EMPLOYEE SELF SERVICE Β· TIME OFF
Leave
Your complete guide to leave in WorkWisely β types, accrual, entitlement, application, approval, carry-forward, encashment, and how it integrates with payroll.
π₯ WHO USES THIS
βΈ Every employee β leave is universal.
βΈ Managers β to approve, plan cover, view team balances.
βΈ HR β to configure policies, run audits, handle exceptions.
βΈ Finance β for leave encashment and payroll integration.
β¨ WHAT YOU'LL ACHIEVE
βΈ All leave types configured for your organisation.
βΈ Clear entitlement, accrual, and carry-forward rules.
βΈ Self-service apply, cancel, and track workflow.
βΈ Statutory compliance and clean payroll integration.
Overview of the Leave Framework
WorkWisely treats leave as a policy-driven entitlement backed by configurable rules for every category. Each leave type has its own accrual method, eligibility window, approval workflow, and interaction with payroll. The system supports statutory categories (Maternity, Paternity, Earned Leave) as well as discretionary categories (Casual, Sick, Bereavement, Unpaid), and handles carry-forward, encashment, and year-end closure automatically. Employees see live balances in their dashboard; managers see team coverage; HR sees organisation-wide utilisation.
Leave Types Managed by WorkWisely
LEAVE TYPE Β· 1
Annual / Earned Leave (EL)
The standard paid vacation category β accrues monthly, carries forward, and is typically encashable at exit.
| Parameter | Details |
|---|
| Accrual Rate | Typically 1.5 days/month (18 days/year) β configurable per policy |
| Eligibility | Confirmed employees (post-probation); pro-rated for mid-year joiners |
| Minimum Notice | 3β7 working days (configurable by policy) |
| Minimum Balance at Apply | Must have sufficient accrued balance β negative balance disabled by default |
| Carry-Forward Cap | Up to 30 days (configurable) β excess lapses on 31 March / 31 December |
| Encashment | Allowed on separation, capped at carry-forward limit |
| Approval Workflow | Reporting manager β optional L2 approval for >5 days |
| Documentation | None required |
LEAVE TYPE Β· 2
Sick Leave (SL)
Short-term medical absence β used for illness, recovery, or planned medical appointments.
| Parameter | Details |
|---|
| Accrual Rate | 0.5β1.0 day/month (6β12 days/year) β configurable |
| Eligibility | All employees from date of joining (not deferred for probation) |
| Minimum Notice | Not required β can be applied retrospectively for unplanned illness |
| Medical Certificate | Required for β₯3 consecutive days (configurable threshold) |
| Carry-Forward | Typically non-cumulative β lapses at year-end |
| Encashment | Not allowed |
| Approval Workflow | Reporting manager; auto-approval configurable for β€1 day |
| Statutory Reference | Factories Act 1948 / applicable state Shops & Establishments Act |
LEAVE TYPE Β· 3
Casual Leave (CL)
Short personal absences β errands, emergencies, or planned personal time that doesn't fit Annual or Sick.
| Parameter | Details |
|---|
| Accrual Rate | 0.5β1.0 day/month (6β12 days/year) |
| Eligibility | All confirmed employees |
| Minimum Notice | 24β48 hours where planned; none for genuine emergency |
| Maximum Consecutive | 3 days (configurable) β longer absences must use Annual |
| Carry-Forward | Non-cumulative β lapses at year-end |
| Encashment | Not allowed |
| Approval Workflow | Reporting manager |
| Documentation | None required |
LEAVE TYPE Β· 4
Maternity Leave
Paid leave for expectant and new mothers β statutory entitlement under the Maternity Benefit Act 1961 (as amended 2017).
| Parameter | Details |
|---|
| Entitlement | 26 weeks (up to 2 children) / 12 weeks (3rd child onwards) |
| Pre-natal Split | Up to 8 weeks before expected date of delivery |
| Eligibility | Minimum 80 days worked in 12 months preceding expected delivery |
| Documentation | Medical certificate / expected date of delivery proof |
| Extension | Additional 30 days unpaid for complications (medical certificate required) |
| Adoption / Commissioning Mother | 12 weeks from date of handover |
| Approval Workflow | HR-led; manager informed |
| Statutory Reference | Maternity Benefit Act 1961, amended by MB Amendment Act 2017 |
LEAVE TYPE Β· 5
Paternity Leave
Paid leave for new fathers β discretionary in the private sector; typically 5β15 days.
| Parameter | Details |
|---|
| Entitlement | 5β15 days paid (configurable β no statutory mandate in private sector) |
| Availment Window | Within 6 months of child's birth / adoption |
| Eligibility | All confirmed male employees; up to 2 surviving children |
| Documentation | Birth / adoption certificate |
| Approval Workflow | Reporting manager + HR |
| Carry-Forward | Not applicable β use it or lose it within the 6-month window |
LEAVE TYPE Β· 6
Bereavement Leave
Paid leave for death in the immediate family β activated in exceptional circumstances.
