| eLeave FAQ |
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For Employees:
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Q |
How do i check my leave entitlement? |
| A |
Your leave entitlement is displayed in the Annual Summary/Balance panel in the Leave Summary sub-menu
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Q |
What is the difference between "Annual Entitlement" and "Available to Apply"? |
| A |
Annual Entitlement refers to the total number of leave days you will be able to apply for in the current year. Available to Apply refers to the number of leave days you can currently apply for.
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Q |
How do i calculate my remaining leave balance? |
| A |
The formula to apply is as follows:
Leave Balance = [Available to Apply] + [Carried Forward] + [Extra Days] - [Total Leave Days Applied] - [Forfeit Days]
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| Q |
What is "Carried Forward"? |
| A |
This refers to the days of unused leave from the previous year. The number of days carried forward depend on the policy set by your Company
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| Q |
How do i get Extra Days? |
| A |
Extra Days are assigned to you by your Administrator. Typically this is added in compensation of public holidays or weekends.
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Q |
I am supposed to be granted an extra day of leave in the following month, but why is it not reflected in my leave summary? |
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The system will only allow you to utilize the extra day on or after the effective date of the extra day. Therefore the extra day will be credited on the effective date itself.
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Q |
Why do i have "Forfeit Days"? |
| A |
You will have leave forfeited if you have not utilized the carried forward leave according to the leave policy set by your company
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| Q |
How do i see my previous leave applications? |
| A |
Leave applications made in the current year can be viewed in the Leave application (Current) panel found in the Leave Summary sub-menu.
To view leave applications made in previous years, refer to the Leave application (History) panel at the bottom of the page
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| Q |
How do i make a leave application? |
| A |
Click on the Leave Application sub-menu. Select the required Leave Type from the drop-down list provided, and select the dates applicable. Check the confirmation screen and supervisor details before proceeding to confirm the application.
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| Q |
Do i need to declare a leave reason? |
| A |
Yes, it is a mandatory field.
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| Q |
Why does the system disallow me from applying for leave on some dates? |
| A |
The system does not allow you to apply for leave that falls entirely on a non-working day/days. If the total number of leave days applied is calculated to be 0, you will not be able to apply for the leave in the system.
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| Q |
Why is the total number of leave days showing zero? |
| A |
This means that the leave applied falls on a non-working day/days.
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| Q |
How do i know who my approving supervisor is? |
| A |
You may view the approving supervisor details at the bottom of your Leave Application screen. In most cases, this is the person that you report to directly in the office.
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| Q |
Why are there 2 different supervisor email addresses displayed on my leave application screen? |
| A |
This occurs when your original approving supervisor has delegated his/her approval authority to another manager. Such delegation may occur when your supervisor is away from the office or on leave.
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| Q |
How do i know whether my leave is approved or not? |
| A |
You should receive an email notification informing you of the status of your leave application (Approved / Declined).
Alternatively, you may check the status in the Leave Application sub-menu
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| Q |
Can i make changes to my leave application? |
| A |
You are allowed to Edit or Cancel your leave application if the start date has not passed. If it has already passed, you would need to contact your Administrator to Edit or Cancel the application on your behalf.
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| Q |
What does the Leave Planner do? |
| A |
The Leave Planner is a function for you to draft or plan your leave schedule.
You are able to view it by clicking on the Leave Planner sub-menu. You may add a draft application as part of your leave planning. Draft records will not be routed to your supervisor for approval. You may, however, do a direct leave application later from your draft record(s).
The Leave Planner is colour-coded to easily identify which days are public holidays or non-working days. It would also indicate other pending or draft leave applications already made in the system.
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| Q |
Who is the HR Administrator? |
| A |
The HR Administrator is the designated person in the Company responsible for maintaining the data and leave rules in the system. He or she would also, for valid reasons, be able to change or remove any leave applications already made in the system.
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Why do i see this message in red on my screen: "Your information has not been processed yet. Your leave will not be calculated until it has been processed."? |
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This would occur if your employment information in the system is not complete. Please contact your HR Administrator for further assistance.
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| Q |
Can I use eLeave if I do not have my own email address? |
| A |
If you do not have your own email account, you will not be able to receive any email notifications sent from the eLeave system. You will, however, be able to log into the eLeave system to check your leave records if you have been given a valid User ID and Password.
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Q |
If I am a shift worker, will the system be able to identify whether the leave date applied is a working day or not? |
| A |
If your shift calendar has been set up in the system, and assigned to you in the system accordingly, the system will be able to identify your working days accordingly.
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| Q |
I would like to leave some feedback on the system. How do i do that? |
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You can do so by clicking on the Contact tab found on the top menu.
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Q |
I have some enquiries that are not available in the FAQ section. How do I contact someone who can help answer my queries? |
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You may contact your HR Administrator for further assistance or contact our Helpdesk. Helpdesk hours are from Monday - Friday,
9:00am - 6:00pm.
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For Managers:
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Q |
How do i know when someone has applied for leave? |
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You would be notified of the leave application via email.
Alternatively, you may log into eLeave to view the leave applications that are pending your approval
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| Q |
How do i approve my subordinate's leave application? |
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The pending leave applications can be viewed in the Leave Approval sub-menu. Click View to view more details of the application. Select the approval option, and leave your comments if you wish.
Alternatively, you may do a Quick Approval by clicking the Approve/Reject links on the main approval page.
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| Q |
How do i know if my subordinate is entitled to the leave type that he/she is applying for? |
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eLeave would only allow the subordinate to apply for leave types that he/she is entitled to. This depends on the rules set up in the system by the HR Administrator.
