# Leave Allowance
Leave Allowance tracks each employee's leave entitlement, balance, and usage by leave type for a given period. Use it to configure annual entitlements, carry forward, and manual or bulk credit adjustments.
Overview & List View
Quick filters
| **Filter** | **Description** |
|------------|-----------------|
| Suspended | Show suspended allowances only. |
List columns
| **Column** | **Description** |
|------------|-----------------|
| Id | Record ID. |
| Employee | Employee name. |
| From Date | Allowance period start. |
| To Date | Allowance period end. |
| Leave allowance hours | Total allowance hours for the period. |
List row actions
| **Action** | **Available when** |
|------------|-------------------|
| View | All |
Primary toolbar
| **Action** | **Description** |
|------------|-----------------|
| New | Create a new leave allowance. |
| Bulk Credit | Credit leave days for multiple employees at once. |
Quick Start — Configure Leave Allowance
1. Navigate
Go to HRMS → Masters → Leave Allowance.
2. Create new allowance
Click New.
3. Fill in details
- Select Employee, From Date, and To Date.
- Enter Total leave allowance days for the period.
- Add leave type lines with entitlement days per type.
4. Save
Click Save.
Assignment & Period
| **Field** | **Description** |
|-----------|-----------------|
| Employee * | Employee receiving the allowance. |
| From Date * | Start of the allowance period. |
| To Date * | End of the allowance period. |
Current Period Allowance
| **Field** | **Description** |
|-----------|-----------------|
| Total leave allowance days | Total days allocated for this period. |
| Leave allowance hours | Total hours (shown on edit/view). |
Carry Forward
| **Field** | **Description** |
|-----------|-----------------|
| Last year addon allowance days | Days carried forward from the previous year. |
| Carry forward expiry date | Date after which carried-forward days expire. |
Additional Information
| **Field** | **Description** |
|-----------|-----------------|
| Notes | Internal notes. |
Leave Type Allowances
| **Column** | **Description** |
|------------|-----------------|
| Leave Type * | Type of leave (from Leave Type). |
| Days * | Entitlement days for this type. |
| Entitlement Hours | Calculated entitlement in hours. |
| Max Days Per Month | Maximum days that can be taken per month for this type. |
Bulk Credit
Credit leave days for multiple employees at once. Click Bulk Credit on the list toolbar.
| **Field** | **Description** |
|-----------|-----------------|
| Accrual Month | Month for which credit is applied. |
| Period * | Allowance period. |
| Select Employee to Credit | Specific employees to credit. |
| Department | Filter by department. |
| Employee Group | Filter by employee group. |
Click Credit to process. A summary modal shows credited and skipped employees with reasons.
Add Credit
Add a manual credit to an existing leave allowance. Open the allowance view → more menu → Add Credits.
| **Field** | **Description** |
|-----------|-----------------|
| Posted On * | Date the credit is posted. |
| Accrual Month * | Month the credit applies to. |
| Period * | Credit period (usually a full calendar month, or a mid-month cycle such as 25th–24th). |
| Credit Days * | Number of days to credit. Use Refetch credit days to auto-calculate from entitlement, joining, termination, Absent, and unpaid / LOP days. |
| System note | Explains why the suggested days were prorated or set to zero (joining, termination, Absent / LOP). |
| Credit Source * | Source of the credit (see below). |
| Notes | Reason or notes for the credit. |
Credit Source values
| **Source** | **Description** |
|------------|-----------------|
| Monthly Accrual | Full monthly entitlement for the period (e.g. 2.5 when annual entitlement is 30), when there are no Absent / unpaid days. |
| Joining Prorata | Prorated from joining date, or zero when the period ends before joining. |
| Termination Prorata | Prorated until termination date, or zero when the period starts after termination. |
| LOP Adjustment | Reduced for Absent and unpaid / LOP days already marked on attendance in the period. |
| Correction | Correction of a previous error. |
| Manual Adjustment | Manual credit by HR. |
| Migration | Credit from data migration. |
How suggested credit days are calculated
- Monthly entitlement = annual leave days ÷ months in the allowance period (30 ÷ 12 = 2.5).
- A full month (1st–last day, or cycles like 25th–24th / 26th–25th) always counts as 1 month → base credit = 2.5.
- If the employee joined after the period end → 0 (posting is blocked).
