Leave Rules

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Leave rules in KAMI allow you to automate leave balance conversions for scenarios such as end-of-year encashments or balance transfers. This feature helps streamline HR processes, ensuring that employee leave balances are handled efficiently and in line with company policies.

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Leave Rules Configuration 

Set Up Key Parameters: Source activity - define the leave activity from which balances will be transferred (e.g., annual leave). Balance threshold - specify the minimum balance amount. Only balances exceeding this threshold will be transferred. Metric - choose the transfer method: Percentage: a portion of the excess balance. Fixed: a specific amount above the threshold. Amount - the Percentage or Fixed amount to be transferred above the Threshold Target activity - activity balance to be transferred to, select "Encashment" if you wish to convert to cash payment. Make sure to configure the Wage Rate of Encashment activity in Settings according to company policy Profile Group - leave Rule will only apply to specified Group Fixed date - determines if Encashment will be based on  Anniversary or Fixed Date. Leave unchecked if Encashment is based on Anniversary Date.

Understanding the Trigger Date and Days Before

• Trigger Date: The encashment process occurs globally once the target date is reached across all time zones. For example, if the Trigger Date is December 19, the process will begin on December 20 at 00:00 UTC.

• Days Before: This setting determines how far in the system calculates the eligible leave balances for encashment. The specified number of days before the trigger date ensures that leave balances are locked and processed accurately without last-minute changes.

Example:

• Trigger Date: December 31
• Days Before: 10

On December 31, the system will process leave encashments. However, it will use leave balances as they were on December 21 (10 days before the trigger date). Any changes to the balance after December 21, such as leave taken or adjustments made between December 22 and December 31, will not be considered in the encashment calculation.

This ensures a consistent and accurate basis for encashment, free from last-minute adjustments or discrepancies.

Leave Encashment in Payroll

If you’re using the Payroll module, encashed leave balances are automatically converted into Other Payments on the employee’s next payslip.

Ensure that the Payroll Batch Cycle is activated to accept "Encashments" in the Other Payment Settings.

For additional assistance, please contact your administrator or write to support@kamiworkforce.com