Viewing Employee Leaves
This guide explains how administrators and employees can view leave information and understand leave entitlement fields.
Employee Leave List
The Employee Leave List displays all employee leave records. Administrators can use this to review leave details and approve or reject requests.
When to Use
Administrators should use this feature when the supervisor of the person who applied for leave is not able to process the request.
How to Access
Go to Manage > Leave > Employee Leave List
From here you can:
- View all employee leave requests
- Approve or reject pending requests
- Filter by leave period or employee
Employee Leave Entitlement
Employees can view a summary of their leave balances for the current period.
Entitlement Fields Explained
| Field | Description |
|---|---|
| Available Leaves | The number of leave days an employee can request during the current leave period |
| Pending Leaves | Leave days that are waiting for approval or rejection |
| Leaves to be Accrued | Additional leave days that will be added by the end of the leave period (if accrual is enabled) |
| Leaves Carried Forward | Leave days transferred from the previous leave period |
Understanding Available Leaves
Available leaves represent the total number of days an employee can currently request.
Calculation
Available = Entitled + Carried Forward - Utilized - Pending
Example
Entitled Days: 20
Carried Forward: 3 days
Utilized: 8 days
Pending: 2 days
Available = 20 + 3 - 8 - 2 = 13 days
Understanding Pending Leaves
Pending leaves are leave requests that have been submitted but not yet processed.
| Status | Counted as Pending |
|---|---|
| Awaiting approval | Yes |
| Approved but not yet taken | Yes |
| Already taken | No (moves to Utilized) |
| Rejected | No |
| Cancelled | No |
Understanding Accrued Leaves
When leave accrual is enabled, employees earn leave days gradually throughout the leave period instead of receiving them all at once.
How Accrual Works
| Setting | Example |
|---|---|
| Annual Entitlement | 24 days |
| Accrual Frequency | Monthly |
| Monthly Accrual | 2 days per month |
Accrual Timeline Example
| Month | Accrued This Month | Total Accrued |
|---|---|---|
| January | 2 days | 2 days |
| February | 2 days | 4 days |
| March | 2 days | 6 days |
| ... | ... | ... |
| December | 2 days | 24 days |
When accrual is enabled, employees can only request leave up to their currently accrued amount, not their full annual entitlement.
Understanding Carried Forward Leaves
Carried forward leaves are unused days from the previous leave period that have been transferred to the current period.
Example
Previous Period Unused: 8 days
Maximum Carry Forward Allowed: 5 days
Carry Forward Percentage: 100%
Result: 5 days carried forward (limited by maximum)
Expiry: These days may expire after a set period (e.g., 90 days)
Quick Reference
| Field | What It Shows |
|---|---|
| Available | Days you can request now |
| Pending | Days awaiting approval |
| To be Accrued | Days you'll earn by period end |
| Carried Forward | Days from previous period |
Access Summary
| User Role | How to Access |
|---|---|
| Employee | Leave > Leave Entitlement |
| Supervisor | Leave > Subordinate Leaves |
| Admin | Manage > Leave > Employee Leave List |