Leave Management

Leave management handles employee time-off requests, credit tracking, and approval workflows. This guide covers the complete leave management process from filing to approval.

Leave Credits

Leave credits represent an employee's entitlement to paid time off. The system tracks credit balances, accruals, and usage.

Understanding Leave Credit Types

Leave Type	Annual Entitlement	Accrual	Cumulative
Vacation Leave (VL)	15 days	1.25 days/month	✅
Sick Leave (SL)	15 days	1.25 days/month	✅
Force Leave (FL)	5 days (from VL)	Mandatory use	❌
Special Privilege Leave (SPL)	3 days	Annual grant	❌
Maternity Leave (ML)	105 days	Per event	❌
Paternity Leave (PL)	7 days	Per event	❌
Solo Parent Leave	7 days	Annual grant	❌

Viewing Leave Balances

Go to PMS > Timekeeping > Leave Credits
Select the employee
View current balances for each leave type

Leave Credit Display

Column	Description
Leave Type	Category of leave
Opening Balance	Credits at start of period
Earned	Credits accrued during period
Used	Credits consumed by approved leave
Balance	Current available credits

Leave Credit Ledger

The ledger provides a detailed history of all leave credit transactions.

Ledger Entry Types

Transaction	Description
Accrual	Monthly credit earning
Deduction	Leave usage
Adjustment	Manual correction
Monetization	Conversion to cash
Carry Over	Balance brought forward
Forfeiture	Expired unused credits

Viewing the Ledger

Go to PMS > Timekeeping > Leave Credits
Select the employee
Click on a leave type to view ledger
Review transaction history

Ledger Entry Details

Field	Description
Date	Transaction date
Type	Accrual, Deduction, Adjustment
Credits	Amount added/deducted
Balance	Running balance after transaction
Reference	Leave request number if applicable
Remarks	Notes or explanation

Leave Requests

Filing a Leave Request

Go to PMS > Timekeeping > Leave Requests
Click Create Leave Request
Fill in the required information:

Field	Description
Leave Type	Select type of leave
Inclusive Dates	Start and end dates
Number of Days	Total days requested
Commutation	Request payment for leave (if applicable)
Details	Specific reason or destination

Attach supporting documents if required
Submit the request

Leave Type Requirements

Different leave types have specific requirements:

Vacation Leave

Requirement	Description
Advance Filing	File 5 working days before
Supporting Document	Not required for short leaves
Within Philippines	Indicate destination
Abroad	Requires travel clearance

Sick Leave

Requirement	Description
Advance Filing	Can be filed upon return
Medical Certificate	Required for 5+ consecutive days
Hospitalization	Attach hospital records
Emergency	File within 5 days of return

Special Leave Types

Leave Type	Requirements
Maternity	Medical certificate, expected date of delivery
Paternity	Birth certificate of child, marriage certificate
Solo Parent	Solo parent ID, certification
VAWC	Barangay protection order or certification
Special Privilege	Justification (birthday, anniversary, etc.)

Leave Request Status

Status	Description
Draft	Not yet submitted
Pending	Awaiting approval
For Review	Under evaluation
Approved	Leave authorized
Rejected	Leave denied
Cancelled	Withdrawn by employee

Leave Approval Workflow

Standard Approval Path

Employee → Immediate Supervisor → Division Chief → HR Officer

Approval Process

Employee submits leave request
System notifies designated approvers
Immediate supervisor reviews and recommends
Higher authority approves or rejects
HR validates and finalizes
Employee is notified of decision

Approving Leave Requests

Go to PMS > Timekeeping > Leave Requests > Approvals
Review pending requests
Check leave balance and history
Approve or reject with remarks
Submit decision

Approval Considerations

Factor	What to Check
Leave Balance	Sufficient credits available
Work Impact	Critical deadlines or tasks
Team Coverage	Other members on leave
Documentation	Required attachments present
Pattern	Unusual leave patterns

Compensatory Time-Off (CTO)

Employees earn compensatory credits for authorized overtime work.

How CTO Works

Employee performs authorized overtime
Supervisor certifies the overtime
CTO credits are earned
Employee can use credits as time off

CTO Credit Earning

Overtime Type	Credits Earned
Regular Day	1 hour OT = 1 hour CTO
Rest Day	1 hour OT = 1.25 hours CTO
Holiday	1 hour OT = 1.5 hours CTO
Special Holiday	1 hour OT = 1.3 hours CTO

Managing Compensatory Credits

Go to PMS > Timekeeping > Compensatory Credits
View earned credits by employee
Track credit usage
Monitor expiration dates

CTO Credit Lifecycle

Stage	Description
Earned	Credit added from certified overtime
Available	Ready for use as time off
Used	Consumed as CTO leave
Expired	Credits past validity period

Note: CTO credits typically expire after a certain period (e.g., 1 year). Check organizational policy for specific rules.

Leave Monetization

Convert unused leave credits to cash payment.

Monetization Eligibility

Requirement	Description
Minimum Balance	Must retain 15 days VL + 15 days SL
Maximum Amount	Up to 50% of total accumulated
Timing	Usually once per year
Approval	Requires budget availability

Filing for Monetization

Go to PMS > Timekeeping > Leave Credits
Click Monetize
Select credits to monetize
Submit request for processing

Terminal Leave

Cash value of accumulated leave upon separation from service.

Terminal Leave Computation

Component	Calculation
Total Credits	All accumulated VL + SL
Daily Rate	Monthly salary ÷ 22 working days
Gross Amount	Total credits × Daily rate
Deductions	Applicable taxes and obligations

Filing Terminal Leave

Complete clearance requirements
Submit terminal leave application
HR computes final amount
Processing through finance

Leave Reports

Available Reports

Report	Description
Leave Balance Report	Credits summary by employee
Leave Utilization	Usage patterns and trends
Leave Application Register	All requests within period
Absent Without Leave	Employees with AWOL status
Force Leave Compliance	Mandatory leave completion

Generating Reports

Go to PMS > Timekeeping > Leave Credits
Click Reports
Select report type
Choose date range and filters
Generate and export

Best Practices

For Employees

File vacation leave in advance
Monitor leave balance regularly
Submit sick leave promptly upon return
Keep supporting documents ready
Plan force leave early in the year

For Supervisors

Act on leave requests within 2 days
Consider team coverage when approving
Document reasons for rejection
Monitor subordinates' leave patterns
Ensure force leave compliance

For HR

Verify credit computations monthly
Process accruals on schedule
Audit leave records periodically
Update leave policies as needed
Train new employees on procedures

Common Issues and Solutions

Issue: Insufficient Leave Balance

Possible Causes:

Credits not yet accrued
Previous leave not deducted
Computation error

Solutions:

Verify accrual schedule
Check ledger for discrepancies
Request balance reconciliation

Issue: Leave Request Pending Too Long

Possible Causes:

Approver not notified
Approver unavailable
Missing information

Solutions:

Follow up with approver
Escalate to HR if needed
Complete missing requirements

Issue: Leave Dates Conflict

Possible Causes:

Holiday falls within leave period
Weekend included in count
Overlapping leave requests

Solutions:

Exclude holidays from leave count
Verify working days only
Cancel duplicate requests

Issue: Cannot File Sick Leave

Possible Causes:

Filing deadline exceeded
No sick leave credits
System validation error

Solutions:

Contact HR for late filing
Check credit balance
Verify employee status is active