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Leave Encashment

Last Updated: October 6, 2025 Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

This system manages employee leave encashment requests, calculations, and approval workflows with flexible formula options and comprehensive tracking.

Main Pages Overview​

The Leave Encashment module has two main sections:

  • List Tab - View all pending encashment requests
  • Approvals Tab - Process and approve encashment applications

List Page (Pending Encashments)​

Shows employees with pending leave encashment requests and their calculated amounts.

Leave Encashment List

Table Columns:

  • Employee - Employee name with checkbox selection
  • Leave Code - Type of leave (PL = Privilege Leave)
  • Encashment Cycle - Period covered (e.g., Apr-2024 to Mar-2025)
  • Total Leave Balance - Available leave days for encashment
  • Leave Encashed Balance - Days being converted to cash

Top Controls​

  • Based On - Calculation basis (Basic, Gross, CTC salary)
  • Formula - Calculation method (/26, /30, *12/365, /Salary On)
  • Month - Select specific month for processing
  • Year - Select year for encashment cycle
  • Encash Button - Process selected employees for encashment

Approvals Page​

Detailed view for reviewing and approving encashment requests with expanded information.

Leave Encashment Approvals

Extended Table Columns:

  • Employee - Employee name
  • Month-Year - Specific processing period
  • Leave Code - Leave type being encashed
  • Encashment Cycle - Full cycle period
  • Total Leave Balance - Total available days
  • Leave Encashed Balance - Days to be encashed
  • Encashed Formula - Applied calculation formula
  • Encashed Amount - Calculated monetary value
  • Process Type - Processing method (Manual/Automatic)

Filter Options​

  • Employee Status - Active, Inactive, FnF employees
  • Employee - Individual employee selection
  • Leave Code - Filter by leave type (casual Leave, PL, NBL, Maternity, Paternity, Condolence, Opt Holiday, LWP, SL, OL, Compensatory off)
  • Month/Year - Time period selection

Calculation Methods​

Based On Options​

  • Basic - Uses basic salary for calculation
  • Gross - Uses gross salary including allowances
  • CTC - Uses complete cost to company

Formula Options​

  • /26 - Divides monthly salary by 26 working days
  • /30 - Divides monthly salary by 30 calendar days
  • *12/365 - Annual salary divided by 365 days
  • /Salary On - Custom salary-based calculation

Processing Workflow​

  1. Select Employees - Use checkboxes to choose employees for encashment
  2. Set Parameters - Choose calculation basis and formula
  3. Review Amounts - Verify calculated encashment amounts
  4. Process Encashment - Click Encash button to initiate
  5. Approve Requests - Use Approvals tab to review and approve

Key Features​

  • Bulk Processing - Select multiple employees at once
  • Flexible Calculations - Multiple formula options for different policies
  • Approval Workflow - Separate review process for verification
  • Comprehensive Tracking - Full audit trail of encashment cycles
  • Period Management - Process by specific months/years

Note: Encashed amounts are calculated based on selected formula and salary basis. Always verify calculations before final approval.

For policy details on encashment limits and eligibility, refer to HR policy manual or contact administration.

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