Leave Plan

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.

Deleting a leave type

To delete a leave type, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, you can see list of all ‘Leave Plans’ that exists and its associated ‘Leave Types’.  Click on Delete button against leave type you want to delete

Step 3: To confirm deletion of leave type, click on ‘Yes’ on the confirmation pop-up, and the selected leave type will be deleted from the leave plan

If you are having trouble deleting a leave type, write to support@keka.com.

Editing a leave type setting

To edit a leave type, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, you can see list of all ‘Leave Plans’ that exists and its associated ‘Leave Types’.  Click on ‘Edit’ icon against leave type you want to update

Step 3: You will be guided through a 7-steps wizard to edit/update the selected leave type.

Find below the summary of these 7 steps:

1. Leave Quota: This is where you define the annual leave quota, number of leaves to be allocated in case employee joins in middle of the month, and threshold date after which no leave allocation happens.
2. Leave Accrual: Define the leave accrual policy for the leave type, i.e. if the employees can avail the total leave quota at a time, or there is a regular accrual policy by which the leaves gets allocated. In case you have selected regular accrual of leaves to happen, you can configure additional conditions, such as leave accrual variation for employees who are in probation and those completed probation.
3. Applying for Leave: Can this leave be availed as half-day leave?  Only manager can apply on employees behalf, or employees should be able to apply for leaves themselves as well? Is any prior notice required to apply for this leave? Do you require document proof when employee takes this leave?  Answers to these questions can be configured on this screen.
4. Leave Restrictions: Questions like, Is there any restriction on applying for this leave when an employee is in probation period? How many times can this leave be availed? etc. can be configured on this screen.  You can define all restrictions associated with this leave type.
5. Holidays & Weekoffs: Under this section, you can define what happens when a leave is taken along with weekoffs or holidays. Should they be considered as leave as well, or ignored.
6. Leave Approval: Configure if approval is required for this leave type, and if there exists any approval chain for this leave type in you organization.
7. Year End Processing: You can define what happens with the leave balances (remaining or negative) at the end of the leave calendar year.  Does it get carry forwarded, expires, or get paid out?

If you are having trouble with updating leave configuration, write to support@keka.com.

Setting up a leave type

IMPORTANT: Before setting up a leave type, the leave type needs to be assigned to a leave plan.

To set up a leave type, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, you can see list of all ‘Leave Plans’ that exists and its associated ‘Leave Types’.  Click on Setup button against leave type you want to configure

Related: How do I assign a leave type to a leave plan?

Step 3: You will be guided through a 7-steps wizard to configure the selected leave type.

Find below the summary of these 7 steps:

1. Leave Quota: This is where you define the annual leave quota, number of leaves to be allocated in case employee joins in middle of the month, and threshold date after which no leave allocation happens.
2. Leave Accrual: Define the leave accrual policy for the leave type, i.e. if the employees can avail the total leave quota at a time, or there is a regular accrual policy by which the leaves gets allocated. In case you have selected regular accrual of leaves to happen, you can configure additional conditions, such as leave accrual variation for employees who are in probation and those completed probation.
3. Applying for Leave: Can this leave be availed as half-day leave?  Only manager can apply on employees behalf, or employees should be able to apply for leaves themselves as well? Is any prior notice required to apply for this leave? Do you require document proof when employee takes this leave?  Answers to these questions can be configured on this screen.
4. Leave Restrictions: Questions like, Is there any restriction on applying for this leave when an employee is in probation period? How many times can this leave be availed? etc. can be configured on this screen.  You can define all restrictions associated with this leave type.
5. Holidays & Weekoffs: Under this section, you can define what happens when a leave is taken along with weekoffs or holidays. Should they be considered as leave as well, or ignored.
6. Leave Approval: Configure if approval is required for this leave type, and if there exists any approval chain for this leave type in you organization.
7. Year End Processing: You can define what happens with the leave balances (remaining or negative) at the end of the leave calendar year.  Does it get carry forwarded, expires, or get paid out?

If you are having trouble with leave configuration, write to support@keka.com.

Creating and assigning a new leave type to a Leave Plan

To create and assign a new leave type to a leave plan, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, you can see list of all ‘Leave Plans’ that exists

Step 3: Against each leave plan you can see ‘+ ADD LEAVE TYPE’ link.  Click on the link against the Leave plan under which you want to create and assign the new leave type. On next screen, click on the link ‘+ Add new leave type’.

