Employee wise – Leave/On Duty/Permission Details

This report will brief the overall summary of an employee wise Leave/On Duty/Permission from the prescribed date. It can also summarize each month’s reporting period, or quarterly wise reports can also be extracted. Likewise, can be kept for database purpose also. Some organization has a policy on permission. For example, an employee is allowed to take 3 permission in a month. And if that particular employee is taking 4th permission either the software should not allow to avail permission or should consider that permission as LOP. Let’s discuss this point.

When the details, to be retrieved request wise, the exact months like the above if selected, then the data will be provided as below

Permission Request – In this request, as the heading itself states, Permission request. The employee applying or already applied should have entered the details required for sanctioning.

• Timeslip Number – This is a default number when the employee applies for permission, the data will be captured by the date/year – 1718/TS and the serial number for reference purpose.
• Time Slip Date – The date will appear, as when the permission is requested or applied for.
• Duration – The employee who applies for the permission, should stick on to the duration. Because few organizations approved for maximum not more than 3 hours to half a day. So the employee must specifically apply for the permission hours.
• Type – For what purpose the permission is requested, and the employee should choose the type of permission.
• Remarks – To help the organization to understand, the employee should brief the purpose. In case the employee if not willing to convey the information, if it is personal, then the employee can mention it as personal work. Most of the time the permission requested or applied is mainly for personal occasions.
• Approval by Code – The requested permission, has to be sanctioned. That will be either done by the department or Organization heads, or authorized person nominated by the Company. The code is a formal code, it can be employee code of the above-said officials, or it can be designated department code the employee is working. It can opt for our convenience.

1. Code – EMP004 (Employee code – EMP; 004 – designated number)
2. Code – HRD01 (Human Resources Department – HRD; 01 – designated number)

•  Approval by Name – To understand it more specifically, the concerned person’s name will be mentioned.

Leave Credit Request

Leave Credit Request means earned but unused leave, sabbatical leave, personal and legal holiday time, and anticipated and earned but unused annual leave, “Leave credits” does not include sick leave credits or compensatory time off credits. Here the

Cr.No – Same format like Permission request,

Cr. Date – Credit leave sanctioned for the employee, the employee will periodically be given 2 days of earned leave every month, and in that the employee has taken 1 day of leave, between the period of From date – To Date, here the period mentioned is for the whole year. Therefore the number of days the employee has taken leave is for only one day.

Note – Few organizations, have created HR Policy that the previous leave which the employee didn’t opt for can be carried forward to the next month, but some organizations close each month casual leave in that particular month itself.

 Leave Request

 Apart from the Leave Credit Request, the employee can also apply for some other leaves also.

We already know the usage of Request no, and the Date of Request, and the period between selected date. But here the dates selected as a part of the leave request, it can be maximum not more than 1 day or 2.

The screen above, clearly helps us to understand the From Date and To Date, and the leave opted after the period.

The number of days the employee has taken, the date which applied for leave are mentioned above. So the leave if taken for 1 or 2 days will also be updated, where the employee can see later.

Last but not least, the Category of leave will change. When the earned leave is over, the employee needs for leave, it can either be a casual leave, Loss of pay, or Sick leave.

Leave/OnDuty Summary

Overall summary of an employee’s sanctioned leave, which is being allotted for a year process.

Type of Leave – applicable for that individual employee

Opening – The casual leave applicable for the year or month, whichever has been provided

Allotted – The earned leave or casual leave, same as Leave opening. The yearly wise summary can be seen here, which is separated month wise.

Taken – Which the employee applied or sudden leave are shown here.

Balance – After the allotment of leave taken, the rest if available are carried out as balance, the balance can be carried forward, or requested for pay off in regard to the unused leave, or simply canceled from the Organizations end.

Few Add-on Points

Also, email or SMS notification can be triggered by the reporting manager if his employee is late for the 4th time after taking 3 permissions. An employee will also get a notification saying “you are late for the 4th time this month”. This will bring timing discipline in the organization

This report will brief the overall summary of an employee wise Leave/On Duty/Permission from the prescribed date. It can also summarize each month’s reporting period, or quarterly wise reports can also be extracted. Likewise, can be kept for database purpose also. Some organization has a policy on permission. For example, an employee is allowed to take 3 permission in a month. And if that particular employee is taking 4th permission either the software should not allow to avail permission or should consider that permission as LOP.