Initial Adjustments

Carryover Leave

Any unconsumed leaves (either all or partial) that is carry forwarded  from one leave calendar year to the next one, is known as carryover leave.  It is totally upto your organisation to define regulations around number of leaves that can be carry forwarded.

Organisations can also decide not to carry forward any unconsumed leave, making it mandatory for employees to consume all leaves by the end of leave calendar year.  Some organisations instead of carry forwarding unconsumed leaves, encash it (given that the leave is paid).

In case you are not sure, please refer to your organisation’s leave policy to understand how unconsumed leaves are managed, and setup the same on Keka.

In case of carryover leaves, all the carryover leave are added to your opening leave balance of next leave calendar year.

Related:How can I import carryover leave data (from previous leave calendar year) for my employees?

Related: How many times can I import consumed/carryover leave data?

 

In case you are having trouble setting to leave carryover on Keka, 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.

Importing Consumed leave data

If your organisation signed up with Keka in the middle of current leave calendar year, it is recommended that you import data of leaves that were consumed by employees till date, before the employees are on-boarded to Keka system.  Though Keka can calculate the annual leave quota and accrual till date based on the leave settings done by you, for effective calculation of available leaves of employees, Keka needs to know leaves that were consumed already (while the employees were not using Keka system).

In order to import Consumed leave data, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays >> Initial Adjustments >> Import Consumed Leaves. Click on ‘Employee Leaves Summary’ section.

 

Step 2: On next screen that appears, download the Excel Template.

Step 3: Open the Excel Template you just downloaded and fill in the consumed leaves (under applicable leave type) for each employee.  If there is no consumed leave for an employee, leave it blank. For ‘Month’ column, select the current/previous month from drop-down.  The month is used for tracking number of leaves consumed as of today outside Keka system.

Save the file after you are done adding consumed leaves.

 

Step 4: Once done with adding consumed leaves in Excel file, go back to the upload screen and upload the file back by clicking on ‘Upload Excel File’ button and choosing the saved Excel file.

Step 5: On the next screen, click on ‘Import Leave Summary’ and then ‘Complete’ to finish the consumed leaves import.

 

In case you are having trouble importing consumed leaves, write to support@keka.com.

Importing Carryover leave data

If your organisation allows its employees to carry forward their unconsumed (either all or partial) leaves from one leave calendar year to the next one, you will be required to import carryover leave data (one time activity) in order to correctly display employees’ available leaves.

In order to import Carryover leave data, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays >> Initial Adjustments >> Import Carryover Balance. Click on ‘Carryover Balance’ section.

 

Step 2: On next screen that appears, download the Excel Template.

Step 3: Open the Excel Template you just downloaded and fill in the carryover balance (under applicable leave type) for each employee.  If there is no carryover balance for an employee, leave it blank. Save the file after you are done adding carryover balance.

 

Step 4: Once done with adding carryover balance in Excel file, go back to the upload screen and upload the file back by clicking on ‘Upload Excel File’ button and choosing the saved Excel file.

Step 5: On the next screen, click on ‘Import Leave Carryover Balances’ and then ‘Complete’ to finish the carryover import.

 

In case you are having trouble importing carryover leave balances, write to support@keka.com.

There can be cases when the actual leave quota of your employees is not matching the ones that is displayed on Keka system.  This discrepancy can be because of any of the following reasons:

1. Change in Leave policy in the middle of leave calendar year.
2. Started using Keka (for leave management) after start of leave calendar year, but leaves consumed by employees prior to using Keka, is missing on system.
3. Leaves of employees that were carry forwarded from last year to this year, is missing on the system.

To adjust any such discrepancy at any given point of time, Keka lets its user import consumed or carryover leave data as many times as required.  Though, importing of leave data multiple times is NOT ADVISABLE. Importing leave data overrides the previously imported leave data for employees.

 

If you think there is a discrepancy in leave data for your employees and needs to be updated, write to support@keka.com.