Step 4: On the pop-up screen that appears, you can give name & description to the new leave type, and choose additional option you wish to define for this leave type.  Once done, click on ‘Save’ button to create the new leave type

Step 5: Once saved, click on the checkbox to select the new leave type you just created and assign it to the Leave plan.

If you are not able to create and assign a new leave type, write to support@keka.com.

Assigning a leave type to a Leave Plan

To assign leave type to a leave plan, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, you can see list of all ‘Leave Plans’ that exists

Step 3: Against each leave plan you can see ‘+ ADD LEAVE TYPE’ link.  Click on the link against the Leave plan you wish to add leave types to. You will now be asked to ‘Add Leave Types’ to the selected Leave Plan.  Use checkboxes to select the leave types you want to assign to this leave plan and click on ‘Assign Leave Types’.

While you are on this screen, you can also choose to edit the Leave type (name, description, if applicable to specific gender etc.). Click on ‘Edit’ link beside the leave type you want to edit, and a new pop-up opens up to let you edit the information.

In case you are not able to assign Leave Type to a Leave Plan, write to support@keka.com.

When working with an organization, every employee is entitled for certain number of leaves per year.  These leaves are excluding holidays and weekly offs, and can be availed in accordance with the company rules and policies.  The most common leave types are Earned Leave, Sick Leave, Casual Leave, Maternity leave etc. Every leave type can be only exercised under some defined conditions.

In simple words, multiple Leave types are grouped together to form Leave plan of an organization.  Number of leave types and rules/criteria around them can vary from one leave plan to other.

Related: How do I add a new leave type in a leave plan?

Related: How do I assign an existing leave type to a leave plan?

If you are facing problem assigning leave types, or creating leave types, write to support@keka.com.

Deleting a Leave Plan

Yes, Leave Plans can be deleted, given that they are not assigned to any employee in the organization.

To delete a leave plan, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, you can see list of all ‘Leave Plans’ that exists

Step 3: Against each leave plan you can see ‘DELETE’ link.  Click on the link against the Leave plan you wish to delete.  It will ask for confirmation before deleting the leave plan.  Click on ‘Yes’ to continue deleting the leave plan

If this leave type is not assigned to any employee, it will be deleted.

Else, it will throw an error informing you that this leave plan is already assigned to employees and thus can’t be deleted. To remove employee assignment from this leave plan (and assign some other leave plan) and thereafter delete it, view this topic:

How do I assign Leave Plan to employees?

In case you are not able to delete Leave Plans, write to support@keka.com.

Editing a Leave Plan

To edit a leave plan, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, you can see list of all ‘Leave Plans’ that exists

Step 3: Against each leave plan you can see ‘EDIT’ link.  Click on the link against the Leave plan you wish to edit.  On ‘Edit Leave Plan’ screen, you can edit the name & description of leave plan and the calendar start year.  Once done, click on Update.

If you wish to add/delete leave types from a Leave plan, or wish to update settings of a leave type already existing in a leave plan, view these topics:

How do I assign leave types to a leave plan?

How do I setup a leave type?

How do I edit a leave type setting?

How do I delete leave type from a leave plan?

In case you are not able to update Leave Plans, write to support@keka.com.

Setting a default leave plan

To set a default leave plan, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, you can see list of all ‘Leave Plans’ that exists

Step 3: Against each leave plan you can see ‘SET AS DEFAULT’ link.  Click on the link against the Leave plan you wish to set as default.

Once done, the link will turn into a check mark indicating the default leave plan in the list of leave plans.

In case you are having trouble to set your default leave plan, write to support@keka.com.

Assigning Leave Plan to employees

IMPORTANT: When you create your first Leave Plan during the initial Keka setup, it is automatically assigned to all employees in your organization as the default leave plan.

In case you have created multiple leave plans and want to assign it to different employees, follow the steps below:

• Assigning leave plan to individual employee

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

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

Step 3: Under ‘Job’ tab, go to ‘Job Info’ section and you will find ‘Leave Plan’ assigned to selected employee and a ‘Change’ link to update the leave plan.

