Leave and Absence Management
Effective leave and absence management is crucial for maintaining operational efficiency and ensuring compliance with labor laws. SIX ERP's Leave and Absence Management module provides a comprehensive solution for tracking and managing employee leave requests, from submission to approval, ensuring a smooth and efficient process. This manual outlines the procedures for administrators and staff members to manage leave within SIX ERP, including the roles and permissions required for different actions and the approval processes involved.
Accessing Leave and Absence Management
Log into SIX ERP: Ensure you have the necessary credentials and permissions to access the leave management features.
Navigate to Leave Management: From the SIX ERP side-menu, locate "Timekeeping > Leave".
Roles and Permissions
Administrators: Administrators with the appropriate permissions can add leave records for any staff member within the organization. This capability allows them to manage leave on behalf of employees when necessary.
Staff Members: Individual staff members are allowed to submit leave requests only for themselves. This ensures that all leave requests are accurately initiated by the employee requiring the leave.
SIX ERP's Leave Management feature stands out for its self-service functionality, empowering employees with direct control over their leave requests. This user-centric approach facilitates a streamlined process where staff members can independently submit, track, and manage their leave applications within the system. The self-service aspect not only enhances transparency and efficiency but also significantly reduces administrative overhead by automating the approval workflow. Employees benefit from real-time updates on the status of their requests, while managers and HR personnel are equipped with tools for quick review and approval, all within a unified platform. This autonomy in managing leave requests underscores SIX ERP's commitment to simplifying HR processes, fostering a more engaged and self-reliant workforce.
Submitting a Leave Request for Administrators
Initiate Leave Request: Administrators can submit Leave Requests o behalf of Staff members. Initite the process by selecting the "APPLY FOR LEAVE" button within the Leave and Absence Management module.
Similar to the staff members, fill out the leave form with the necessary details and submit it for approval.
Add a subject line to individually recognize the Leave Request.
Select Staff Member. Administrators can add leave by selecting the specific staff member from the employee list within the Leave and Absence Management form.
Select Type of Leave.
Select Subtype.
Fill in From - To Dates. After you set the dates of absence, the system will automatically caluclate the numbers of leave and the availability of leave days for the staff member.
Add a Follower.
Add a Staff member to Handover duties during staff members absence.
Add a Reason for the leave request. In some cases details matter.
Attach supporting documents, especially important in case of Sick Leave or other document dependent Leave Requests.
Finally SUBMIT the request for Approval.
Beware that the systems automatically calculates the number of leave days and the remaining days of leave for individual staff members on every request!
In SIX ERP's Leave Management system, the functionality is designed to ensure that leave requests are in alignment with the employee's available leave entitlements. Consequently, if a staff member does not have any remaining leave days for the year, the system will automatically prevent the submission of a new leave request. This safeguard is crucial for maintaining compliance with company leave policies and ensures fair leave distribution among all employees. It helps to prevent any discrepancies in leave accounting, ensuring that all requests are legitimate and within the allocated leave balance, thus upholding the integrity of the leave management process and protecting against potential payroll errors.
Approval Process
In the SIX ERP Leave Management system, administrators play a crucial role in overseeing and approving leave requests. To facilitate efficient management and prompt responses, the system can be configured to automatically notify administrators of any new incoming leave requests. This notification feature ensures that administrators are immediately aware when an employee submits a leave request, allowing for timely review and action. This not only streamlines the approval process but also enhances communication between staff and their supervisors, fostering a more responsive and well-managed leave administration system. Such proactive notifications help maintain operational continuity and prevent bottlenecks in workflow that might arise from unaddressed leave requests.
Digital Signature: Leave requests are approved through a process which can be a simple dialog to approve or deny the request and/or digital signature by designated personnel, typically a direct supervisor or the HR department. The approval process is configured to match the organization's specific workflow and policies.
Notification of Approval: Once approved, the staff member is notified of the approval status through the SIX ERP system. If a request is denied, the staff member can view the reasons for rejection and, if necessary, amend and resubmit their request.
-> Please see detailed instructions on the approval process for Administrators, Supervisors and HR staff here.
Key Features
Tracking and Reporting: The Leave and Absence Management module provides detailed tracking and reporting capabilities, enabling administrators to monitor leave balances, trends, and compliance with company policies.
Integration with Payroll: Approved leave records are automatically integrated with the payroll system, ensuring accurate computation of pay and leave balances.
Best Practices
Clear Communication: Ensure that all staff members are aware of the leave policies and the process for submitting leave requests in SIX ERP.
Regular Monitoring: Administrators should regularly monitor leave requests and approvals to avoid any operational disruptions.
Compliance: Keep abreast of any changes in labor laws to ensure that the leave policies and management practices remain compliant.
SIX ERP's Leave and Absence Management module streamlines the process of managing leave requests, ensuring efficiency and compliance with organizational policies and labor laws. By following the outlined procedures and best practices, both administrators and staff members can effectively manage leave, supporting a well-balanced and productive work environment.