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| Q |
I know that certain types of leave require additional HR processing. How do i ensure that? |
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Leave types that require HR processing would automatically be routed to the HR for necessary action. An email notification would be sent to inform you of HR's final approval. If you have not received such emails so far, please contact the HR Administrator for further assistance.
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| Q |
What is a Leave Scheduler? |
| A |
The Leave Scheduler displays a summary of the leave applications made by your subordinates in the selected year and month. It is colour-coded to easily distinguish which are pending and approved leaves.
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| Q |
Is there an easy reference for me to see which of my subordinates are on leave this month? |
| A |
You may view this in the Leave Schedule sub-menu.
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| Q |
Am i able to view other employee's leave entitlements? |
| A |
You may only view the leave entitlement information of subordinates assigned to you in eLeave.
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Q |
Are there reports for me to download from the system in order for me to make some resource planning for my team? |
| A |
The following reports are available:
- Leave Balance/Entitlement (on yearly basis)
- Leave Applications (according to specified date range)
- Track Report (for tracked leaves)
Information displayed would be limited to those of the subordinates assigned to you in eLeave.
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| Q |
What does "Track Report" do? How is "Track Report" different from the other reports? |
| A |
Track Report contains leave applications that are "tracked" by the system. The HR Administrator is able to setup the system to track leave applications that occur over a consecutive number of working or calendar days. This is typically used to track if an employee has applied for compliance or "block" leave.
If the HR Administrator has set up tracking rules for a particular leave type, this report would reflect the applications that have met the "track" criteria.
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| Q |
I only need a few types of information in the report. Can i customize the reports according to what i need? |
| A |
You may customize your report during the download process by selecting only the information fields you require. This would appear after you specify which report you require from the system.
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| Q |
What do i need to do if i need to be away, and am not able to approve of my subordinate's leave? |
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You may delegate your approval authority to another supervisor or approver. Click on Options followed by Leave Delegation to create a delegation record, and select the designate from the drop-down list provided.
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| Q |
If i delegate leave approval to somebody else, can i still see my subordinates leave applications? |
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Yes. While creating the leave delegation record, tick the checkbox next to the Forward Email to me label. If you log into the system, you will also be able to view the pending applications as per normal situations.
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| Q |
Does eLeave have an approval reminder system? |
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Yes. Click on Options followed by Leave Reminder to set the reminder. You may set the system to send a reminder alert email up to 7 working days before the leave start date.
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| Q |
Why do i receive an email from HR informing me of my subordinate's leave approval? |
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This occurs when HR makes the leave application on behalf of the employee. As it is performed by HR, such applications are auto-approved. It does need your approval.
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| Q |
Is there a report that can estimate the cost of leave taken for the month? |
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No. eLeave only calculates the leave entitlement and days taken by the employee. It does not store any information related to cost or compensation.
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For HR Administrators:
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| Q |
What kind of information am I able to view? |
| A |
You may view all employees' information stored in eLeave as well as the leave configuration and set up pages. You may also download reports from the system.
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| Q |
What of action can I take with regards to an employee's leave application? |
| A |
If the employee has applied for a leave type that requires further checks or processing from the HR Administrator, HR would receive an email notification as soon as it has first been approved by his/her supervisor. HR may then decide to flag the leave application as "Processed" or cancel the application if it is disallowed.
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| Q |
What kind of reports can I download from the system? |
| A |
The following reports are available:
- Leave Balance/Entitlement (on yearly basis)
- Leave Applications (according to specified date range)
- Track Report (for tracked leaves)
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| Q |
What do I do if there is a change in leave entitlement rules? |
| A |
You may change the rules in the system. Click on Setup followed by the Leave Grade sub-menu. Select the Leave Grade that requires the change, and view the required Leave Type Configuration.
Once you have reached the configuration page, click Edit in the Leave Type Configuration panel to make the necessary changes.
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| Q |
Can I set up public holidays in the system? |
| A |
You may do this by clicking on Setup followed by the Calendar sub-menu. To edit an existing calendar, click on the Edit Holiday hyperlink.
If you are setting up a NEW calendar year, you will be automatically prompted to key in the public holidays during the setup process.
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| Q |
How do I add an extra day of leave for an employee? |
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If you are adding an extra day for ALL employees tied to a particular calendar type, you may do so by clicking on Setup followed by the Calendar sub-menu. Click Add found above the Leave Extra Days panel and enter the information required by the system.
If you are adding an extra day for individual employees, you may do so by clicking on Administrator Tools followed by the Employee Management sub-menu. Search for the employee and view his/her Leave Summary. Click on the View hyperlink found next to Extra Days in the Annual Summary/Balance panel. Add the extra day(s) by clicking on the Add New hyperlink, followed by the information required by the system.
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| Q |
How do I set up a new leave type? |
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Click on Setup followed by the Base Table sub-menu. From the Category drop-down list, select Leave Type . Proceed to add the new leave type by clicking on the Add hyperlink found on the bottom of the page.
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| Q |
How do I set up a new leave grade? |
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Click on Setup followed by the Leave Grade sub-menu. Click Add next to the Leave Grade drop-down list. Proceed to add the new leave grade.
To continue to tie Leave Types to the system, click Add in the Leave Type Configuration panel. Select the Leave Types applicable, and proceed to configure the rules for the Leave Type.
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| Q |
Is leave entitlement captured in any other system? |
| A |
No. Leave entitlement information is only captured in eLeave.
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