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Leave Policy Management in PrismERP

The Leave Policy module in PrismERP enables organizations to define, manage, and enforce their internal leave policies with consistency and transparency. From configuring leave types to setting accrual rules and eligibility criteria, this feature provides a centralized solution for efficient leave administration across the organization.

Overview​

This module allows HR teams to create comprehensive leave policies tailored to organizational needs. It includes a wide range of settings such as leave type definitions, accrual logic, restrictions, eligibility filters, and support for special leave categories like maternity or study leave. Through automation and structured configuration, it ensures compliance with company policy while improving employee satisfaction.

Key Features​

  • Leave Type Management: Define various leave types (e.g., Sick, Casual, Earned, Maternity, etc.) with custom rules.
  • Eligibility Rules: Apply criteria based on gender, job status, service duration, or department.
  • Leave Accrual Settings: Automate leave earning rules per month, quarter, or year.
  • Carry Forward & Restrictions: Manage how unused leaves carry forward or expire, and whether negative balances are allowed.
  • Advance Leave & Encasement: Allow employees to request leave in advance or encash unused leaves under set rules.
  • Special Leave Types: Configure options for maternity, paternity, study leave, or Hajj leave with dedicated parameters.
  • Quota Management: Limit usage and frequency of special leave types.
  • User-Friendly Interface: Easy-to-navigate screens for defining, editing, and assigning policies.

Why Should You Use This?​

A clearly defined leave policy ensures consistency, fairness, and legal compliance in managing employee leave. It automates complex calculations, reduces manual tracking, and enhances employee trust through transparency. With customizable configurations, HR teams can address different employee needs while upholding organizational rules, streamlining the entire leave management process.

How to Use Leave Policy in PrismERP​

Follow this step-by-step guide to configure and apply a leave policy:

A. Access Leave Policy Settings​

  • Navigate to the Leave Policy module within PrismERP.
  • Click Create New to define a new policy or select an existing one to modify.

B. Define Leave Types​

  • In the Leave Types section, add leave categories such as:
    • Sick Leave
    • Earn Leave
    • Casual Leave
    • Maternity / Paternity Leave
  • For each type:
    • Set the maximum leave days allowed.
    • Apply filters like gender, employment status, and job role.

C. Configure Eligibility Criteria​

  • Set service duration requirements (e.g., eligible after 1 month of joining).
  • Define maximum annual limits per leave type.
  • Enable or restrict negative leave balances and carry-forward options.

D. Set Accrual and Validity Rules​

  • Enable accrual (e.g., 1.5 days per month).
  • Configure how often accrual happens: monthly, quarterly, yearly.
  • Set validity periods for leaves (e.g., expires after 6 months if unused).

E. Enable Advanced Leave Features​

  • Activate Leave Encashment with applicable limits.
  • Configure Maternity/Paternity Leave with delivery-date considerations.
  • Define policies for Study Leave or Hajj Leave with usage restrictions and quotas.

F. Save & Apply Policy​

  • Review all configurations for accuracy.
  • Click Save to finalize the policy.
  • Assign the policy to specific employee groups, departments, or grades.

Screenshots Overview:​

Leave Policy

Applicability

  • The interface allows easy input of leave type details, eligibility, accrual, and other settings.
  • The structured format facilitates quick configuration without the need for extensive manual calculations.