A company will allocate a certain amount of leave entitlements to an employee when they join the organization. It is very important for an employee to use and manage their leave entitlements appropriately. Overuse of leave entitlements can result in no pay. The most common error conducted by an employee is that they tend to misuse the allocated leave entitlements for a specific leave type for an entirely different purpose. For example, an employee may use the entitlements allocated for sick leave for his/ her personal leave rather than using it for its intended purpose.

Generally, these types of incidents are quite common.  This is where OrangeHRM's 'Leave Entitlement' feature comes into play. This feature can be configured to grant the HR Admin and other users admin rights allowing them to add, edit and view 'Leave Entitlements' for each leave type for all employees.

There are three different types of entitlements in OrangeHRM: 

1. Added Entitlements - Where the HR Admin or an allowed user will manually add entitlements using OrangeHRM.

2. Accrued Entitlements - Where OrangeHRM automatically credits the employee with entitlements as defined by the configuration of the defined leave types.

3. Brought Forward Entitlements - Where the system carries forward unused entitlements from the current leave period to the next leave period based on the carry forward rules defined in the leave rule configuration

To access this feature go to Leave -> Entitlements ->Entitlement List.  The 'Leave Entitlements' screen is displayed as follows.  

Search Entitlements

Step 1 – Fill in the following search criteria: 

Step 2 – Click 'SEARCH'.  Upon clicking this button the list will be displayed as shown below. 

When adding additional entitlements for the employee for the same leave type, a separate record is shown every time a new record is added.

Add Entitlements

The user can navigate to the 'Add Leave Entitlement' screen' either by selecting Leave-> Entitlements-> Add Entitlement or clicking the 'Add' button in the Entitlement List Screen. The 'Add Leave Entitlement' screen is displayed as follows.

When leave is configured admins or supervisors can now add entitlements using Hour(s) as the duration type. With this option, employees can apply for leave for specified leave types using hours instead of days. Please contact goldsupport@orangehrm.com to set up hour-based leave types. 

Step 1 – The user can filter out the employee(s) and add entitlements to the preferred set of employees by using the following criteria.

Step 2 – Click 'SAVE' after defining the above criteria.  Upon clicking 'SAVE' the 'Updating Entitlement' screen is displayed. This screen shows the affected employees and it also shows the 'Old Entitlement' and the 'New Entitlement' after the change.

Step 3 – Click 'CONFIRM'. 

Edit/Remove Entitlements

Step 1 - If you need to edit entitlements after the list has been generated, the user can choose the desired row from the generated list and click the Icon. 

Step 2 - The user can only edit the "Entitlements (Days)"  and the 'Comment'  field with the preferred value and click 'SAVE'

Note - In the same manner, the user can remove entitlements for a specific leave type of an employee.

Short-Term Leave Entitlement

Short-term leave entitlement refers to the amount of paid time off or leave that an employee is entitled to for short-term absences from work. It typically includes various types of leave, such as comp off leave, in-lieu leave, sick leave, personal leave, or emergency leave, which are granted in certain circumstances. Short-term leave entitlements vary from company to company and are often outlined in employment contracts, company policies, or labor laws. These entitlements are designed to allow employees to take time off work for personal or medical reasons without losing their regular wages or facing negative consequences.

In response to requests from our clients, we have incorporated support for short-term validity periods for leave entitlements. Short-Term Leave Entitlement (STLE) is a feature that has the capability to assign leave entitlements for a shorter period of time. The STLE leave types are typically shorter in duration, at most two or three months, compared to long-term or extended leaves. The exact amount of time taken and how companies define short-term are variable. 

With STLE, users have the ability to:

• Enable STLE for leave types
• Set validity period
• Add, edit, or delete any entitlements by Admins, HODs, and Supervisors
• Check STLE leave balance
• Apply or assign leave with STLE 
• Generate short-term leave entitlements and usage report
• Display STLE balance in the employee dashboard
• Create cross-module reports for STLE

Go to Leave -> Configure

Step 1: Now the STLE leave type is added to the system. If the user wishes to change the validity period of the leave type,  that is possible by clicking ‘Leave Rule’  and changing the number of days.

Step 2: Now the Admin can add entitlements for employees who need this leave type. To add STLE for an employee, simply go to ‘Add Leave entitlement’ from the Leave module. 

Step 3: Now the employee has been added with the entitlements valid for 60 days as defined by the HR Admin.