The leave year-end process refers to the annual activity where the HR or admin team reviews and updates all employees' leave balances at the end of the leave year.

As an admin or HR manager, you need to review and settle each employee’s leave account before the new leave year begins. This includes:

Carry forward unused leave balances (like Casual Leave or Earned Leave) to the next year if allowed.
Lapse leaves that are not eligible for carry forward.
Encash leaves if the policy allows (i.e., convert leave into money).
Reset the leave balance for the new year.

This ensures that all employee leave balances are accurately settled before the new leave year begins.

In greytHR, you can choose to complete the leave year-end process in two ways.

Manual Process – You can manually process leave lapses, encashments, and carry-forwards using the Year End Process page.
Automatic Process – The system automatically settles leave balances on a scheduled date, based on pre-configured policies.

Process the leave year-end activities manually

Before processing leave year-end activities manually as an admin, you must ensure that all the leave-related activities, such as lapses, encashments, and carry-forward balances, are settled before the next leave year begins.

While using greytHR, you’ll notice a banner highlighting the Leave Year End Process and the actions required from your end.

Note: By default, the process is set to run automatically on the 7th of the first month of the leave cycle. E.g., if the leave cycle starts in January, then the leave year-end process would automatically happen on 07 January.

However, you can click the Automate Process option on the banner to make changes as needed.

To switch to a manual process, select the second option — No, I prefer to do it manually and submit it.

Next, you need to hover over the 9 dots and select Leave and Attendance > Admin > Year End Process to complete the leave year-end process manually.

On the Year End Process page, you can see:

Pending Application: Displays all pending leave applications.
Year End Policy: Lists policies associated with the leave year-end.
Manual Process: Lists processed batches, including employee details like balance, encashed, lapsed, and closing leave balances.

Steps to process leave year-end manually

To process the Leave Year End (LYE) manually in greytHR, follow these steps:

Clear pending leave applications
Edit year-end policy
Process leave year-end manually

Clear pending leave applications

Before processing the leave year-end manually, you must clear all the pending leave applications.

To do this, from the greytHR Admin portal, go to Leave and Attendance > Admin > Year End Process.

On the Pending Applications tab, use the Manager filter to customize the pending applications list.
Select Accept/Reject. You can also select Remind as Email to send a reminder email to the manager.

Edit leave year-end policy

To edit the existing leave year-end policy, under the Year End Policy tab, select the scheme you want to edit.

Click the Edit icon.
Adjust fields as necessary:
- Maximum limit of carried-forward leave: Enter the required days.
- Maximum limit of encashable leave: Enter the required number of leaves.
- Maximum limit for leave transfer: Enter the required number.
Click Save.

Process leave year-end manually

From the greytHR Admin portal, go to Leave and Attendance > Admin > Year End Process.

On the Manual Process tab, click Year End Process.
Select the relevant Leave Year from the dropdown.
Choose the Leave Scheme and the Leave Types.
Click Process to complete the manual LYE.

Process the leave year-end activities automatically

Automating leave year-end simplifies operations, reduces errors, improves communication, and offers comprehensive reporting for efficient leave management.

Before the scheduled date for leave year-end processing, as an admin, you must ensure that all the pending leave requests are cleared and the leave policy is updated.

Steps to process leave year-end automatically

To process the Leave Year End (LYE) automatically in greytHR, follow these steps:

Clear pending leave applications
Update the leave year-end policy
Set the automatic leave year-end process date

Clear pending leave applications

Before the automatic LYE process date, clear all pending leave applications to ensure accurate processing.

To do this, on the greytHR Admin Home page, under the Leave Year End Process banner, click the Pending Leave Application card. Alternatively, go to Leave and Attendance > Admin > Year End Process.

Under the Pending Applications tab, select the checkboxes for the employees whose applications you need to process.
Click Accept/Reject as needed.

Note: To remind a reviewer, click Remind as Email to send an email notification.

Update leave year-end policy

If any policy changes are needed, make them before the automatic LYE process date. To edit the policy, on the greytHR Admin Home page, under the Leave Year End Process banner, go to Leave and Attendance > Admin > Year End Process.

Select the Year End Policy tab.
In the Leave Scheme section, select the leave type you want to edit and click Save.

Set the automatic leave year-end process date

On the greytHR Admin Home page, under the Leave Year End Process banner, click the Automate Process option.

Select the Automatically starts on option and set the date.

When the new leave year starts, greytHR will automatically complete the leave year-end process on the set date.

Delete leave year-end batches

Under the Manual Process tab, select batches to delete.
Click Delete. You can also download a batch by clicking the Download button.

Rollback the Leave Year-End Process

After completing the LYE process, you can revert to previous leave balances if necessary, though this is generally not recommended.

To roll back to the LYE process:

Go to Leave and Attendance > Main > Leave Overview.
Click Roll Back on the Leave Year End banner and click Confirm.

ℹ️ After rolling back, you must again complete the Year End Process manually.

Once the LYE process is completed, you need to create a new holiday calendar and allocate leave entitlements for the new year to ensure a smooth transition.

