Leave: types, allocation and applications

Leave works in three steps. The Leave Type says what kind of leave it is. A Leave Allocation gives an employee a number of days. A Leave Application uses those days. Approved leave shows as On Leave in attendance.

Before you start

• Your consultant set up the Leave Types for your company policy and the Labour Proclamation, for example Annual Leave, Sick Leave, Maternity Leave and Leave Without Pay.
• Each employee has a Leave Approver on the Employee record.

Leave types (what to check)

Open a Leave Type to see its rules:

• Is Leave Without Pay: these days are deducted from pay.
• Is Carry Forward: unused days move to the next leave period.
• Maximum Consecutive Leaves Allowed: the longest single leave.
• Include holidays within leaves as leaves: whether a holiday inside the leave counts as a leave day.

Do not change a leave type in the middle of the year without your consultant.

Allocate leave

1. Go to HR > Leave Allocation > + Add Leave Allocation.
2. Select the Employee and the Leave Type.
3. Enter From Date and To Date (the leave year).
4. Enter New Leaves Allocated. Tick Add unused leaves from previous allocations if the type carries forward.
5. Click Save, then Submit.

If your consultant set up a Leave Policy, allocations can be made for many employees at once from it.

Apply for leave

1. Go to HR > Leave Application > + Add Leave Application.
2. Select the Employee and Leave Type. Check Leave Balance Before Application.
3. Enter From Date and To Date. Tick Half Day if needed.
4. Write the Reason. Check the Leave Approver.
5. Click Save. The status is Open.

Approve or reject

1. The approver opens the Leave Application.
2. Change Status to Approved or Rejected.
3. Click Save, then Submit.

Example

Abebe has 16 days of Annual Leave for the year. He applies for 2026-11-03 to 2026-11-07 (5 working days). His manager approves and submits. His balance becomes 11 days, and the 5 days show as On Leave in attendance.

Good to know

• Only submitted leave counts. An Open application is not leave yet. Clear all open applications before payroll.
• Leave Without Pay reduces the salary for those days. Make sure it is approved and submitted before you run payroll for that month.
• Use the Employee Leave Balance report to see what each person has left.
• To change approved leave, cancel the application and make a new one. Tell HR if payroll for that month is already done.

Related

• Attendance
• Employees, departments and designations
• Run the monthly payroll