Content:
A4Tool fully digitizes time-off management. The system tracks different leave buckets (Casual, Sick, Earned), enforces policies (like maximum consecutive days), and integrates approved leaves directly into the attendance and payroll engines to prevent unauthorized salary deductions.
Prerequisites & Setup:
A4Tool fully digitizes time-off management. The system tracks different leave buckets (Casual, Sick, Earned), enforces policies (like maximum consecutive days), and integrates approved leaves directly into the attendance and payroll engines to prevent unauthorized salary deductions.
- Leave Policies: (Leave > Policies) Admins must define the total annual quota for each leave type and determine if unused leaves carry forward to the next year.
- Leave Allocations: (Leave > Allocations) Every active employee must be assigned a starting balance. The system can prorate this balance automatically based on their Joining Date.
- Leave Type: The specific bucket you want to deduct from (e.g., Casual Leave).
- Half Day (Checkbox): If checked, the system only deducts `0.5` days from your balance instead of a full `1.0`.
- Start Date & End Date: The duration of the leave. The system automatically excludes weekends and public holidays (if configured) from the total day count.
- Reason: A required explanation for the absence.
- File Attachment: Optional (or mandatory based on policy). Often used to attach medical certificates for Sick Leave exceeding 2 days.
- Submission Validation: When an employee clicks Submit, the system checks their active balance. It blocks the request if the requested days exceed their available quota.
- Manager Approval: The direct Reporting Manager receives a notification. When they approve, the status changes to `approved` and the days are formally deducted from the employee's balance.
- Payroll Integration: During the monthly Payroll Run, the system checks the Leave records. If an employee was absent on a Tuesday, but has an approved Sick Leave covering that Tuesday, the day is counted as a "Paid Day" and no salary is deducted.
- Backdated Leaves: Based on your organization's settings, employees may be restricted from applying for leaves that occurred more than 3 days in the past.
- Negative Balances: The system strictly prevents leave balances from dropping below zero unless a specific "Unpaid Leave / LOP" type is selected.
- Probationary Lock: New hires on probation might see certain leave types (like Earned Leave) disabled until their probation period ends.
- *Q: I applied for 5 days of leave (Wednesday to Tuesday), but the system says it's only deducting 3 days. Why?*
- *Q: My leave was rejected, but my balance is still missing those days?*