Frequently Asked Questions

What is Leave Year-End processing?

The leave year-end process refers to the annual activity where the HR or admin team reviews and updates all employees' leave balances at the end of the leave year.

As an admin or HR manager, you need to review and settle each employee’s leave account before the new leave year begins. This includes:

Carry forward unused leave balances (like Casual Leave or Earned Leave) to the next year if allowed.
Lapse leaves that are not eligible for carry forward.
Encash leaves if the policy allows (i.e., convert leave into money).
Reset the leave balance for the new year.

This ensures that all employee leave balances are accurately settled before the new leave year begins.

When is the leave year-end process done in greytHR?

In greytHR, the leave year-end process is usually done at the end of the defined leave year—either at the end of the financial year (March 31st) or calendar year (December 31st), depending on the company’s leave policy configuration.

However, you can also set the leave year according to your organisational requirements.

How can an admin change the Leave Year-End month in greytHR?

To customize the Leave Year-End month, go to Settings > System Settings > Miscellaneous > Advanced Options.

Select the section as Leave and search for Auto Year End Process Month. Mention the month name and save the changes.

What are the methods available in greytHR to complete the Leave Year-End process?

In greytHR, you can choose to complete the leave year-end process in two ways.

Manual Process – You can manually process leave lapses, encashments, and carry-forwards using the Year End Process page.
Automatic Process – The system automatically settles leave balances on a scheduled date, based on pre-configured policies.

How does an admin access the Leave Year-End Process in greytHR?

To access the Leave Year End process page, hover over the 9 dots and select Leave and Attendance > Admin > Year End Process.

Alternatively, click the Leave Year End Process banner on the Admin Home page.

What are the steps to manually process the Leave Year-End in greytHR?

To complete the leave year-end process manually, you need to follow these steps:

Clear pending leave requests
Edit year-end policy
Process leave year-end manually

How to clear employees’ pending leave applications in greytHR?

The Pending Applications tab in the Year End Process page displays all the pending applications that must be approved before proceeding to the next step.

Use the Manager filter to view specific pending requests and choose Accept or Reject as needed, and confirm the process.

Note: Click Remind as Email to notify the manager.

How to edit the leave year-end policy in greytHR?

To edit the existing leave year-end policy, go to the Year End Policy tab. This tab shows the Leave Schemes with linked policies that you can edit as needed.

Select the scheme you want to edit, click the Edit icon, adjust the fields as needed, and save the changes.

How to manually process the leave year-end in greytHR?

From the greytHR Admin portal, go to Leave and Attendance > Admin > Year End Process.
Under the Manual Process tab, click Year End Process and select the relevant Leave Year from the dropdown.
Choose the relevant Leave Scheme and Leave Types, and then click Process to complete the manual leave year-end.

Note: You can also navigate to the Leave Overview page to process the leave year-end activity.

How can an admin delete a processed Leave Year-End batch in greytHR?

You can delete a leave year-end batch from the Manual Process tab. Select the required batch and click Delete.

What is the Rollback option, and how can an admin use it?

After completing the leave year-end process, if you need to make any changes in the data, you can do it using the Roll Back option. However, this is not recommended.

To make the changes, go to the Leave Overview page. On the Leave Year End banner, click Roll Back > Confirm to revert the process.

This action will remove the completed year-end processing for the selected leave types and restore the previous leave balances.

Note: If you roll back the process, make sure to go back and complete the year-end steps manually again.

How does the automatic Leave Year-End process work in greytHR?

Automating the leave year-end process streamlines workflows, reduces errors, improves communication, and delivers better reporting for efficient leave management.

By default, the process is set to run automatically on the 7th of the first month of the leave cycle. E.g., if the leave cycle starts in January, then the leave year-end process would automatically happen on 07 January.

How to enable and set up the automatic Leave Year-End process?

On the greytHR Admin Home page, under the Leave Year End Process banner, click the Automate Process option.

Select the Automatically starts on option and set the date.
When the new leave year starts, greytHR will automatically complete the leave year-end process on the set date.

What should I do before the automatic Leave Year-End process date?

Before the scheduled date for leave year-end processing, as an admin, you must ensure that all the pending leave requests are cleared and the leave policy is updated. You must also review the leave year-end processing date to avoid any errors.

Can the leave year-end data be modified in greytHR?

Yes, after completing the leave year-end process, if you need to make any changes in the data, you can do it using the Roll Back option. However, this is not recommended.

What are the final steps after completing Leave Year-End processing?

After the leave year-end process is completed, you need to:

Create the new Holiday Calendar for the upcoming year.
Allocate leave entitlements to employees for the new year to ensure a smooth transition.

Can employees apply for leave during the leave year-end process in greytHR?

As an admin, you can restrict your employees from applying for leave while the leave year-end process is in progress, until it is completed.

Go to System Settings > Leave > Leave Option > Leave Settings.
Enable the checkbox Restrict leave applications until the year-end process is complete.

Once enabled, employees won’t be able to apply for leave until the leave year-end process is completed.

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