Leave Entitlement

Last Updated: October 7, 2025
Document Version: 1.0
Prepared for: Emgage HRMS Implementation Team

---

The Leave Entitlement module enables administrators to allocate, adjust, and maintain leave balances for employees.
It supports manual adjustments, entitlement credit/debit transactions, balance import, and reporting for audit and compliance purposes.

This module plays a critical role in ensuring accurate leave accounting and transparent leave history tracking.

---

System Overview

The Leave Entitlement system is structured around five key components:

1. Leave Entitlement Table – Displays all employee leave entitlement records
2. Toolbar Actions – Options to request adjustments, import balances, or upload C-Off data
3. Add Leave Balance Form – Used for manual balance adjustment or credit/debit entry
4. Import Leave / C-Off Balance Wizard – Step-by-step bulk upload workflow
5. Advanced Filter Panel – Multi-criteria employee entitlement search

This modular design supports operational accuracy and efficient leave data maintenance.

---

Leave Entitlement Table

The Leave Entitlement Table provides a centralized view of leave balance transactions and entitlement records for employees.

Table Columns

Column	Description
Employee	Name of the employee for whom leave entitlement is recorded.
Month-Year	Period for which entitlement or adjustment is applied.
Leave Code	Leave type associated with the transaction.
Entitlement Date	Date and time when balance was updated or credited.
Existing Balance	Leave balance available before adjustment.
Imported Balance	Balance value uploaded via import (if applicable).
Credit/Debit	Leave units added or deducted.
Final Balance	Updated balance after credit/debit.
Remarks	Notes or reason for the entitlement change.

---

Toolbar Actions

Located above the entitlement table, the Toolbar provides key balance management options.

Available Options:

• + C-Off Import – Opens the Compensatory Off balance import wizard
• + Import – Opens the Leave Balance import wizard
• + Request – Opens the manual Leave Balance Adjustment form

These options enable operational flexibility across bulk and manual updates.

---

Add Leave Balance (Manual Adjustment)

Administrators can manually credit or debit leave using the Add Leave Balance form.

Mandatory Fields

Field	Description
Leave Code	Select the leave type to be adjusted.
Remarks	Enter the reason for adjustment.

Other Fields

Field	Description
Employee	Select employee to whom balance applies.
Month-Year	Period during which balance is applied.
Current Balance	Displays existing balance before adjustment.
Total Balance	Displays balance after adjustment.

Adjustment Actions

• Credit (+) – Add leave balance
• Debit (−) – Deduct leave balance
• Reset – Clears form input
• Submit – Applies leave balance transaction

---

Import Leave Balance (Bulk Upload)

The Import Leave Balance Wizard allows administrators to upload leave balance adjustments in bulk.

Import Workflow

1. Upload File (XLS / XLSX / CSV)
2. Validate Data – System scans format and values
3. Summary & Confirmation – Successful records are posted

A downloadable sample template is provided before upload.

Supported use cases:

• Opening leave balances
• Periodic bulk updates
• System migration imports

---

Import C-Off Balance

The C-Off Import Wizard follows the same structured upload flow as Leave Balance Import.

Typical scenarios:

• Credit compensatory off after overtime approval
• Bulk C-Off balance adjustments
• Historical C-Off upload during onboarding

---

Advanced Filter Panel

The Filter Panel allows precise entitlement search based on employee and organization attributes.

Available Filters

Filter Type	Description
Employee Status	Filter by Active / Inactive employees.
Employee	Search entitlement for a specific employee.
SBU / State / Branch	Filter records based on organization structure.
Department / Grade / Designation	Role-based entitlement filtering.
Employee Type / Employment Type	Contractual vs permanent entitlement filtering.
From Date / To Date	Filter entitlement history by date range.

Filter Actions

• Search – Displays matching entitlement records
• Reset – Clears all selected filters

---

Implementation Guidelines

For HR Administrators:

1. Use Import functions for bulk transactions only
2. Validate templates before uploading
3. Maintain remarks for audit traceability
4. Avoid duplicate balance posting for same period
5. Review entitlement logs monthly

For Finance / Payroll Teams:

1. Cross-verify balances before payroll locking
2. Track manual adjustments separately
3. Export entitlement logs when required

---

Common Issues and Solutions

Issue	Possible Cause	Recommended Solution
Wrong balance posted	Incorrect upload file	Re-upload corrected file or reverse using adjustment.
File rejected during import	Invalid format or columns	Re-download sample template and re-upload.
Balance not visible	Wrong employee / date filter	Adjust filter parameters and search again.
Incorrect final balance	Duplicate entitlement entry	Review transaction log and correct entry.

---

Best Practices

1. Maintain single source of truth for entitlement updates
2. Prefer import upload for mass adjustments
3. Always add remarks for every transaction
4. Perform data validation before final submission
5. Keep an audit trail of manual adjustments

---