Leave management
Leave management software for requests, approvals and balances
Employees apply for leave online, HR approves or rejects it, and casual leave builds up automatically each month based on days actually worked. Approved leave is written to the attendance register, so the salary run never depends on someone remembering a WhatsApp message.
Leave types
Six leave types, one request form
Every request records the type, dates, number of days and reason. Casual leave has a running balance that the system maintains. For the other types, the balance page totals approved and pending days so you can compare them with your leave policy.
Casual leave
Accrues monthly, carries forward and is checked against the balance before approval. Late-coming rules also draw on it.
Sick leave
For illness, with the reason recorded on the request for HR's reference.
Earned leave
For planned time off under your earned or privilege leave policy.
Unpaid leave
The honest option when casual leave has run out, so the absence is approved rather than left as unexplained.
Maternity leave
Long-duration leave recorded with its full date range so attendance for those weeks is marked in one step.
Paternity leave
Recorded the same way, keeping the family-leave history on the employee's record.
Requests and approvals
From request to register in four steps
Employee applies
They sign in, choose the leave type, pick dates or a half day and give a reason. HR can also apply on an employee's behalf.
Request waits as Pending
Staff with leave rights see every pending request, with the employee's approved and pending totals alongside.
Approve or reject
Approval records who approved and when. A rejection can carry a reason the employee sees.
Attendance is marked Leave
Each date in the range is set to Leave, and a later biometric sync does not overwrite it.
A casual leave request larger than the employee's balance cannot be approved. HR is told the balance and can reject the request or ask the employee to apply for unpaid leave instead.
Monthly accrual
Casual leave that is earned by days worked
Early on the 1st of every month, Swastik Payroll credits casual leave for the month that just ended. Each employee-month is recorded once, so a re-run never credits twice.
- Working days are the month's days that are neither weekly offs nor listed holidays.
- Days worked count 1 for a full day and 0.5 for a half day, including work on a weekly off or holiday. Leave days are not days worked.
- No cap on carry-forward. Unused casual leave stays on the balance month after month.
| Month with 22 working days | Days worked | Credited |
|---|---|---|
| Worked every working day | 22 | 3 |
| Missed one day, worked one weekly off | 22 | 3 |
| Took 1.5 days of leave | 20.5 | 2 |
| Joined mid-month | 13 | 1 |
| Joined in the last week | 5 | 0 |
Worked example
One employee's casual leave balance over three months
Anita's balance was 2 days at the end of July 2026. Her shift uses an 8-hour day, and her company has a late rule allowing 3 late days a month, then deducting 1 hour of leave for each extra late day.
| Date | Entry | Working | Change (days) | Balance (days) |
|---|---|---|---|---|
| 31 Jul | Opening balance | – | – | 2.00 |
| 1 Aug | Accrual for July | Worked every working day | +3.00 | 5.00 |
| 12 Aug | Casual leave approved | 2 days | −2.00 | 3.00 |
| 1 Sep | Accrual for August | 19 of 21 working days; 19 ÷ 9 = 2.11 | +2.00 | 5.00 |
| 3 Sep | Late rule for August applied | 5 late days: 2 extra × 1 hour = 2 hours | −0.25 | 4.75 |
| 18 Sep | Half-day casual leave approved | 0.5 day | −0.50 | 4.25 |
| 1 Oct | Accrual for September | 21 of 22 working days; 21 ÷ 9 = 2.33 | +2.00 | 6.25 |
Illustration with sample data. The 2-hour late deduction is 2 ÷ 8 = 0.25 day. In September the half-day leave date is marked Leave, so it does not count as a day worked.
Leave, attendance and salary
What approved leave does at month end
Once approved, leave lives in the attendance register as the L status. The salary record for the month shows those days in its leave column, counted together with absent days and deducted at the per-day rate of monthly base salary ÷ 30.
If your policy pays casual or sick leave in full, bring it to the demo and we will walk through how your setup handles it before you rely on the numbers.
Leave encashment at exit is not calculated inside the product. Use the free leave encashment calculator and add the amount as an adjustment in the salary run.
Leave balance pages
- One row per employee with the current casual leave balance
- Approved and pending leave days totalled
- A detail page with each request's dates, type and reason
- Employees see only their own balance and history
- Late-rule deductions shown as hours and minutes
FAQ
Leave management questions
Does taking leave reduce the next month's casual leave credit?
It can. Accrual is based on days actually worked, and leave days are not days worked. Missing even one working day moves an employee from the full-month credit of 3 days to the days-worked ÷ 9 calculation, unless they make it up by working a weekly off or holiday.
Is there a limit on how much casual leave can be carried forward?
No. The balance carries forward with no cap and does not lapse at year end automatically. If your policy lapses or caps leave, agree with us during setup how you want to handle it.
Can employees apply for half a day?
Yes. A half-day request counts as 0.5 day and deducts 0.5 from the casual leave balance when the type is casual leave.
What happens if a late fine was applied by mistake?
Waive it. Waiving an applied fine puts the deducted leave time back on the employee's casual leave balance.
Do sick and earned leave accrue automatically too?
No. Only casual leave accrues and has a system-maintained balance. Sick, earned and the other types are requested and approved in the same way, and their approved and pending days are totalled on the balance page.
Related
Attendance Management
Biometric sync, mobile punch, shifts and late rules.
HR & Payroll Software
Employee records, attendance and payroll in one system.
Employee Management
Profiles, departments, bulk import, permissions.
Payroll Software
Monthly salary runs from attendance to payslip.
Leave Encashment Calculator
Encashment value of unused leave.
Salary Calculator
Gross salary to take-home pay.
Check your leave policy against a live leave register
Share your leave rules and a few months of requests. We will show how requests, approvals, monthly accrual and late deductions look for your employees.