Applying & Approving Leaves

Change Leave Type of an Approved Leave

If you selected an incorrect leave type when applying for leave, which also got approved, you can still go back and make changes to it.  For example, there can be times when you applied for an Unpaid leave which got approved, only to realise later that you have Paid leave balance in your account.  In such cases, changing leave type from Unpaid to Paid will avoid any LOPs.

Also note that leave type of an approved leave can only be changed if the date of leave (original) is yet to occur.  Though, employee can’t make any changes to past leaves but can definitely connect with HR team to get past leaves’ type changed.

In case the leave request for a future date has been approved by the HR or Admin of your organisation, you can still make changes to leave type against which you wish to take leave (will require an approval again) by following the steps below.

Go to My Time >> Leaves, and scroll down to the section ‘Past Leaves’ at the end of the screen. You can see list of all leaves, along with their approval status.

Click on the ‘Options’ icon to view links to edit the leave request

Clicking on ‘Edit Leave’, will give you an option to edit leave details including Leave Type.

Once done with editing the leave details, click on ‘Update Leave’ button. The request will be submitted for approval again.

In case you are having trouble changing the leave dates, write to support@keka.com.

Yes, you can make date changes for an approved leave, given that the date of leave (original) is yet to occur.  Though, employee can’t make any changes to past leaves but can definitely connect with HR team to get past leaves date changed.

In case the leave request for a future date has been approved by the HR or Admin of your organisation, you can still make changes to leave dates (will require an approval again).

Go to My Time >> Leaves, and scroll down to the section ‘Past Leaves’ at the end of the screen. You can see list of all leaves, along with their approval status.

Click on the ‘Options’ icon to view links to edit the leave request

Clicking on ‘Edit Leave’, will give you an option to edit leave details including dates.

Once done with editing the leave details, click on ‘Update Leave’ button. The request will be submitted for approval again.

In case you are having trouble changing the leave dates, write to support@keka.com.

Editing or Canceling a leave request

At times, employees can apply for leaves well in advance only to realise later that they either need to change the dates of leaves or cancel the leaves altogether, due to some inevitable conditions.

Yes, Keka allows an employee to edit or cancel any future leaves he/she has applied for, which is either pending or approved.

IMPORTANT: Leave requests for past days can’t be edited or canceled by an employee, please approach your HR if you wish to make changes to past leaves you have applied for on Keka.

Leaves Pending Approval:

Whenever an employee applies leave for a future date (and the leave is pending approval) the option to Edit or Cancel the leave appears upfront, alongside the leave request.

Go to My Time >> Leaves to view list of all pending leave request.  Employee can click on ‘Edit’ icon to make changes to dates, leave type, reason etc. or click on ‘Cancel’ icon to cancel the leave request altogether.

Approved Leaves:

In case the leave request for a future date has been approved by the HR or Admin of your organisation, you can still make changes to leaves (will require an approval again) or cancel them.

Go to My Time >> Leaves, and scroll down to the section ‘Past Leaves’ at the end of the screen. You can see list of all leaves, along with their approval status.

Click on the ‘Options’ icon to view links to edit or cancel the leave request

Clicking on ‘Cancel Leave’ will cancel the leave request altogether and any leaves deducted will be credited back to your leave balance.

Clicking on ‘Edit Leave’, will give you an option to edit leave details

Once you edit the leave details, click on ‘Update Leave’ button. The request will be submitted for approval again.

Eventually, you have total control of editing or deleting your leave requests that are yet to be taken.

In case you are having trouble when editing or deleting your leave requests, write to support@keka.com.

Not able to apply for leave

If you are not able to apply for leave, please refer/revisit the restrictions that were set by organisation during the setup.

To view details of rules and restriction for any leave type, please go to My Time >> Leaves.  Click on ‘Explain’ link to view settings details.

You can find a detailed explanation related to quota, accrual, restriction, etc. on ‘Explain’ screen.

There might also be additional reasons which might restrict you from applying for leaves, such as, already approved/pending leave requests during the same time period you are trying to apply for leave.

Whenever you are not able to for leave, system will notify you with the exact reason of the error because of which you are not able to apply for leave.

Fix the error displayed in Red on right hand side and you should be able to apply for leave.

In case you are still not able to apply for leave, write to support@keka.com.

Note: This topic keeps updating whenever a new report is added to Keka

As of now, there are around 8 leave reports available on Keka with half a dozen others coming soon.  To view the available reports, please go to Time & Attendance >> Leaves Reports.

The reports currently available on Keka are as following:

1. Leave Requests: This report gives us the summary of the leaves that has been applied or requested for, by the employees. We can select start and end date to view the leaves applied by the employees during this selected period.
2. Leave Balances: This report gives us information of Accrued, Consumed and Balance leaves for each employee.  This is segregated by leave types applicable under selected leave plan.
3. Leave Adjustments: This report gives us the count of consumed leaves that has been imported to the system using ‘Consumed Leaves’ import file.
4. Leave Carryovers: This report gives us the count of carryover leaves that has been imported to the system using ‘Carryover Leave Balance’ import file.
5. Leaves Consumed: This report gives us the total number of leaves consumed by employees for any selected period of time.
6. Negative Balances: Any employee who has consumed more than available leaves, and thus making his leave balance negative, will be part of this report.
7. Comp off Requests: This report includes details of the comp-off requests made by employees, along with date it was applied on, who approved it, date of approval and the total number of comp-off days.
8. Exception Logs: This report gives us information of error(s) that users encountered when applying for leave.

Requesting Compensatory off (Comp-off)

IMPORTANT: To enable employees to place comp-off request, you should have ‘Comp-off’ as one of the leave types setup under the ‘Leave Plan’ of your organization.  To review or create ‘Comp-off’ for your organziation, go to Settings >> Leaves & Holidays >> Leave Plans.

