Employee Exceeding Leave Balance: How Should HR Address This Situation?

It is a real HR story. One of our employees is taking more leave without having any leave balance in the account, and the reporting authority is not objecting to the same. When we calculate the total leave availed, the employee would have already exceeded the entire balance for the year.

What kind of action should be taken in this case?

Hi Arun,

You should talk to him personally and inquire about the reason for his taking leaves. Then you should warn him that there are no leaves left in his account. From now on, if he takes leave, salary would be deducted. Inform him that his leave balance is now negative and he has exceeded the allocated balance. Therefore, we need to deduct his pay for the extra leaves taken.

Moreover, you should have warned him earlier. It would have made it easier to take such drastic action.

Priyanka

Dear Ms. Priyanka,

I can inform that employee, but he does not belong to my department. He is reporting to one of my colleagues. They would be more aware of this situation. Even after this, the same issue is still occurring.

Please review your leave policy and act accordingly. If the employee doesn't have a leave balance, then deduct the days taken from their salary. Before taking any action, please convey this message to their line manager and consider their advice as well.

Thanks