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Leave Without Pay (LWP)​

  • Leave Without Pay (LWP) is a type of leave where an employee is permitted to be absent from work without receiving salary for the leave period.
  • This leave type is typically used when paid leave balances are exhausted or when unpaid leave is required as per company policy.

Create Leave Without Pay Policy​

  • To create a new Leave Without Pay (LWP) policy, click on the + Add button on the Leave Code Policy List page.

Leave Code Policy Creation Page​

After clicking + Add, the Basic Leave Details page will open as shown below:

LWP Leave Policy Page

Basic Leave Details​

Configure the following fields:

  • Policy Name : Enter the name of the leave policy.
  • Leave Code : Select or enter a unique code for Leave Without Pay.
  • Description : rovide a brief description of the leave type.

Calendar Settings​

Under Calendar Settings, configure the following options:

  • Leave Calendar :

    • Calendar Year – January to December

      • The leave year starts on 1st January and ends on 31st December.
      • All leave allotments, usage, carry forward, and year-end processing are calculated within this period.
      • This option is commonly used by organizations that follow the standard calendar year for HR and reporting.

    • Financial Year – April to March

      • The leave year starts on 1st April and ends on 31st March of the next year. Leave balances and carry forward are managed within this financial cycle.
      • This option is widely used by organizations that align leave policies with the financial year.

  • Policy Starts From :

    • Select the date from which the leave policy becomes active.

Year End Settings​

Configure year-end behavior for the leave policy:

  • Year End Closing
    Choose between:

    • Auto : Balance is auto-updated on the first date of the new year.

    • Manual : Balance is updated after freezing the last month's attendance.

  • Allow Next Year Leave Requests

    • Disabled : Employees can apply only for this year’s leave.

    • Enabled : Employees can apply for leave for next year.

Basic Leave Policy Configuration​

Leave Balance Entitlement​

  • Choose when employees will receive their leave balance:

    • Date of Joining :

      • Leave balance starts from the employee’s first working day in the organization. Employees can apply for leave from the day they join.

    • Date of Confirmation :

      • Leave balance starts only after the employee is confirmed (post-probation). Leave cannot be availed before confirmation.

Leave Allotment Based On​

Select how leaves are credited:

  • Monthly: You get some leave every month. For example, 1 leave on the first day of each month.

  • Quarterly: You get leave every three months. For example, 3 leaves in January, April, July, and October.

  • Half-Yearly: You get leave twice a year. For example, 6 leaves in January and 6 leaves in July.

  • Yearly: You get all your leave once a year. For example, 12 leaves on January 1.

  • One Time: You get leave only one time in the year. For example, 3 condolence leaves given at the start of the year and no more after that.

Number of Leaves per Cycle :​

  • Specify the number of leaves allowed for the selected cycle.
  • This helps in tracking and limiting the usage of Leave Without Pay.

When Do They Get It?​

Choose when the leave balance is credited:

  • Start of the Cycle: Leave is credited at the beginning of the cycle.

  • End of the Cycle: Leave is credited after the attendence is frozen (at the end).

Carry Forward​

  • Allow carry forward? : Disabled
    Unused casual leaves will not be carried forward to the next year.

  • Allow carry forward? : Enabled
    Unused leave will be carried forward to the next year.

Who Gets This Leave​

Under Who gets it, define the applicability rules for this leave type.

  1. Click Add rule
  2. Select applicable criteria such as:
    • SBU
    • Department
    • Unit
    • Location
  3. Use Any in or Not conditions to include or exclude employee groups.

Review and Submit​

  1. Click Review Policy to verify all configurations.
  2. Click Submit to save the Leave Without Pay policy.

A confirmation message will appear after successful creation.

LWP Leave Policy Page

Policy Listing​

Once created, the Leave Without Pay policy will appear in the Leave Code Policy List, displaying:

  • Leave code
  • Allotment details
  • Effective date
  • Status
  • Action options: View, Assign, Edit, Copy, History

Summary​

  • LWP is an unpaid leave type
  • Salary is deducted for LWP days
  • Used when paid leave is unavailable or not applicable
  • Helps maintain accurate attendance and payroll records

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