Time Off Balance Allocation
Time Off Balance
The system maintains a record of each employee's Leave Balance, categorized by the type of leave. This allows both the organization and the employees to keep track of available leave days.
Navigate to Time Off > Time Off Balance from the left navigator.
Time Off Balance Form
General Tab
| Fields | Description |
|---|---|
| User Id | The user for which the leave balance is displayed. |
| Leave Type | The type of leave. |
| Leave Balance | The hours of leave allocated to the user for the particular leave type. |
| Year | The year for which the leave balance is displayed. |
| Carry Forwarded | The hours of leave user has carried forward from the previous year. |
| Total Leaves | Leaves allocated to user for that year. |
Audit History
Any changes/updates made to the record will be captured in the audit history tab. The person who made the changes will be captured along with the time and the updated fields.
Audit History is where the system stores historical information for all records. These records are intended to be kept forever so that administrators can always track the history of audited records. As the number of auditing records grows over time, it becomes more inefficient to directly query the Audit table for historical information.
Employment Leave
It records the total hours of leave that are to be allocated to the employee based on the Employment Type, Leave Type, Location of the employee.
Navigate to Time Off > Employment Leave from the left navigator.
Employment Leave Form
General Tab
| Fields | Description |
|---|---|
| Id | Unique Identifier for the record. |
| Leave Type | Type of Leave for which the allocation hours need to be specified. |
| Employment Type | Employment Type for which the leave allocation hours need to be specified. |
| Status | Status of the record (Active/Inactive). |
| Total | Total hours that need to be allocated for the specified leave type, employment type and location. |
| Carry Forward | Total hours of leave that can be carry forward to the next year for the specified leave type, employment type and location. |
| Location | Location for which the leave allocation hours need to be specified. |
Audit History Tab
Any changes/updates made to the record will be captured in the audit history tab. The person who made the changes will be captured along with the time and the updated fields.
Audit History is where the system stores historical information for all records. These records are intended to be kept forever so that administrators can always track the history of audited records. As the number of auditing records grows over time, it becomes more inefficient to directly query the Audit table for historical information.
Time Off Balance Allocation Workflow
It is an automatic process of allocating leaves to the existing employee or newly joined employee according to the organization’s leave policies. The process allocates the leaves in hours based on various categories in an organization monthly.
There is an automated scheduled job configured which runs on the 1st of every month and allocates the leaves for different categories based on the number of days employee had worked for previous month.
Steps of Allocation:
- The job checks the joining date of an employee.
- Then it checks the employee’s existing leave balance for corresponding leave category in the Time Off Balance records.
Note: If the joining date of an employee is in the previous month when the runs than previous month leave would be 0.
- The job checks the total hours of leave in years that needs to be allocated for corresponding leave type from the Employment Leave records from which it can calculate the hours of leaves needs to be allocated in a month (Total Hours of Leave (in years)/12).
- It calculates the number of days in previous month then it calculates the number of days employee has worked for previous month.
Total Number of days employee worked = (Total Number of Days in month - Joining Date) +1
Note: If the employee has joined prior to the month the job is calculating the leaves for then the Number of days the employee worked = Number of days in the previous month.
- Allocation would be:
Leave Balance = Allocation + Previous Month Leave
where Allocation = ((Total Leaves to be allocated in a month / Total number of days in a month) *(Total no of days employee worked))