Leave Allocation
Overview
Leave Allocation — Business Overview
Leave Allocation is a foundational HR document in Dafater that defines how much leave an employee is entitled to for a specific period. It turns company leave policies into clear, individual entitlements, ensuring employees know their available leave and managers can plan staffing with confidence.
What Leave Allocation Is Used For
In day-to-day business operations, Leave Allocation is used to: - Assign a specific number of leave days (annual, sick, casual, etc.) to employees. - Ensure leave balances are calculated fairly and consistently. - Provide a clear reference for approving or rejecting leave requests. - Support compliance with company policy and labor regulations.
Without accurate Leave Allocation records, leave requests cannot be evaluated correctly, leading to confusion, payroll issues, or compliance risks.
Prerequisites and Setup Requirements
Before using Leave Allocation, the following should be in place in Dafater: - Defined leave types (for example: Annual Leave, Sick Leave, Maternity Leave). - Employee records with joining dates and employment status. - Clear leave policies, such as: - Annual entitlement per employee or grade - Whether leave is earned monthly or granted in advance - Rules for carry-forward or expiry
These ensure leave is allocated correctly and consistently across the organization.
Typical Workflow and Business Process Fit
A common business workflow using Leave Allocation looks like this:
Policy review
HR reviews the company’s leave policy for the new year or employment cycle.Create Leave Allocation
HR assigns leave entitlements to employees using the Leave Allocation document, usually:- At the start of the year
- When a new employee joins
- When an employee’s role or contract changes
Approval and confirmation
The allocation is reviewed and confirmed, making the leave balance available to the employee.Operational use
Employees apply for leave, and managers approve requests based on the available balance defined by Leave Allocation.Ongoing monitoring
HR monitors usage and balances to support workforce planning and payroll accuracy.
Key Business Scenarios Where Leave Allocation Is Essential
Annual leave planning
Allocating yearly leave at the beginning of the calendar or fiscal year.New employee onboarding
Assigning prorated leave entitlements based on joining date.Contract or policy changes
Adjusting leave entitlements when an employee is promoted, transferred, or moves to a different contract type.Compliance and audits
Demonstrating that leave entitlements are granted according to policy and law.Accurate payroll processing
Ensuring unpaid leave, excess leave, or leave encashment is calculated correctly.
Important Considerations for Users
- Accuracy matters: Incorrect allocations can lead to payroll disputes and employee dissatisfaction.
- Timing is important: Allocations should be created before employees start applying for leave.
- Consistency with policy: Always align Leave Allocation with approved HR policies.
- Review regularly: Periodically check allocations to ensure they reflect current employment terms.
- Clear communication: Employees should understand their allocated leave and how it can be used.
In summary, Leave Allocation is a critical setup document in Dafater that connects HR policy with daily operations. When used correctly, it ensures fairness, transparency, and smooth leave management across the organization.
Basic Information
- Module: HR
- Document Type: Setup
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| naming_series | Series | Select | ✓ | HR-LAL-.YYYY.- | Auto-generated Dafater series for leave allocation records |
| employee | Employee | Link | ✓ | Employee | Employee receiving the leave allocation in Dafater |
| employee_name | Employee Name | Data | - | Full name of the selected employee | |
| department | Department | Link | Department | Employee's department for reporting and policy application | |
| company | Company | Link | ✓ | Company | Company under which leave is allocated in Dafater |
| leave_type | Leave Type | Link | ✓ | Leave Type | Type of leave being allocated to the employee |
| from_date | From Date | Date | ✓ | - | Start date of the leave allocation period |
| to_date | To Date | Date | ✓ | - | End date of the leave allocation period |
| newleavesallocated | New Leaves Allocated | Float | - | Number of newly allocated leave days | |
| carry_forward | Add unused leaves from previous allocations | Check | - | Include unused leaves from previous allocation periods | |
| unused_leaves | Unused leaves | Float | - | Unused leave balance from previous allocations | |
| totalleavesallocated | Total Leaves Allocated | Float | ✓ | - | Total leaves available including carry forward |
| totalleavesencashed | Total Leaves Encashed | Float | - | Total leaves converted to cash value | |
| compensatory_request | Compensatory Leave Request | Link | Compensatory Leave Request | Linked compensatory leave request, if applicable | |
| leave_period | Leave Period | Link | Leave Period | Defined leave period for this allocation | |
| leave_policy | Leave Policy | Link | Leave Policy | Applicable Dafater leave policy for allocation | |
| leavepolicyassignment | Leave Policy Assignment | Link | Leave Policy Assignment | Policy assignment governing this employee’s leave | |
| carryforwardedleaves_count | Carry Forwarded Leaves | Float | - | Number of leaves carried forward to this period | |
| expired | Expired | Check | - | Indicates whether the leave allocation is expired | |
| amended_from | Amended From | Link | Leave Allocation | Original leave allocation record being amended | |
| description | Description | Small Text | - | Additional notes or business context for this allocation |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| HR User | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| HR Manager | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Compensatory Leave Request | Linked from | HR |
| Leave Encashment | Linked from | HR |
| Company | Links to | Setup |
| Compensatory Leave Request | Links to | HR |
| Department | Links to | Setup |
| Employee | Links to | Setup |
| Leave Allocation | Links to | HR |
| Leave Period | Links to | HR |
| Leave Policy | Links to | HR |
| Leave Policy Assignment | Links to | HR |
| Leave Type | Links to | HR |