Step 4: On click of ‘Change’ link, you will see a new screen asking for reason to change leave plan.  You will also see the details of leave types associated with the current leave plan as well as the new one (when selected).  Choose the new leave plan from drop-down, review the details, and click on ‘Update’ to assign the new leave plan to the selected employee.

The new shift has now been assigned to the selected employee.

• Assigning leave plan to multiple employees in bulk

Step 1: Go to Employees >> Employees >> Quick Links >> Import Employee Job Details

Step 2: From the new screen that you see, click and download the Excel Template

Step 3: Open the Excel file that you just downloaded.  Go to column J named ‘Leave Plan’ and select the new applicable leave plan from the dropdown that appears on the selection of the cell against each employee.  Once done with updating the leave plan, save this file.

Step 4: Once you are done with saving the updated file, go back to the previous screen and click on the ‘Upload Excel File’ button.

Step 5: Once done with uploading, you will be asked to review the information.  Once you have verified the correctness of data being imported, click on ‘Import’ on the next screen to import the data.

Step 6: Once the data is imported, you will see a confirmation screen, click on ‘Complete’.

You have successfully updated the leave plan of employees in bulk.

In case you are not able to update leave plan for your employees, write to support@keka.com.

Creating multiple leave plan

Yes, you can create as many leave plans as you want for different set of employees.  Do remember that you can assign only one leave plan per employee, i.e. same employee cannot have more than one leave plan.

To learn how to create a new leave plan, go to How do I add new Leave Plan?

Related: How do I assign Leave Plan to employees?

If you are not able to create multiple leave plans, write to support@keka.com.

Adding Leave Plan

To add leave plan for your organization, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, click on ‘Add Leave Plan’ button

Step 3: On ‘Add Leave Plan’ screen, give a name & description to leave plan for easy identification (example – Management Team Leave Plan, Sales Team Leave Plan, etc.).  Choose the calendar start month, and click on ‘Save & Continue’.

Step 4: You will now be asked to ‘Add Leave Types’ to the newly created Leave Plan.  Use checkboxes to select the leave types you want to assign to this leave plan and click on ‘Assign Leave Types’.

You have successfully added a new leave plan.  As a next step, you will need to setup the assigned leave types.

Learn how to setup a leave type: How do I setup a leave type?

In case you are not able to add leave plan, write to support@keka.com.

Leave Calendar Year

A leave calendar year is that duration of year during which the leave accrual starts for employees, and at the end, the remaining balance is either carry-forwarded or paid out.  A leave calendar year can be defined for each Leave plan and the date is used to track Leave accruals and balances in a given year.

Leave calendar year in most companies either starts from January or from April. It is a matter of your organization preference. You can also have two different leave plans one starting January and another from April. At the end of each leave calendar year, there are few year-end operations that need to be processed – such as Leave encashment, carry forward etc.

If you need help to setup leave calendar year for your organization, write to support@keka.com.

Leave Plan Definition

A Leave plan is a group of leave types such as a sick leave, casual leave etc. and the corresponding settings defined. If all your employees have same number of paid, sick leaves etc, you can define one leave plan and set it as default. If your organization has different leave policies for different groups of employees, they you might want to create multiple leave plans. Each employee can be assigned one leave plan in their profile.

A paid leave type in Leave Plan 1 can have 12 leaves/annum whereas the same Paid leave type in Leave Plan 2 can have 18 leaves/annum.

Example of Multiple Leave Plan:

Employees who are in management group (CXOs, Managers etc.) of  your organization are eligible for 30 Casual leaves, 20 Sick leaves and 10 Paid leaves during the leave calendar year.

Employees in sales team are eligible for 10 Casual leaves and 10 Sick leaves during the leave calendar year.

And, all other employees are eligible for 12 Casual leaves and 6 Sick leaves during the same leave calendar year.

In the above case, the organization are having 3 different Leave Plans and it varies based on employees job group.  When creating each Leave plan you need to define the leave types (Casual, Sick, Paid etc.) applicable in a plan and its corresponding settings.

Example of Single Leave Plan:

All employees in the organization are eligible for 24 Casual leaves and 12 Sick leaves during the leave calendar year.

In this case, there is just one Leave plan followed across the organization, so you need to define the leave types (Casual & Sick) applicable and its corresponding settings.

Related: What is leave calendar year?

Related: What are leave types?

Need help with setting up Leave Plan for your organization?  Write to support@keka.com.