Configure leave rules for your employees

Updated in March- 2024 | Subscribe to watch greytHR how-to video

Configuring leave rules for your employees refers to the process of setting up and defining the specific rules and policies that govern employee leave within a system or software. It involves establishing parameters and guidelines for various aspects of leave, such as entitlements, accruals, eligibility criteria, approval workflows, and other rules that dictate how employees can request and use their leave.

The Leave Rules page in the greytHR Admin portal allows you to configure various leave rules as per your requirements. The page explains the rules applicable to all the leave workflow types. These types can be leave apply, encashment, and/or grant. You can configure individual rules for each Leave Type. Whenever an employee/user performs a leave transaction, the system automatically applies the rules defined by you. 

To view the Leave Rules page, click the Settings icon > System Settings > Leave > Leave Rules.

Configure custom field option

The custom field option enables employees to opt for a salary advance while applying for leave. To configure the custom field option, perform the following actions:

1. On the Leave Rules page, under the Leave Rules tab, select a required leave type card, for example - Sick Leave. 

2. Click the Edit icon on the selected leave type card. A form appears.

3. Click the ▼ arrow. A dropdown list appears. 

4. Select the Workflow Settings option. A form appears.

5. From the Add custom field in the Apply Leave section (Yes/No) option, select Yes.

6. In the Title of the field text box, enter a relevant title.

7. In the Description of the field text box, enter a relevant description.
   Note: From the Allow reviewers to change the employee selection option, select Yes if you wish to allow the managers to override the employee’s selection.

8. Click Finish to update the changes. A success message appears.

Configure stand-in user option

The stand-in user option enables the employees to appoint a backup for work in their absence. To configure the stand-in user option, perform the following actions:

1. On the Leave Rules page, under the Leave Rules tab, select a required leave type card, for example - Sick Leave. 

2. Click the Edit icon on the selected leave type card. A form appears.

3. Click the ▼ arrow. A dropdown list appears. 

4. Select the Workflow Settings option. A form appears.

5. From the Allow Employees to select a Stand-in Employee when applying for leave option, select Yes.

   Note: From the Allow Managers to change Stand-in Employees option, select Yes if you wish to allow the managers to override the employee’s selection.

6. Click Finish to update the changes. A success message appears.

Configure comp off eligibility hours

To configure the comp off eligibility hours, perform the following actions:

1. On the Leave Rules page, under the Leave Rules tab, select a Compensatory Off (CO) leave card and click the Edit icon. The Grant Settings page opens.

2. Select Consider Attendance Excess hours from the OT policy option using the check box.

3. Click Finish to update the changes. A success message appears.
   Once you enable the Consider Attendance Excess hours from OT policy option, you can define the comp off eligibility hours from the Overtime Policy page.

Note: Once you select the Consider Attendance Excess hours from OT policy option, the Allow employees to apply for grant if their attendance status is and Attendance excess hours required for full day grant option gets disabled.

Other related links:

• Customize leave options

• Grant leave to employees

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