The Leave Entry function allows employers to apply leave on behalf of employees and adjust their leave entitlements when necessary. It is commonly used to correct leave balances, award additional leave, or deduct leave for specific reasons. There are two types of Leave Entry: Append Leave – Increases or adjusts an employee’s leave entitlement. Changes will appear under the Leave Balance Entitled column. Deduct Leave – Reduces an employee’s accrued or entitled leave. Changes will appear under the Leave Balance Taken column. Steps to Add a New Leave Entry: Go to E-Leave > Management. Under Leave Management, select Leave Entry. A) Append Leave Use this to increase or adjust employees’ entitled leave. Under Leave Entry, select Append Leave. Then, click New. 2. Fill in the required information: Reason for this entitled leave’s appendment – Provide a clear reason. Leave Type – Select the applicable leave type (e.g., Annual Leave, Maternity Leave).  Attachment – Upload supporting documents, if any. (Optional) Number of Day(s) / Half Day(s) / Hour(s) – Enter the entitlement amount. You may change the leave unit (e.g., Full Day, Half Day, Hourly) at Core > Company > Leave Unit. (See Apply Leave Unit.docx)  Employee(s) –Select the employees receiving the leave adjustment. 3. Click Save. 4. You may view all appended leave entries: To edit, click the pencil icon. To delete, click the trash bin icon. B) Deduct Leave Use this to apply leave on behalf of employees. Under Leave Entry, select Deduct Leave, then click New.   2. Fill in the required details: Reason for this deduction – Provide a clear reason. Leave Type – Select the leave type for deduction (e.g., Annual Leave). Alternative Leave Type – Automatically filled based on the selected Leave Type; you may change it if needed. Attachment – Upload supporting documents, if any. (Optional) Select date(s) – Choose the leave dates to deduct. Employee – Select employees who require leave deduction. Click View Leave Balance to check remaining leave.  3. Click Save to proceed. 4. You may view all deducted leave entries: To edit, click the pencil icon. To delete, click the trash bin icon. Written by: Teah Rui Harn (20251208) Reviewed by: Tek Ee Lin (20251209)

Leave Credit functions similarly to Leave Entry Append Leave but includes an expiry date. It is used to grant employees additional leave entitlements that must be used before a specified date. All credited leave will appear under the Leave Balance Credits column. Steps to Add a New Leave Credit: Go to E-Leave > Management. 2. Under Leave Management, select Leave Credit, then click New. 3. Fill in the required details: Reason for this leave credit – Provide a brief reason. Leave Type – Select the type of leave to be credited (e.g., Annual Leave). Expiry Date – Set the final date by which the employee must utilise the credited leave. Number of Day(s) / Half Day(s) / Hour(s) – Enter the amount of leave credited. You may change the leave unit (e.g., Full Day, Half Day, Hour) at Core > Company > Leave Unit. (See Apply Leave Unit.docx) Employee(s) – Click on Employee(s) and select the employees who will receive the leave credit. 4. Click Save. 5. All credited leave entries will be displayed on the page. To edit, click the pencil icon, make the necessary changes, and click Save.  To delete, click the trash bin icon, then click Yes to confirm. Written by: Teah Rui Harn (20251209) Reviewed by: Tek Ee Lin (20251209)

The Leave Transaction module allows employers to manage and track employees’ time-off activities, including leave applications, approvals, rejections, and cancellations. All pending and completed leave actions can be reviewed directly from this page. Steps to Preview Leave Transaction:  Go to E-Leave > Management. 2. Under Leave Management, select Leave Transaction. 3. Filter by Employee, Leave Type, and/or Year as needed, then click Search. 4. You can now view the Leave Transaction records:  The Source column indicates how the leave was recorded: E-Leave – The employee applied through ESS > My Leave. Import – The leave was uploaded via E-Leave > Excel Import. Leave Entry – The employer recorded or adjusted the leave on behalf of the employee via E-Leave > Leave Entry. The Status column shows whether the leave is Approved, Rejected, Pending, or Cancelled.  5. Click the eye icon to preview detailed leave information. Steps to Approve a Leave Request: Click the Tick icon.  The leave request will be approved. Steps to Reject a Leave Request: Click the Cross icon next to the pending leave request. 2. Click Reject to confirm. 3. The leave request will be rejected. Steps to Cancel an Approved Leave Request:  Click the Cross icon beside the approved leave entry. 2. Tick the checkbox(es) for the Leave Dates you wish to cancel. Enter a cancellation reason (optional), then click Cancel Selected Leave(s). 3. Click Yes to confirm. 4. The leave request will be cancelled. Note: Leave entries applied via Leave Entry can be cancelled directly from the Deduct Leave page by clicking the trash bin icon next to the record. (See Leave Entry)  Written by: Teah Rui Harn (20251209) Reviewed by: Tek Ee Lin (20251209)

