2. LEAVE APPLIED LIST

Leave applied list shall be seen on the main space of work area. The details of leave applications submitted by the user or for the user shall be listed here. Leave details displayed includes:

• Leave type: Type of leave applied by the user i.e. whether Casual Leave, Duty Leave, Medical Leave, EDL, Loss Of Pay(LOP) etc.

• Applied date: Date for which leave was applied by the user.

• Sanctioned date: Date for which leave was sanctioned by the top-level hierarchy. Applied date and sanctioned may vary if the top-level hierarchy who approves the application changes the leave sanction date for some reason.

• Reason: Reason for leave.

• Applied date: Date on which the leave was applied.

• Hierarchy status: Remarks from each higher level employee regarding the leave approval.

• Reminder: On not receiving any response from higher authority, user can choose to send reminder for all hierarchy whose approval/recommendation is pending. By doing so, reminder e-mail will be send to hierarchies whose response is pending. For sending reminder, user can make use of the Reminder Button (looks like an alert/bell symbol). User will get an acknowledge message after sending reminder emails to hierarchies.

• Cancel Leave: User can choose to cancel a leave application if required. For cancelling leave application, user can make use of the Leave Cancel Button available against the respective application. In this case, if any of the higher level users have responded to the leave application, a leave cancel request will placed on clicking Cancel Leave Button. Leave application awaiting response from all hierarchy will get cancelled instantly.

• Status of application: Status of the leave application shall be:

  • Status not updated: Status of leave application will remain not updated until the top-most hierarchy responds to the application.

  • Approved: Status of leave application changes to approved when the top-most hierarchy approves the respective application.

  • Rejected: Status of leave application changes to rejected when the top-most hierarchy rejects the respective application.

  • Leave Cancel for Approval: When user needs to cancel a leave application to which any of the hierarchies have responded, user can submit a leave cancel request. In such a case, the application's status becomes "Leave Cancel for Approval".

  • Leave Cancelled: Status of leave application changes to cancelled when hierarchy approves the leave cancel request submitted by the user. Also, the status of leave application changes to "Cancelled" from "Status not updated" instantly, when a user cancels a leave application pending response from all hierarchies.

  • Reminder mail sent to hierarchy: When send reminder service is used once, status of leave application changes to "Reminder mail sent to hierarchy" from "Status not updated"; along with it tags the date and time at which the reminder was sent.

3. APPLY LEAVE

User can apply leave applications by clicking on the Apply Button against the respective leave type in leave summary area.

To apply leave in the page, user shall find:

• Leave summary: Leave summary for the respective type of leave to be applied shall be Leave dates: displayed textboxes labelled as 'leave from date' and 'leave to date' to enter leave start and end date respectively.

• Number of days: On providing the leave dates, number of days for which leave is applied will be displayed automatically.

• Leave session: Session for which the leave is applying for, i.e. full day or half day can be marked by selecting any of the respective session.

• Reason: Reason for leave can be entered by the user.

• Substitute Suggestion: User can suggest someone to substitute his/her absence by adding substitutes in the leave application. In order to add a substitute user can select an employee in his/her department from the list, provide the class, date and session for which substitute need to be added and click on the Add Button.

Note: Substitute suggestion is only a reference for HR, it does not refer timetable arrangement.

In order to submit a leave application, user need to provide the leave-from & leave-to dates, leave session and reason for leave. It is optional to add substitutes.

On submitting the leave application,

• E-mail and notification indicating the submission of leave application from the user will be sent to user's higher authorities.

• If the user has added any substitutes, respective employees will receive an e-mail and notification message indicating substitute arrangement.

• Count of remaining leaves, leave application awaiting approval for the applied leave type will be updated.

• New leave application entry will be added to user's leave application page with status "Status not updated".

• New leave application entry will be added to leave approval pages of user's higher authorities.

• New entry stating the leave applied by the user shall be displayed in the recent activities area of User's dashboard/User dashboard

• Leave shall be marked in the calendar in User's dashboard/User dashboard

Note: In case user is the top-most hierarchy, on the submission of leave application:

• New leave application entry will be added to user's leave application page with status "Approved".

• Email shall be sent to HR and accounts section of the institution.

• Leave shall be marked in the calendar in User's dashboard/User dashboard.

• Count of remaining leaves, leave application awaiting approval for the applied leave type will be updated.

• New entry stating the leave applied by the user shall be displayed in the recent activities area of User dashboard.