While admin can award comp-off to their employees, employees have an option to request for comp-off as well for days (weekly-off or holiday) that they have worked on.  To request for comp-off, follow the steps below:

Step 1: Go to My Time >> Leaves

Step 2:  Under ‘Leave’ tab, on the right hand side, you will find ‘Request Compensatory Off’ link, click on this link to choose dates for which you want to request comp-off

Step 3: On the next screen, you need to choose the dates against which you are applying for comp-off.  Submit request once you are done with choosing dates and adding notes.

You have successfully requested for comp-off and the request has been sent to your reporting manager.  Once approved, you will see this comp-off balance under the Comp-off section of leaves.

Related:

How do I add a new leave type?

How do I setup a leave type?

If you are able to request for comp-off, write to support@keka.com.

Applying for leave on employee’s behalf

To apply for leave on employee’s behalf, follow the steps below:

Step 1: Go to Employee’s profile

Step 2: Once on employee’s profile, go to Time >> Leave.  On the right hand side, you will find ‘Apply Leave’ button, click on this button to pick leave you want to apply for

Step 3: On the next screen, you need to choose the leave you are applying for (on employee’s behalf) along with dates of leave. You can also choose to add additional employee(s) whom you want to notify about applicant’s approved leaves.

While applying for leave, you will also be able to see a snapshot of number of days of leave, any error or restriction that might not let you apply for leave, etc. on the right hand side.  Fix all errors (if any – in Red) and click on ‘Request Leave’ button to apply for leave on employee’s behalf.

Once done, the leave will automatically be considered as approved sine you are the Reporting manager/HR admin/Global admin.

If you are not able to apply for leave on employee’s behalf, write to support@keka.com.

Assigning comp-off to employee

To assign comp-off to an employee, follow the steps below:

Step 1: Go to employee’s profile by typing the employee’s name in the search bar

Step 2: Go to ‘Time’ tab of the employee’s profile

Step 3: Under ‘Time’ tab, go to ‘Leaves’ section and you will find ‘Award Compensatory Off’ option on the right hand side.  Click on ‘Award Compensatory Off” link.

Step 4: On the pop-up screen that appears, choose ‘Leave Type’ (against which you want to add the comp-off balance) from the drop down.  Select the days against which the comp-off is being awarded, i.e. the days on which the employee has done over-time and is being compensated. Click on ‘Submit’ button to award comp-off.

Chosen employee has successfully been compensated with additional leave (comp-off) for the working week off or holiday.

Related:

How do I add a new leave type?

How do I setup a leave type?

In case you are not able to assign com-off to your employees, write to support@keka.com.

Yes, you can apply for half-day leave, given that the chosen leave type’s settings allows you to do so.

IMPORTANT: If you are an Admin user, you can allow/disallow applying for half-day leave by going to Settings >> Leaves & Holidays >> Leave Plans.

Click on ‘Edit’ icon against the Leave Type for which you want to make half-day setting changes.  On the wizard screen that comes up, go to 3rd Step (Applying for Leave), and configure the 1st option on the screen ‘Allow applying for a half-day’.  Click on ‘Yes’ and save the settings, if you want your employees to be able to avail half-day leave for this leave type.

Applying for half-day leave

To apply for half-day off, follow the steps below:

Step 1: Go to My Time >> Leaves

Step 2:  Under ‘Leave’ tab you will be able to review the leave balance available for you, before you apply for leave.  On the right hand side, you will find ‘Apply Leave’ button, click on this button to pick leave you want to apply for

Step 3: On the next screen, you need to choose the leave you want to apply for (from the dropdown).  If half-day leave is applicable for this leave type, you will find a ‘Avail Half days’ link below the date selection.  Click on it and you will be able to choose which half of the day (first/second) you want to apply leave for.  Once done, click on ‘Request Leave’ button.

You have successfully requested for half-day leave. Your reporting manager will be informed about your request and they can approve or reject it.

If you are not able to apply for half-day leave, write to support@keka.com.

Applying for leave

To apply for leaves, follow the steps below:

• Employee applying for own leave

Step 1: Go to My Time >> Leaves

Step 2:  Under ‘Leave’ tab you will be able to review the leave balance available for you, before you apply for leave.  On the right hand side, you will find ‘Apply Leave’ button, click on this button to pick leave you want to apply for

Step 3: On the next screen, you need to choose the leave you want to apply for (from the dropdown) along with dates of leave. You can also choose to add additional employee(s) whom you want to notify about your leaves once the leave gets approved.

While you are applying for leave, you will also be able to see a snapshot of number of days of leave, any error or restriction that might not let you apply for leave, etc. on the right hand side.  Fix all errors (if any – in Red) and click on ‘Request Leave’ button to apply for leave.

Once done, your reporting manager will be informed about your request and they can approve or reject it.

• Reporting manager, HR manager or Global admin applying on employee’s behalf

Step 1: Go to Employee’s profile

Step 2: Once on employee’s profile, go to Time >> Leave.  On the right hand side, you will find ‘Apply Leave’ button, click on this button to pick leave you want to apply for

Step 3: On the next screen, you need to choose the leave you are applying for (on employee’s behalf) along with dates of leave. You can also choose to add additional employee(s) whom you want to notify about applicant’s approved leaves.

While applying for leave, you will also be able to see a snapshot of number of days of leave, any error or restriction that might not let you apply for leave, etc. on the right hand side.  Fix all errors (if any – in Red) and click on ‘Request Leave’ button to apply for leave on employee’s behalf.

Once done, the leave will automatically be considered as approved sine you are the Reporting manager/HR admin/Global admin.

If you are not able to apply for leave, write to support@keka.com.