Leave Balance

The Leave Balance module provides employees, managers, and HR administrators with a centralized view of leave availability throughout the financial year. It consolidates leave credits, debits, carry-forward balances, and net available leave across all leave types, allowing users to monitor leave usage and plan effectively. The module presents leave information month-wise, quarter-wise, and annually.

Access Leave Balance

To access the Leave Balance module:

1. Log in to the HRMS portal.
2. Navigate to Leave Management → Leave Balance.

By default, the page displays the current financial year’s leave balance for the selected employee, along with summary cards and the leave balance matrix. Employee access is restricted according to user roles.

View Leave Balance

The Leave Balance page displays a detailed leave matrix showing leave movements for each leave type throughout the financial year.

The page includes:

• Employee selection (Admin/Manager only)
• Financial Year selection
• Days
• Leave Balance Matrix
• Quarter-wise totals
• Year totals
• Summary cards

Employees can view only their own leave balance, while administrators can switch between employees.

Select Financial Year

To view leave balances for a different financial year:

1. Open the Year dropdown.
2. Select the required financial year.

The system refreshes all leave information, including:

• Monthly leave data
• Quarter totals
• Year totals
• Leave balance
• Summary cards

If no records exist for the selected year, the table displays dashes (—) and zero balances where applicable.

View Monthly Leave Balance

The Leave Balance Matrix displays monthly leave transactions for every leave type.

For each month, the system shows:

• Credit (CR)
• Debit (DR)

Credits represent leave earned, while debits represent leave utilized.

If no transactions exist for a month, the system displays a dash (—).

View Quarter Totals

Leave balances are grouped into four quarters:

• Q1
• Q2
• Q3
• Q4

Each quarter displays:

• Total Credits
• Total Debits

Quarter totals provide a summarized view of leave movements during each quarter.

View Year Totals

The system calculates annual leave movement for every leave type.

The Year Total section displays:

• Total Leave Credits
• Total Leave Debits

If only partial data is available, the system calculates totals using the available records.

View Leave Balance

The final available leave balance is automatically calculated.

Balance Formula

Leave Balance = Carry Forward + Total Credits − Total Debits

View Carry Forward

The Carry Forward section displays leave balances carried over from the previous financial year.

Only leave types with carry-forward balances are displayed.

View Summary Cards

The Leave Balance page includes several summary cards.

Total Available Balance

Displays the employee’s remaining leave balance with color coding.

Year Summary

Displays:

• Total Credits
• Total Debits
• Net Leave Movement

Total OT Hours

Displays total overtime hours fetched from the Attendance module.

Total Time Lapse

Displays the employee’s total shortfall time fetched from the Attendance module.

Grand Total

The Leave Balance Matrix includes a Grand Total row that summarizes leave information across all leave types for the selected financial year.

Leave Balance Information

Each leave balance record contains the following information:

• Balance ID
• Employee ID
• Leave Type
• Current Leave Balance

Each employee can have multiple leave balance records, with one record maintained for each leave type.

Business Rules

The Leave Balance module follows these business rules:

• Employees can view only their own leave balance.
• Administrators and managers can switch between employees.
• The page refreshes automatically whenever the employee, financial year, or display unit changes.
• Days and Hours are converted using 1 Day = 8 Hours.
• Credits are displayed in green, while debits are displayed in red.
• Missing values are displayed as a dash (—).
• Quarter totals summarize leave credits and debits for each quarter.
• Year totals summarize leave credits and debits for the entire financial year.
• Leave Balance is calculated as Carry Forward + Credits − Debits.
• The Grand Total row summarizes all leave types.

Error Handling

The system handles common scenarios as follows:

• Employees cannot access another employee’s leave balance.
• If leave data is unavailable, the system displays dashes (—) and zero balances.
• If monthly data is incomplete, available values are displayed.
• If balance calculation fails, no color indicator is applied and the balance displays as a dash (—).
• If no carry-forward balance exists, that leave type is omitted from the Carry Forward summary.