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. 'Leave Entitlements' screen is displayed as follows.
Search Entitlements
Step 1 – Fill the following search criteria:
|
Field |
Description |
|
Employee |
Search based on the employee name. This field is 'auto-suggestion' enabled. |
|
Leave type |
Search based on the pre-defined leave types mentioned in the drop-down. |
Step 2 – Click 'SEARCH'. Upon clicking this button the list will be displayed as shown below.
| Field | Description |
| Leave Type | Shows the leave type to which the entitlements have been added |
| Entitlement Type | Shows the type of entitlement |
| Credited On | Shows the entitlement credited date |
| Valid From | Shows the valid From period |
| Valid To | Shows the valid To period |
| Expired |
Shows the expired days
|
| Days | Shows the number of days added for the leave type |
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 click the 'Add' button in the Entitlement List Screen. The 'Add Leave Entitlement' screen is displayed as follows.
Step 1 – The user can filter out the employee(s) and add entitlements to the preferred set of employees by using the following criteria.
|
Field |
Description |
|
Employee |
Name of the employee (If the user is adding entitlements to a single employee ). |
|
Leave Type |
The user can add entitlements to the preferred leave type. |
|
Add to multiple employees |
Firstly, the user needs to enable the checkbox relating to this field. Upon enabling this field two additional criteria become visible as follows:
|
|
Leave Period |
The user can decide the leave period to which the entitlements should be added |
|
Entitlement (Days) |
The user can decide the preferred number of days he/she will add for an entitlement. |
|
Comment |
The user can add a comment. |
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.
Please also refer to the following: