Leave Balance-Related Employees

The Leave Balance – Related Employees module enables Line Managers to view the leave balances of employees within their reporting hierarchy. It provides a detailed month-by-month breakdown of leave credits and debits for each leave type, grouped by quarter, along with carry-forward balances and yearly summaries. This allows managers to monitor employee leave usage and availability throughout the selected financial year.

Access Leave Balance – Related Employees

To access the module:

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

The page opens with:

• A default employee selected from the Employee list.
• The default financial year selected.
• The leave balance matrix displayed in Days view.
• Summary cards showing the selected employee’s leave information.

If no leave balance data is available, the page displays “No balance data found.”

Select an Employee

Managers can view leave balances for employees within their reporting hierarchy.

To view another employee’s leave balance:

1. Open the Employee dropdown.
2. Select an employee.

The system reloads:

• Leave Balance Matrix
• Summary Cards
• Balance calculations

If no leave records exist for the selected employee, the system displays “No balance data found.”

Select Financial Year

To view leave balances for another year:

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

The system refreshes all leave balance information for the selected employee and year. If no records exist for the selected combination, no balance data is displayed.

Switch Between Days and Hours

Managers can display leave balances in either Days or Hours.

To change the display:

1. Click the Days / Hours toggle.
2. Select the preferred unit.

All values in the Leave Balance Matrix and Summary Cards are automatically converted and refreshed in the selected unit.

View Leave Balance Matrix

The Leave Balance Matrix displays leave transactions for each leave type throughout the year.

The matrix includes:

• Paid Leave
• Sick Leave
• Earned Leave
• Comp Off
• Unpaid Leave

Each month displays:

• Credit (↑)
• Debit (↓)

Months are grouped into:

• Q1 (January – March)
• Q2 (April – June)
• Q3 (July – September)
• Q4 (October – December)

Each quarter includes a Quarter Total, followed by:

• Year Credit
• Year Debit
• Balance

Months without transactions display a dash (—).

View Leave Balance

The Balance column displays the remaining leave for each leave type.

The balance is calculated using:

Balance = Carry Forward + Year Credit − Year Debit

Balance values are colour coded:

• 🟢 Green – Balance greater than 5
• 🟡 Amber – Balance between 1 and 5
• 🔴 Red – Balance less than 1

This provides a quick indication of the employee’s available leave.

View Total Row

The Total row summarizes leave information across all leave types.

It displays:

• Total Monthly Credits
• Total Monthly Debits
• Quarter Totals
• Year Credit
• Year Debit
• Overall Balance

This provides a consolidated yearly view of the employee’s leave movements.

View Summary Cards

The page includes several summary cards to provide an overview of the selected employee’s leave information.

Total Available Balance

Displays the employee’s remaining leave balance with a breakdown by leave type.

Carried Forward

Displays leave balances carried over from the previous year.

If no carry-forward balance exists, the card displays “No carry-forward balance recorded.”

Total OT Hours

Displays total overtime hours.

Currently shown as 0 Hrs with a Coming Soon indicator.

Year Summary

Displays:

• Total Credited Leave
• Total Debited Leave
• Net Leave Movement

Total TL Hours

Displays total Time Lapse hours.

Currently shown as 0 Hrs with a Coming Soon indicator.

Leave Balance Information

Each leave balance record contains information such as:

• Balance ID
• Employee ID
• Business Entity ID
• Department
• Leave Type
• Leave Code
• Leave Name
• Current Balance
• Unit (Days or Hours)
• Calendar Definition ID
• Last Accrued Date

These properties identify the employee, leave type, and current leave balance maintained by the system.

Business Rules

The module follows these business rules:

• Managers can view leave balances only for employees within their reporting hierarchy.
• The page displays leave data for one employee at a time.
• Leave balances are maintained for five leave types:
  • Paid Leave
  • Sick Leave
  • Earned Leave
  • Comp Off
  • Unpaid Leave
• Monthly cells display Credit and Debit values.
• Months with no transactions display a dash (—).
• Months are grouped into four quarters with quarter totals.
• Year Credit and Year Debit summarize leave movements for the selected year.
• Balance is calculated using Carry Forward, Year Credit, and Year Debit.

Error Handling

The system handles common scenarios as follows:

• If no leave balance data exists for the selected employee or financial year, the page displays “No balance data found.”
• If no carry-forward balance exists, the Carried Forward card displays “No carry-forward balance recorded.”
• Months without transactions display a dash (—).
• Total OT Hours and Total TL Hours currently display 0 Hrs until those features become available.