- If the employee joined mid-period → prorate from joining date using the HR setting Leave Credit Prorata Day Basis (e.g. join 10 Feb with 19 paid days: Calendar → 2.5 × 19 / 28 ≈ 1.70; Annual ÷ 365 → 2.5 × 19 / 30.42 ≈ 1.56).
- If the employee terminated before the period start → 0 (posting is blocked).
- If the employee terminated mid-period → prorate until termination date (same day-basis setting).
- Absent days and unpaid / LOP leave days on attendance further reduce the suggestion (same day-basis setting). Source becomes LOP Adjustment. Refetch uses the same computed attendance status as the Employee Attendance report (including days shown as Absent without punches).
What counts as unpaid for accrual reduction
- Absent (attendance status Absent).
- Leave / half-day leave marked as unpaid (
paidLeave = false).
- Unpaid holiday, when payroll setting Count Holidays as Paid During Unpaid Leave is OFF.
Present, paid leave, and normal holidays do not reduce accrual.
Leave Credit Prorata Day Basis (HR Settings → Leave Accrual, when Monthly Leave Accrual is ON):
- Calendar Days (default) — actual days in the credit period (28–31).
- Fixed 30 / Fixed 31 — constant divisor.
- Annual ÷ 365 — ≈ 30.42 days per month (365 ÷ 12).
This divisor applies to mid-period joining / termination / Absent–LOP prorata. A full month with no Absent or unpaid days still receives the full monthly entitlement (e.g. 2.5).
Example. Annual entitlement 30 days (2.5/month). Employee joins on 1 March and works through December with no LOP: March–December = 10 × 2.5 = 25 days credited. January and February (before joining) cannot be posted.
If the employee joins mid-March, March is prorated and April–December remain 2.5 each (still less than 25 for the year unless March is a full month from day 1).
View Tabs
| **Tab** | **What it shows** |
|---------|-------------------|
| General | Period, annual entitlement, leave type allowances, available balance, carry forward expiry, notes. |
| Leave Usage | Overall usage summary, usage by category, and detailed leave usage records. |
| Credits | Credit history: Sl No, Accrual Month, Posted On, Period From/To, Days (Hr), Type, System Suggested, Notes. |
Actions & Status
| **Action** | **Description** |
|------------|-----------------|
| Edit | Opens for editing. |
| Clone | Creates a copy. |
| Add Credits | Opens the Add Credit modal. |
| Print | Prints the allowance. |
| **Status** | **Description** |
|------------|-----------------|
| Active | Allowance is in use. |
| Suspended | Allowance is deactivated. |
FAQ
What happens when a paid leave request is cancelled?
The system reverts leave usage on the employee's leave allowance for the cancelled period.
What is the difference between upfront annual and monthly accrual?
Controlled by Monthly Leave Accrual in HR Settings → Leave Accrual. When OFF, the full annual entitlement is credited upfront. When ON, days accrue monthly via Bulk Credit / Add Credit.
Employee joins in March with 30 days/year — how much is credited by December?
Monthly entitlement is 2.5. If they join on (or before) the start of March and work present through December with no LOP, March–December = 10 × 2.5 = 25 days. Months before joining cannot be credited. Mid-month joining prorates that first month only.
Why is suggested credit 0 for January when the employee joined in February?
The period ends before the joining date. Refetch shows a system note and Add Credit / Bulk Credit will not post for that period.
How does termination affect monthly credit?
Periods entirely after termination cannot be posted. The termination month is prorated until the termination date.
How does Check Eligibility on leave requests use leave allowance?
The eligibility check compares requested days against the available balance on the employee's active leave allowance for the selected leave type.
What is Bulk Credit?
Adds accrual or annual entitlement days to many employees at once — filter by employee group or department on the bulk credit form. Employees with zero suggested days (before joining / after termination) are skipped with a reason.
Can I delete a leave allowance in use?
Deletion is blocked when leave has been consumed or payroll exists for credit periods — adjust with add-on credits instead.
What is Add-on (prior period) credit?
Credits entitlement for periods before the allowance start date — used when migrating opening balances.
Why can't I edit a credit line?
Payroll may exist for that credit period — system blocks changes that would make credited hours less than used hours.
How many allowances can one employee have?
One active allowance record per employee per period — overlapping periods are rejected on save.