The Leave Credit Process in HRStop allows admins to credit leaves to employee accounts based on the configured leave entitlement rules. This is particularly useful when:
- You have made changes to the leave policy,
- Leaves haven't been credited automatically,
- Or an employee joins mid-cycle and you want to credit pro-rata leaves.
This process ensures immediate and accurate leave balance updates for selected employees and categories.
When to Use Leave Credit Process?
- After updating leave policies
- For pro-rata crediting of leaves (e.g., new joinees)
- If the system hasn’t credited leaves as per schedule
- To override or correct previously missed leave credits
Steps to Run the Leave Credit Process
- Navigate to: Control Panel -> Leaves -> Balance
- On the Balance page, click the dropdown next to the Manually Adjust button.
- Select Run Leave Credit Process from the dropdown.
Configuration Settings:
On the Run Leave Credit Process page, you’ll see multiple configuration options:
1. Pro-Rata Calculation (Optional)
- Enable Calculate Leaves on Pro-Rata Basis
-
Choose whether to calculate based on:
- Date of Joining
- Confirmation Date
2. Select Leave Calculation Period
- Current Period – Calculate from the current date
- Beginning of Leave Year – Calculate from the start of the leave year
3. Choose Leave Categories
- All leave categories are selected by default
- Uncheck categories you don't want to include in this process
4. Select Employees
- Choose specific employees to run the credit for
- The system displays each employee’s Date of Joining (especially useful if using pro-rata rules)
Final Steps:
- After selecting the employees, click on Next
- The system will show preview of credits per employee per leave category
- Click Next
- Click Finish to complete the process
A success notification will appear, and the credited leaves will be instantly reflected in the employee records.
Bonus Feature: Bulk Import
Need to update balances in bulk? Use the Import Leave Balances feature to upload a leave credit file instead of using manual selection.