| Parameter | Details |
|---|
| Entitlement | 3β5 days paid (configurable) |
| Eligible Relations | Spouse, parent, child, sibling, parent-in-law (configurable per policy) |
| Documentation | None required at time of application; may be requested later |
| Approval Workflow | Reporting manager + HR notification |
| Carry-Forward | Not applicable |
LEAVE TYPE Β· 7
Leave Without Pay (LWP)
Unpaid absence used when paid leave is exhausted or unavailable β has direct payroll impact.
| Parameter | Details |
|---|
| Eligibility | All employees when paid balance is exhausted |
| Minimum Notice | Same as Annual Leave (3β7 days); emergency use at manager discretion |
| Payroll Impact | Pro-rated deduction for the absence period, applied in the same payroll cycle |
| Impact on Accruals | Leave accrual paused for LWP days β₯ configured threshold |
| Approval Workflow | Reporting manager + HR (L2 mandatory) |
| Statutory Reference | No specific statute β governed by employment contract |
Leave Request Lifecycle
Every leave request β regardless of type β follows the same five-stage workflow. The status transitions are audit-logged and visible on the employee dashboard.
| Stage | Owner | SLA | Next Action |
|---|
| Draft | Employee | Pending submit | Employee completes the form |
| Submitted | System | Instant | Request routed to manager for approval |
| Pending Approval | Manager | 48 hours SLA | Manager approves, rejects, or requests info |
| Approved | System | Instant | Balance debited; calendar updated; notification sent |
| Reflected in Payroll | Payroll | Next payroll run | LWP applied; encashment processed if applicable |
Role & Permission Matrix
Who can do what across the leave module.
| Role | View Balance | View Request | Approve | Edit Policy | Cancel Request |
|---|
| Employee | Own only | Own only | No | No | Own only (if policy allows) |
| Manager | Direct reports | Direct reports | Yes (direct reports) | No | Direct reports |
| HR Admin | All | All | Yes (override) | Yes | All |
| Finance | All (read) | All (read) | No | No (read only for encashment) | No |
How Leave Integrates with Payroll
Approved leave feeds directly into the monthly payroll cycle. Paid leave has no salary impact. LWP triggers a pro-rated deduction calculated on gross salary Γ· working days in the month. Leave encashment on separation is posted as a one-time earning, taxable as per applicable regime. Carry-forward balances above the configured cap lapse on the financial year close date and are not encashable.
Frequently Asked Questions β Leave
Q. What happens to unused leave at year-end?
Leave types marked as carry-forward eligible (typically Annual / Earned Leave) roll over up to the configured cap; excess lapses automatically at 23:59 on the financial year close date. Non-cumulative types (Casual, Sick) lapse entirely.
Q. Can I cancel an approved leave request?
Yes, provided the leave start date is still in the future and your policy permits self-cancellation. Past-dated or same-day approved leave requires manager or HR action.
Q. Do I need a medical certificate for Sick Leave?
A medical certificate is required for β₯3 consecutive days of sick leave by default (configurable per policy). Single-day absences don't require documentation.
Q. What if my manager is on leave when I apply?
Leave requests automatically escalate to the backup approver (configured in your org hierarchy) after the SLA window, or to the skip-level manager if no backup is defined.
Q. How is LWP calculated in payroll?
LWP is deducted as: (Monthly Gross Γ· Working Days in Month) Γ LWP Days. The deduction appears as a negative line item on your payslip in the payroll cycle following the approval.
Q. Can I convert unused leave to cash?
Encashment is allowed only on separation, only for carry-forward-eligible types, and only up to the configured carry-forward cap. Mid-employment encashment is disabled by default but can be enabled per policy.
Q. I'm a new joiner β when do I start accruing leave?
Accrual starts from your date of joining for most types (Sick, Casual). Annual Leave accrual may be deferred until confirmation per your policy. Mid-month joiners are pro-rated to the calendar day.
Q. What's the difference between Casual and Annual Leave?
Casual Leave is for short, unplanned, or personal absences (β€3 consecutive days typically), doesn't carry forward, and isn't encashable. Annual Leave is for planned vacation, carries forward up to a cap, and is encashable on exit.
Related Articles
TIME OFF
Leave Request
Apply for leave step-by-step
TIME OFF
Leave Balance
Check your entitlement and accrual
TIME OFF
Compensatory Off
Earn time-off from weekend / holiday work
TIME OFF
Short Time Off
Half-day and hourly leave
TIME OFF
Pre Approval
Get sign-off before applying
TIME OFF
Leave Approval (Manager)
Approve or reject team requests