HRStop

Run leave credit process

Oct 30, 2019

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

  1. Navigate to: Control Panel -> Leaves -> Balance
  2. On the Balance page, click the dropdown next to the Manually Adjust button.
  3. 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:

  1. After selecting the employees, click on Next
  2. The system will show preview of credits per employee per leave category
  3. Click Next
  4. 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.

FAQ

You should run the Leave Credit Process manually in the following situations:

  • Leaves have not been credited automatically due to a system delay or misconfiguration.
  • Policy changes have been made, and you need to re-credit leaves according to the updated rules.
  • An employee joins mid-cycle and you want to credit leaves on a pro-rata basis.

Running the process ensures immediate credit of leaves according to the latest settings and policies.

  • Current:
    Credits leaves starting from today’s date (ideal for mid-year adjustments or immediate application).
  • Beginning of Leave Year:
    Credits leaves from the start of the defined leave year (useful when you want to simulate credits as if they were granted from the beginning, especially for backdated joining or policy adjustments).

Choose based on whether you want to apply credits retroactively or from the present date forward.

Yes, the leave credit process is highly customizable.

During the credit setup:

  • Uncheck any leave categories you don’t want to include.
  • Select only the employees you wish to credit leaves for.

This helps in targeting only relevant leave types or specific employee cases like new joiners or those who were missed earlier.

Yes, as soon as you click the Finish button at the end of the process:

  • Leaves are instantly credited to the selected employees.
  • Updated leave balances are reflected in the Leave Balance section.
  • A success notification confirms that the process has been executed successfully.

No additional processing is required — the update is immediate and visible to both admin and employees.

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