view under,
    • The Leave dashboard
    • The Team Leave tab
    • The Leave Calendar tab
  • Employee can view the Leave transactions in chart view under the Leave dashboard.

Where can a Manager see the current status of an employee's leave application?

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

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

How to perform Leave Year End Process in system?

To perform Leave Year End Process, refer to Year End Process.

How to set mail triggers in system for each stage of leave workflow?

greytHR allows you to create mail triggers in the form of notifications, for each stage of leave workflow. Perform the following steps, to create event notification for every leave workflow stage:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to System Settings > Miscellaneous > Event Notification. The Event Notification page appears.
  3. Click Add Notification. The Add Event Notification page appears.
  4. In the Module field, choose Leave from the drop-down list. Based on the Leave module that you select, various fields are displayed.
  5. In the Leave Scheme field, choose the appropriate leave scheme from the drop-down list.
  6. In the Leave Type field, choose the leave type from the drop-down list, for which you want to create a notification.
  7. In the Event Type field, choose the appropriate type of event from the drop-down list.
  8. In the Received By field, choose the appropriate user from the drop-down list. The user that you choose here, acts as the recipient of the event notification.
  9. If you want the notification to be sent immediately after the event takes place, select the Send notification when event occurs (instantly) check box. On selecting this check box, the following tabs are displayed:

    • Mail—click the Enable Mail check box if you want to enable email notification for the chosen leave type. Choose or type appropriate values in the From, CC, Subject and Body section.
    • Mobile Notification—click the Enable Notification check box if you want to enable mobile notification for the chosen leave type.
    • SMS—click the Enable SMS check box if you want to enable SMS for the chosen leave type.
    • Feed Post—click the Enable Feed Post check box if you want to enable feed post for the chosen leave type. 
  10. Select required employee filter.

    By default, notification is sent to all employees unless receiver type is EMPLOYEE_USER. For the Mail event type, you can select the specific sender and CC list.

     

  11. Click Save Settings. A message appears prompting you that the notification is successfully created.

How to set location wise holiday list?

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

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

How to update opening leave balance in system?

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

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

How to apply for compensatory off?

To apply for compensatory off, refer to How can an employee apply for leave from the ESS portal?. In the Leave Type field, type or select Compensatory Off from the drop-down list.

Can a Compensatory Off be we lapsed?

Yes. Just like any other leave type, even a Compensatory Off can be lapsed.

Can CC option be removed permanently?

Yes, you can remove the CC option permanently. To do so, perform the following steps:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Click the Advance link appearing at the bottom of the left menu.
  3. Navigate to System Settings > Miscellaneous > Advanced Options. The Advanced Options page appears.
  4. Search for the option, Allow "CCTo.." Field in Leave Apply, Leave Grant, Leave Cancel and Restricted Holiday. If the check box adjacent to this option is already select, remove the selection.
  5. Click Save. The CC option is removed.

Can CC option be displayed for selected Employees?

No. Once the CC option is enabled, it gets implemented across the organization.

Is their provision to set individual Reviewer for a specific leave type?

Yes you can set individual Reviewer for a specific leave type. Refer to Can two-level approval be configured in system? to know more about the steps.

 

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