Leave management

Use the applicable policy without guessing

Country, employer and employment-type rules determine the eligible leave policy through configured precedence. Explicit exceptions require their authorized review. Documentation requirements retain a protected evidence path rather than exposing sensitive reasons to the line manager.

The policy defines its leave year, permitted negative balance, any advance reservation limit, fractional precision and earning rules. An advance reservation is authority to commit future time; it is not an accrual of days that have not yet been earned.

A material date, type or fraction change returns for calculation and review. An existing approval cannot follow a different daily breakdown automatically, and later schedule changes do not silently replace the basis of an accepted request.

Reserve the request through approval

Submitting a valid request reserves its eligible day fractions atomically against the relevant balances. Submitted requests and approved future leave both remain pending commitments. Approval changes the request’s authority without releasing the reserved days for another request.

For example, available time falls when a request is reserved. It does not fall a second time when the same days move into taken leave. Concurrent requests compare the current balance version so they cannot spend the same available days.

Give the right person the decision

The assigned Manager reviews routine leave within current scope. HR Manager handles the policy’s required escalations or designated leave types. Actual-person conflict checks prevent self-approval, including through another role or an expired delegation.

Pending Leave Approvals presents the operational dates, duration and decision context. Manager receives safe documentation-readiness information where needed, rather than medical files or sensitive explanations. A broader reporting tree does not override those field restrictions.

Recognize absence as it happens

Daily confirmation moves only the elapsed approved fraction from pending to taken under the configured factual or elapsed-day rule. The whole future interval is not recorded as completed absence on its first day. Any required leave-of-absence employment change follows its own approved lifecycle event.

The assigned Manager or HR Manager confirms unused cancellation under policy before releasing reserved time. Correcting absence already taken or changing an earned balance requires independent HR Manager review. The original contribution remains visible, and a repeated request cannot release or reverse it twice.

Keep earnings and year-end movements explainable

Annual, monthly, per-pay-period and lump accrual methods use their configured period or entitlement event. Each earning has one stable identity, with explicit eligibility, proration, rounding and annual limits. A per-pay-period calendar can come from an external system without bringing payroll calculation into Core HR.

Year-end close resolves pending reservations before one paired carryover transfer under the approved cap. The old closing balance remains historical and cannot be spent again. Carryover preserves the source of reserved days. Expiry cannot silently remove the funding behind an approved future request. Cross-year allocations and corrections reconcile each affected balance instead of applying today’s rules to every historical day.

Opening migration uses reconciled balance buckets with reserved-day details. Historical accruals and taken leave remain evidence and are not posted again on top of those opening values. Leave Utilization reports earned, used, carried and pending time against that disclosed basis; medical or statutory conclusions are not inferred from a usage pattern.