Leave

Balances

When a fiscal year is activated, the system allocates every active employee's leave balance from the leave policies. Mid-year joiners get a pro-rated allocation (by the days left in the year), and carry-forward from the previous year is applied up to the policy cap.

Applying for leave

Employees apply from the portal — ESS → My Leaves → Apply for Leave (/ess/leaves):

1. Pick the leave type, dates, and (optionally) half-day.
2. A live preview shows how many working days the request uses (holidays and weekly-offs are excluded) and your balance after — flagging an over-draw before you submit.
3. Submit.

Placeholder — screenshot to be added (assets/img/hrms-ess-leave-apply.png).

HR can file on an employee's behalf from HR Management → Leave → Requests (/hr/leave/requests), using the employee search to pick the person.

Approval

Leave that requires approval goes through a two-level flow: the reporting manager first, then HR. Both act from the Approval Inbox. Once HR approves, the balance is deducted; on rejection nothing is deducted and the requester is notified.

Guardrails enforced on submit

A request is checked against the policy's minimum advance notice and maximum continuous days, against existing requests for the same dates (no double-booking), and against the balance (unless the type allows a negative balance).

Carry-forward & encashment

• Carry-forward rolls unused days into the new year up to the policy cap. If the policy sets a carry-forward expiry, a nightly job lapses any carried-forward days left unused once the window closes.
• Encashment — eligible leave is encashed at the policy rate. This happens at final settlement (see Offboarding).

Statutory leave (Nepal)

Default policies follow Labour Act 2074 norms — Annual/Home, Sick, Maternity (female-only), Paternity (male-only), Bereavement/Kriya. Adjust day counts and rules to match your organisation under Workspace Setup.

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