How Can I Set Up a Leave Tracking System and Understand Different Leave Types in My IT Company?

Hi all,

I am working at an IT company which has a strength of 120 employees. There is no system here to track the various leaves taken by the employees in the organization at the moment.

I need help on how I can go about devising such a system to enable me to track leaves and maintain a record for the same to assist payroll. Moreover, can someone give me clarifications on the various types of leaves? Is AL allowed leave? I know CL and SL are casual leave and sick leave, respectively. What is WP? Is CO compensatory leave? How are all the different kinds of leaves decided on in terms of a number limit for the year?

Awaiting an early reply! :)

Regards,
Jharna

Hello Bonny,

As far as I know, WP stands for Leave Without Pay. In our company, we have a biometric device through which we keep track of the attendance of employees on a daily basis. We have maintained an Excel sheet for the leave records.

As per our company policy, we provide 12 CLs each year, which translates to one CL for each month. CL is a paid leave, and if employees do not utilize their CL per month, it accumulates each month. If not used, it expires at the end of the year.

PL, or Privilege Leave, is also a paid leave but is only applicable to employees who have completed 6 months in the company. This can be calculated as 1.25 per month (15 per year), and employees can use up to 3 PLs at a time; single PLs cannot be taken.

These are the only types of leaves that I am aware of. I hope this information is helpful to you to a certain extent.

What is a biometric device?

How do I maintain the leave system on Excel? I see that as a lot of donkey work - I mean it's like just data entry!!!

Biometric devices are machines that your IT team installs in your company to register each and every employee's finger on it as and when people join. It is not a data entry work; it is just that you have to maintain a correct format. Alternatively, the easiest way is to have software that can easily track leaves, but even then, you will have to input the information yourself.

Hi all,

I thought the CiteHR community was pretty active and helpful with its replies to queries from relatively new members like me who wish to learn more about Human Resources. 162 views and only 2-3 replies!! Please help me with a leave structure that would enable me to keep track of the leaves taken by the employees. I also need help with the different kinds of leaves.

Would be much appreciated!! :)

Regards,
Jharna

Dear Jharna,

Please find attached a leave format for your kind perusal and feel free to revert to me in case of any query. You will see different kinds of leaves mentioned as in my company I manage leave for 7 countries in Asia and we use one common format for all countries.

I will try to answer all your queries.

Is AL allowed leave? No, it is Annual leave or leave which an employee earns for his service to the company in a year. It needs to be calculated on a pro-rata basis if an employee joins in Dec 2007 and your leave fiscal year is 2007 Jan-Dec 2007, and annual leave entitlement = 15 days then leave entitlement for his one month of service in the leave year = Leave entitlement/Number of months in a Year * Number of months worked.

I know CL and SL are casual leave and sick leave respectively. What is WP? - WP is without pay.

Is CO compensatory leave? Yes, some call it Comp Off.

How are all the different kinds of leaves decided in terms of a number limit for the year? Based on Local Government laws and company policies.

Let me know if the same was useful and if you have any more queries.

Regards,

Swapneel

Thanks Swapneel....

In my company, we have privileged leaves - 22 in number; these include sick plus casual leave. I am presuming that PL = privileged leave is the same as AL = Annual Leave. Moreover, I joined the company in July and saw that there is no process to track the number of leaves taken by the employees here!! So I am trying to compile information (some of which is not easily available) and have some leave system in place here.

The company also has a list of 10-12 public/national holidays. Is there any prefixed number for this?

One more question: Where do I get information on the government laws? Is there a good book that you can suggest for the various labor laws, especially for Maharashtra???

Regards, Jharna

Hello,

What is the role of a Leave Administrator and the worksheet number, total entitlement for F08, and the business unit code? Any suggestions provided would be greatly appreciated.

Hi Swapneel,

I work for an Animation company in Gujarat. I would like to know what the procedure is to follow for leave entitlement. Basically, how many PL/SL/CL are mandatory. My company provides 10 days of Casual Leave and 6 days of sick leave a year. Apart from this, we have 6 holidays (National and Festival), totaling 22 days.

I want to know if the structure we follow is correct. I aim to implement this ASAP. Kindly advise.

Thanks in advance,
Gayathri

Dear all,

I would like to know how many PL, CL, and SL an employee is entitled to get in a year. Moreover, I would like to design a leave policy. Can anybody help me out with this?

Regards,
Pinky Basak

Hi all,

I work for an NGO in Karnataka and would like to know the procedure for following the leave entitlement. Specifically, how many PL/SL/CL are mandatory. My organization also includes RH in the Leave Policy.

Could you please explain to me about CL, SL, EL, and of course, RH (Restricted Holiday)?

Regards,
Rashmi

In our company, we are following 12 AL, 12 CL, (one CL per month basis), and 15 PL for those who have completed their probationary period.

Regards,
Kirubakaran.

Dear Jharna,

Please find attached herewith the leave tracking format.

Bye,
Sai

Hi everyone, I am working at an IT company as an HR Executive. My company is at a very early stage. I have to prepare the annual leave structure for all employees. Please help me.

Regards,
Priyanka
HR