Leave Management for Employees on Deputation

Overview
Keka now supports automated leave management for employees on deputation between countries (e.g., India → UK). This ensures leave entitlements comply with the host-country policy during deputation and restores home-country balances when the employee returns, eliminating manual tracking and errors.

Key Benefits

• Compliance: Automatically applies host-country labor laws during deputation.

• Accuracy: Preserves home-country balances and avoids reconciliation errors.

• Employee Trust: No loss of earned leave.

• Efficiency: Saves HR hours of manual administration.

How It Works

1. Deputation Start (Home → Host)

Admin Actions:

1. Open Update Leave Plan in the employee profile.

2. Select Pause Current Plan (home plan).

3. Assign the host-country leave plan.

4. Click Save → the system automatically:

   • Takes a snapshot of home-country leave balances.

   • Freezes the home plan (freeze_flag = Y).

   • Activates the host-country plan.

   • Cancels any future-dated home-plan leave requests from the deputation date.

Accruals:

• Home-plan accruals before deputation are counted.

• No accruals are applied to the frozen plan during deputation.

• Host-plan accruals follow host-country rules.

Employee View:

• Only the active host-country leave balances are visible.

• Historical home-plan balances remain accessible in reports.

2. During Deputation

• Home-country plan remains frozen.

• Host-country plan is fully active: accruals, approvals, and validations follow host rules.

3. Repatriation (Host → Home)

Admin Actions:

1. Open Update Leave Plan.

2. Select Resume Previous Plan (home plan).

3. Choose how stored home-country balances are applied:

   • Carry Forward: Add stored balances to the new year.

   • Reset to Zero: Discard stored balances.

   

4. Click Save → the system:

   • Unfreezes the home plan (freeze_flag = N).

   • Restores stored balances.

   • Freezes host plan.

   • Accruals resume from the next posting date.

Notes:

• Only one frozen plan can exist per employee.

• Carry forward respects leave policy rules and encashment configuration.

• Leave balances with expiry or statutory restrictions remain accurate.

4. Year-End Processing (YEP)

• YEP runs only on the active plan at year-end.

• Home-plan YEP cannot run while frozen; host-plan YEP is processed if the employee is deputed.

• Admins can manually carry forward or adjust home-plan balances upon return using the Resume Previous Plan options.

5. Leave Types Handling

6. Reporting

Deputation Summary Report:
Provides consolidated visibility for both home and host plans:

• Employee & Deputation Details: ID, Name, Department, Home/Host Plan, Start/End Dates

• Home Plan Snapshot: Balances as of deputation date

• Host Plan Live Balances: Accrued and used during deputation

• Reports are filterable, exportable, and auditable

7. Edge Cases

• New leave types added during deputation appear with zero balance.

• Policy changes during deputation do not alter stored snapshots.

• Leave requests overlapping deputation/repatriation dates are auto-cancelled.

• Sequential deputations (Home → Host → Home → Host) are not supported in Phase 1.

• Exits during deputation require manual handling of home balances.

• Leave plan deletion is restricted while employees are deputed.

8. Admin Privileges

• Deputation flow is controlled via Update Employee Job Info privilege.

• Only admins with this privilege can pause/resume leave plans.

Summary

This feature automates the complex process of deputation leave management by:

• Freezing the home plan with preserved balances

• Activating the host-country plan

• Restoring home balances on return

• Maintaining compliance and audit trails

Employees and HR admins now have a seamless, accurate, and compliant way to manage cross-country leave entitlements.