Justinaquino: "Add Frappe HRMS wiki — main page + 9 chapters with Philippine localization"

2026-03-06T12:53:53Z

"Add Frappe HRMS wiki — main page + 9 chapters with Philippine localization"

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= Frappe HRMS – Chapter 6: Leaves =

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Part of the [[Frappe HRMS]] documentation series.  |  Upstream: [https://github.com/frappe/hrms github.com/frappe/hrms]
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The Leaves module manages the full leave lifecycle: type definitions, policy configuration, annual allocations, applications, approvals, encashment, and the leave ledger that maintains accurate balance records.

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== 1. Leave Type ==

=== Purpose ===
Defines a category of leave and all rules governing it — how it accrues, whether it carries over, whether it can be encashed, and how it affects attendance. Leave Types are the foundation for all downstream leave operations.

=== Key Configuration Fields ===

{| class="wikitable"
|-
! Field !! Description
|-
| Leave Type Name || e.g., Vacation Leave, Sick Leave, Maternity Leave, Paternity Leave, Service Incentive Leave
|-
| Max Days Allowed || Maximum consecutive days allowed per application (optional)
|-
| Is Carry Forward || Whether unused balance rolls over to the next period
|-
| Is Encashable || Whether unused balance can be converted to cash
|-
| Is Earned Leave || Whether the leave accrues incrementally over time (vs. upfront allocation)
|-
| Applicable After (Working Days) || Minimum service days before the leave can be applied
|-
| Allow Negative Balance || Whether employees can go below zero balance
|-
| Include Holiday || Whether holidays within a leave period count as leave days
|-
| Is Optional Leave || Whether attendance is auto-marked on approved leave
|}

=== Philippine Leave Types (Minimum Statutory) ===

{| class="wikitable"
|-
! Leave Type !! Basis !! Days !! Encashable
|-
| Service Incentive Leave (SIL) || Labor Code Art. 95 || 5 days/year || Yes (at separation)
|-
| Maternity Leave || RA 11210 || 105 days (normal), 120 days (C-section) || No
|-
| Paternity Leave || RA 8187 || 7 days || No
|-
| Solo Parent Leave || RA 8972 || 7 days/year || No
|-
| Magna Carta Leave (Women) || RA 9262 || 10 days/year || No
|-
| Vacation Leave || Company policy || Variable || Company policy
|-
| Sick Leave || Company policy || Variable || Company policy
|}

=== Steps ===
# Go to '''HR → Leaves → Leave Type → New'''.
# Enter Leave Type Name and configure applicable fields per the table above.
# Save.

-----

== 2. Holiday List ==

=== Purpose ===
Defines the official holidays for a company or location. Holiday Lists are assigned to employees directly or via their Department/Branch. Leave Applications and Attendance records reference the Holiday List to correctly mark holiday days.

=== Philippine Holidays ===
Frappe includes a feature to auto-populate regional holidays. For the Philippines, two categories apply:
* '''Regular Holidays''' (200% pay if worked): New Year's Day, Araw ng Kagitingan, Maundy Thursday, Good Friday, Labor Day, Independence Day, National Heroes Day, Bonifacio Day, Christmas Day, Rizal Day
* '''Special Non-Working Days''' (130% pay if worked): Chinese New Year, Ninoy Aquino Day, All Saints' Day, All Souls' Day (certain years), Feast of the Immaculate Conception, Christmas Eve, Last Day of the Year

=== Steps ===
# Go to '''HR → Leaves → Holiday List → New'''.
# Enter '''Holiday List Name''' and '''Year'''.
# Click '''Get Regional Holidays''' and select the Philippines region.
# Verify and adjust dates.
# Mark each holiday with type: '''Regular Holiday''' or '''Special Non-Working Day'''.
# Save.

=== Assignment ===
* Assign to employees via the Employee master ('''Holiday List''' field).
* Or assign in bulk via '''HR Settings''' (default company holiday list).

-----

== 3. Leave Period ==

=== Purpose ===
Defines the validity period for leave allocations (typically the fiscal or calendar year). All Leave Allocations must reference a Leave Period.

=== Steps ===
# Go to '''HR → Leaves → Leave Period → New'''.
# Enter '''Period Name''' (e.g., 2025 Leave Year), '''Start Date''', and '''End Date'''.
# Select the '''Company'''.
# Save.

-----

== 4. Leave Policy ==

=== Purpose ===
Groups multiple Leave Types with their annual allocation quantities into a single policy document. A policy is then assigned to employees (directly or by grade/department) and drives the Leave Allocations for the period.

=== Steps ===
# Go to '''HR → Leaves → Leave Policy → New'''.
# Enter '''Policy Name''' (e.g., Regular Employee – 2025, Probationary – 2025).
# Under the '''Leave Policy Details''' table, add each Leave Type with:
#* '''Leave Type'''
#* '''Annual Allocation''' (days)
# Save.

-----

== 5. Leave Policy Assignment ==

=== Purpose ===
Links a Leave Policy to a specific employee for a specific Leave Period. When submitted, the system automatically creates the corresponding '''Leave Allocation''' records.

