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Process leave year end activities automatically

Updated in June-2023

Leave year end (LYE) marks the end of a specific period when employees' accrued leave is assessed and reset. Processing LYE is crucial for accurate leave records, evaluating balances, and preparing for the next year. It helps manage time off, ensure policy compliance, and achieve fair leave distribution.

Automating LYE simplifies operations, reduces errors, improves communication, and offers comprehensive reporting for efficient leave management. greytHR helps you to automate the leave year end process.

To automate the leave year end process, navigate to the greytHR Home page. Watch the video for more clarity:

To process the leave year end automatically, you must perform the following steps:

  1. Set the automatic leave year end process date from the banner.

  2. Clear the pending leave applications.

  3. Change the leave year end policy.

Set the automatic leave year end process date

To set the automatic leave year end process date, perform the following actions:

  1. On your greytHR Admin Home page, under the Leave Year End Process banner, click Edit. The Time for Leave Year End Process pop-up appears.

  2. Select option Yes, I would relax and let greytHR do the work. Do it on option.

  3. From the Date dropdown calendar, select the date on which you prefer the process to be completed automatically.

  4. Click Submit to set the automatic leave year end process date. The LYE will be processed automatically on the date you have defined.
    Note: You can change the date of automatic processing up to 24 hours before the scheduled date.

Clear the pending leave applications

You must clear all the pending leave applications before the defined automatic leave year end process date. This will ensure that all the employees are considered for the leave year end process.

To clear the pending leave applications, perform the following actions:

  1. On your greytHR Admin Home page, under the Leave Year End Process banner, click the Pending leave application card. You can also navigate to Leave > Admin > Year End Process. The Year End Process page opens.Β 

  2. Under the Pending Applications tab, you can view a list of all the leave applications pending approval.

  3. Select the checkboxes of the required employees.

  4. Click Accept/Reject to accept/reject the employees' pending leave application.
    Note: To remind a reviewer to clear the pending applications, click Remind as Email. The Send Reminder Mail pop-up appears. Click Confirm to send a reminder email to the reviewer.

Change the leave year end policy

If you want to make a change in the leave year end policy, you must change the policy before the defined automatic leave year end process date.

To change the leave year end policy, perform the following actions:

  1. On your greytHR Admin Home page, under the Leave Year End Process banner, click the Pending leave application card. You can also navigate to Leave > Admin > Year End Process. The Year End Process page opens.

  2. Under the Year End Policy tab. The Leave Scheme displays the type of leaves available under the selected leave scheme.

  3. Click the Edit icon next to the leave type you want to modify. A form opens.

  4. Make the relevant changes.Β 

  5. Click Save to modify the selected leave type settings.

Note: The leave year end (LYE) will be processed automatically on the date you have defined. Once the LYE is processed automatically, you must create a new holiday calendar and grant leaves for the new leave year.

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