The Leave Balance module provides a real-time overview of employees’ utilised and remaining leave. Steps to View Leave Balance: Go to E-Leave > Management. Under Leave Management, select Leave Balance. Filter by Employee and/or Year as needed, then click Search to display results. Click the > icon to expand and view detailed leave information for the selected employee. The table displays leave information in day(s) and hour(s) across the following categories: Brought Forward (BF) – Leave carried over from the previous year. Entitled – Leave allocated to employees. Can be adjusted via Leave Entry > Append Leave.  Credits – Leave with an assigned expiry date. Can be managed via Leave Credit.  Taken – Leave that has already been used.  Pending – Leave requests awaiting approval. Expiring Credits – Leave credits that will expire within a month.  Expired Credits – Leave credits that have already expired. Balance – Remaining available leave. 4. Click the eye icon next to a leave type to view the employee’s specific leave type details. You will be redirected to the Leave Transaction page to review the leave records. 5. Click on the eye icon next to an employee to preview a specific employee’s leave transaction details. You will be redirected to the Leave Transaction page. 6. Click the pencil icon next to a leave type. Edit the BF value as needed, then click the tick icon to save.  Written by: Teah Rui Harn (20251209) Reviewed by: Tek Ee Lin (20251209)

The Employee Approvers feature allows employers to assign specific approvers—typically managers or supervisors—to review and approve employees’ leave requests. This ensures a controlled approval workflow and supports adherence to company policies.  HRMS supports two types of leave approval methods: Sequential Approval – The leave request is routed to approvers in a defined order. If the first approver rejects the request, it will not proceed to subsequent approvers.  Parallel Approval – The leave request is sent to all assigned approvers at the same time. All assigned approvers must approve the leave request for it to be fully approved. If any approver rejects the request, the leave request will be rejected.  Steps to Assign Approver(s) to Employee(s):  Go to E-Leave > Management.  2. Under Leave Management, select Employee Approvers. 3. Filter by Department if needed to narrow down the employee list. 4. Tick the employees you want to assign approvers to, then click Assign Approver(s). Option 1: Parallel Approval Method  Select Parallel Approval. Tick the checkbox next to the approver’s name/email. Click Save. The selected approvers will appear in the Selected Approvers list on the right. Option 2: Sequential Approval Method Select Sequential Approval. 2. Tick the approvers you want to include. Arrange the order of approvers in the Selected Approvers section. Then, click Save.  Note: To Add or Remove Leave Approver(s), go to Core > User Maintenance. (See Add or Remove Leave Approver(s))  Steps to Edit an Employee’s Assigned Approver:  Click the pencil icon next to the employee. 2. Update the approver settings as required, then click Save. Written by: Teah Rui Harn (20251209) Reviewed by: Tek Ee Lin (20251209)

Leave Closing is used to finalise employees’ leave balances at the end of the year. This process calculates remaining leave, performs leave encashment, and manages Brought Forward (BF) actions to prepare leave balances for the new year.  Steps to Close Leave Balance: Go to E-Leave > Management. 2. Under Leave Management, select Leave Closing, then click New.  3. Select the Year and enter a Description. Clear any Pending Leave(s): Click the eye icon to view pending leave details. Click the Tick icon to Approve. Click the Cross icon to Reject. 4. Review the following information: BF (Last Year) – Leave carried over from the previous year. Entitled – Total leave allocated for the year. Taken – Leave already utilised. Available – Remaining leave balance. Max BF – Maximum leave allowed to be carried forward. Then, enter the required Leave Cutoff Data: BF – Number of leave days to carry forward to the next year. Credit Leave – Portion of the BF leave that comes with an expiry date. Expiry Date – Deadline for employees to use their BF credit leave. Encashment – Number of unused leave days to convert into salary. 5. Click Save to proceed. 6. Click Yes to confirm. 7. The Leave Closing will be created successfully. To edit, click the pencil icon. To delete, click the trash bin icon. Note: Once Leave Closing is completed, leave applications and adjustments for that year will no longer be allowed. Written by: Teah Rui Harn (20251209) Reviewed by: Tek Ee Lin (20251209)