=== Steps ===
# Go to '''HR → Leaves → Leave Policy Assignment → New'''.
# Select '''Employee''', '''Leave Policy''', '''Leave Period''', and '''Effective From''' date.
# Save and submit.
# System creates one Leave Allocation record per Leave Type in the policy.

=== Bulk Assignment ===
Use the '''Leave Control Panel''' to assign a policy to multiple employees at once (filter by Department, Grade, Employment Type).

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== 6. Leave Allocation ==

=== Purpose ===
The actual grant of leave days to an individual employee for a specific Leave Type and period. The Leave Ledger Entry is created from this record.

=== Steps ===
# Go to '''HR → Leaves → Leave Allocation → New'''.
# Select '''Employee''', '''Leave Type''', '''From Date''', and '''To Date'''.
# Enter the number of '''New Leaves Allocated'''.
# Enable '''Carry Forward''' if prior year balance should be added.
# Submit.

=== Note ===
Do not create Leave Allocations manually if using Leave Policy Assignment — the system creates them automatically.

-----

== 7. Leave Application ==

=== Purpose ===
The employee's request for leave. Checked against available balance and routed for manager approval. Approved applications are reflected in the Leave Ledger and automatically mark attendance as "On Leave."

=== Prerequisites ===
* Sufficient leave balance (Leave Allocation exists)
* Leave type not blocked by a Leave Block List for the requested dates

=== Steps ===

==== Employee Submission ====
# Go to '''HR → Leaves → Leave Application → New'''.
# Select '''Leave Type''', '''From Date''', and '''To Date'''.
# Enter '''Reason'''.
# '''Total Leave Days''' auto-calculates (excluding holidays if Leave Type is configured to do so).
# Save → Submit → Approver is notified.

==== Approval ====
# Approver opens the Leave Application.
# Reviews the request and current balance.
# Clicks '''Approve''' or '''Reject'''.
# On approval, system deducts from the leave balance via a Leave Ledger Entry.
# Attendance records for the covered dates are updated to "On Leave."

=== Half-Day Leave ===
Enable the '''Half Day''' toggle and select AM or PM. System deducts 0.5 days.

=== Next Step ===
* Employee can check balance via Leave Allocation or Leave Ledger.
* Manager can view the team's leave calendar.

-----

== 8. Compensatory Leave Request ==

=== Purpose ===
Allows an employee who worked on a holiday or rest day to request compensatory time off in lieu of premium pay.

=== Steps ===
# Go to '''HR → Leaves → Compensatory Leave Request → New'''.
# Select Employee, Work Date (the holiday/rest day worked), and the corresponding Leave Type.
# Submit for approval.
# On approval, system creates a Leave Allocation adding compensatory days.

-----

== 9. Leave Encashment ==

=== Purpose ===
Converts unused leave balance into a cash payment. Typically used at year-end for Service Incentive Leave or at separation for accumulated leave balances.

=== Prerequisites ===
* Leave Type must have '''Is Encashable''' enabled
* Employee must have positive leave balance

=== Steps ===
# Go to '''HR → Leaves → Leave Encashment → New'''.
# Select '''Employee''', '''Leave Type''', and '''Leave Period'''.
# Enter '''Encashable Days''' (system may auto-calculate based on balance).
# System computes cash value based on '''Daily Salary''' from the employee's Salary Structure.
# Submit.
# Process payment via '''Payment Entry''' or include in the next payroll run as an '''Additional Salary'''.

-----

== 10. Leave Block List ==

=== Purpose ===
Prevents leave from being approved for certain departments on critical dates (e.g., month-end closing, peak production periods). Applies at the Department level.

=== Steps ===
# Go to '''HR → Leaves → Leave Block List → New'''.
# Enter Block List Name.
# Under '''Dates''', add each blocked date with reason.
# Under '''Allowed''', list any employees who are exempt.
# Assign the Block List to the relevant Department(s).
# Save.

-----

== 11. Leave Ledger ==

=== Purpose ===
The double-entry ledger underlying all leave balance movements. Every allocation, application, encashment, and adjustment creates a Leave Ledger Entry. Read-only — do not edit directly.

=== Access ===
HR → Leaves → Reports → Leave Ledger

-----

== Reports ==

* '''Employee Leave Balance''' — current balance per employee per leave type
* '''Employee Leave Balance Summary''' — summary view across all employees
* '''Employees Working on a Holiday''' — identifies attendance exceptions on holidays (triggers holiday pay computation)
* '''Leave Ledger''' — full transaction history of all leave movements

----

== Related Chapters ==

* [[Frappe HRMS]] — main index
* [[Frappe HRMS - Ch04 Shift and Attendance]] — approved leaves update attendance records
* [[Frappe HRMS - Ch07 Payroll]] — leave without pay and encashment affect payroll computation
* [[Frappe HRMS - Ch09 Philippine Localization]] — statutory Philippine leave types and Service Incentive Leave rules

[[Category:ERPNext]]
[[Category:Frappe HR]]
[[Category:Human Resources]]
[[Category:Leaves]]
[[Category:Comfac]]

Frappe HRMS - Ch06 Leaves - Revision history

Justinaquino: "Add Frappe HRMS wiki — main page + 9 chapters with Philippine localization"