Configuring a Comp-off

Introduction

Comp Off (Compensatory Off) leave is designed to offer time off to employees who work beyond their regular working hours, including weekends or holidays. Keka HRMS provides a comprehensive configuration system to manage this leave type effectively. By setting up Comp Off leave, your organization ensures fair compensation for extra working hours, enhancing work-life balance for your employees.

In this guide, we will walk you through the setup process for Comp Off leave, covering various options related to accrual, leave application, approval workflows, and year-end processing.

Setting up Comp Off Leave Type

To configure Comp Off Leave, follow these steps in Keka HRMS:

1. Navigate to Leave Management → Leave Plans → Add Leave Type → Assign Leave Types to Keka  → Choose required Leave types.

2. Choose Comp offs as the leave type to configure.
   

The configuration process is divided into the following sections: Accrual, Leave Application, Approval, and Year-End Processing.

1. Accrual

In this section, you define how Comp Off leave accrues over time.

a) Yearly Quota

• Days or Hours: Choose whether leave is calculated in days or hours.

• Unlimited Leave: Alternatively, you can choose to offer unlimited comp-off leave if applicable to your organization.

b) Requesting for Comp Off Credits

• Allow employees to request comp-off: Enable this option to allow employees to request comp-off for extra work.

• Request period: Set the number of days within which employees must request comp-off after working extra hours or on holidays.

• Maximum allowed instances: Set a limit on how many comp-off instances employees can request per month, quarter, year, etc.

• Non-working days: Restrict comp-off requests to non-working days like weekends and holidays.

• No comp-off for no attendance: Ensure comp-off credits are only given for days with attendance records.

• Manager approval: Enable managers to grant comp-off credits to their teams.

c) Accrual Restrictions

• Expiry: Set the number of days after which comp-off leave expires once credited.

• Attendance-based accrual:

  • Attendance cycle start date: Define when the attendance cycle starts.

  • Weekly off/holiday considerations: Choose to count weekly offs and holidays as part of comp-off leave if certain conditions are met.

Click Save and Next to proceed.

2. Leave Application
 

The leave application process differs based on whether you selected days or hours for comp-off accrual.

For Days Accrual:

a) Leave Application Rules:

• Half-day leave: Allow employees to request half-day comp-off leave.

• Prior notice: Set the notice period required for leave requests.

• Backdated leave: Prevent backdated leave applications beyond a specified period.

• Comment requirement: Make comments mandatory when requesting leave.

b) Leave Application Restrictions:

• Leave combination: Restrict employees from combining comp-off leave with other types of leave.

• Manager override: Prevent managers from bypassing application restrictions when applying on behalf of employees.

c) Leave Usage Limits:

• Maximum consecutive days: Set the maximum number of consecutive days employees can take comp-off.

• Frequency limits: Set how often employees can avail comp-off leave within a month, year, or tenure.

d) Sandwich Policy:

• Enable the Sandwich Policy to count weekly offs and holidays as part of the comp-off leave if they occur during the leave duration.

For Hours Accrual:

a) Leave Application Rules:

• Prior notice: Require employees to give notice before applying for leave.

• Comment requirement: Make comments mandatory for leave requests.

• Backdated leave: Prevent applying for leave after a set number of days.

Click Save and Next to proceed.

3. Approval

In this section, configure the approval process for comp-off leave requests.

• Approval Chain: Set up an approval chain for comp-off leave requests with multiple levels of approval (roles or specific employees).

• Auto-Approval: Enable auto-approval if the designated approver is unavailable.

• Email Digest: Prevent approvers from receiving individual email notifications for each leave request; instead, provide them with a summary digest.

Click Save and Next to continue.

4. Year End Processing

This section allows you to manage comp-off leave balances at the end of the year.

a) Carry Forward:

• Choose whether to reset, carry forward, or pay out any remaining comp-off leave balances.

• Carry Forward Options:

  • All leave balances reset: Reset all balances at year-end.

  • Carry forward up to a limit: Allow carry forward of a specific number of hours or days, either based on a percentage or fixed number of hours.

Click Save and Close to finalize your configuration.

Conclusion

By configuring Comp Off Leave in Keka, you ensure that your organization fairly compensates employees for additional work hours while providing flexibility for leave. The detailed configuration options allow for a customized setup to align with your organizational needs and policies.

For further assistance, feel free to reach out to Keka support or explore other helpful articles in our knowledge base.