Leave policy rules explained
What every setting on a leave type does — accrual, tenure slabs, eligibility, notice, back-dating, documents, sandwich rule, carry forward and encashment.
Open a leave type with Edit on Leave → Leave Types ( open Leave Types) to see its policy. The rules are grouped into sections. Employees see the same rules in plain English under Leave policy explanation on their Leave page.
Entitlement & accrual
| Setting | Meaning |
|---|---|
| Days per year | The yearly quota. |
| Credited | Yearly, Half-yearly, Quarterly or Monthly — the quota is split into that many credits. |
| On the | Credit on the first day or the last day of each period. |
| Max balance held (0 = no cap) | The balance never grows beyond this. |
| Pro-rate for joiners and leavers | Months worked ÷ 12. Joining after the 15th starts from the next month. |
| Only what has accrued by the leave date can be applied | With 1.25 days a month, a leave on 10 March can use at most 3.75 days. |
| Tenure slabs | After N years from joining, credit D days per accrual period instead (up to three slabs). |
| Comp-off valid for (days) | For comp-off types: how long each credit can be used. |
Who can take it
- Gender (Everyone, Women only, Men only) and Marital status (Any, Married only, Unmarried only).
- Can be taken during probation — leave still accrues either way. Max days during probation (0 = no limit) caps it.
- Usable after joining (days) — for example 90 days after joining.
- Not allowed during the notice period.
- Managers can apply on behalf of their team.
- Only on floater (optional) holidays — the leave can only be taken on holidays marked optional on the Holidays page.
Applying
| Setting | Meaning |
|---|---|
| Min notice (calendar days) | Employees must apply at least this many days before the start. |
| Max days in advance (0 = any) | How far ahead employees may apply. |
| Back-dating allowed (days) | How far into the past employees may apply. 0 means no past dates. |
| Max consecutive days (0 = any) | Longest single stretch of working days. |
| Max days per request (0 = any) and Minimum per request | Size limits for one request. |
| Half days allowed (first / second half) | Lets people take half days. |
| Needs approval | Off means approved as soon as the employee applies. |
| Note required | Employees must write a note. |
| Document required for leave longer than | A supporting document (PDF, JPG or PNG up to 5 MB) is needed beyond N working or calendar days. |
| Allow negative balance up to | Lets the balance go below zero, optionally recover a year-end negative balance from salary. |
Notice, advance and back-dating limits apply to employees applying for themselves. HR adding leave from the admin side is not blocked by them, and only gets a warning about a missing document.
Counting days
- By default only working days count — weekly offs (from the weekly off rule or roster) and holidays are skipped.
- Sandwich rule — weekly offs and holidays between two leave days count as leave (Friday + Monday = 4 days). You can limit it to leaves spanning more than a number of calendar days.
- Count calendar days — every day counts, including weekly offs and holidays (used for maternity leave).
Year-end
- Carry forward unused days, max (0 = all), with an optional expiry in months.
- Encash the rest, max (0 = all), keeping at least a minimum balance, paid at Basic ÷ 30, Basic ÷ 26, Gross ÷ 30 or Gross ÷ 26.
- Whatever is not carried forward or encashed lapses.
Rules that always apply
Leave can't start before joining or end after the last working day, can't overlap another pending or approved leave, and can't touch a month whose payroll is finalized.
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