Leave Management in AstraHR

Leave Management is the part of AstraHR that answers four questions every company asks, and usually cannot:

1. How many days does this person actually have left? — not a guess from a spreadsheet, but a figure that accrues month by month, pro-rates for joiners, carries over at year end and forfeits above a cap.
2. Who is waiting on whom? — every request is routed through the approvers the leave type demands, and the system can say which stage a request is stuck at and for how long.
3. Can the unit survive next week? — approved leave is plotted against a staffing floor per department, so an approver sees the roster consequence before saying yes.
4. What does untaken leave cost us? — accrued-but-untaken days are valued at each employee's own pay rate and frozen every month end, so the liability is history rather than arithmetic.

The module is used by three kinds of people:

Who	What they do	Where
Employees	Check balances, request leave, follow the approval, withdraw a request	Employee portal → Leave
Approvers (supervisors, department heads, the HR leave approval manager)	Approve, reject, revert, cancel; see cover and coverage before deciding	HR → Leave Management → Leave Dashboard, Leave Records, Leave Calendar; HR → My Approvals
HR administrators	Configure the leave year, leave types, days per year, staffing floors and statutory rules; run the year-end close	HR → Leave Management → Leave Setup, Rank Allocation, Entitlements

The process at a glance

Leave runs on four clocks. Setup happens once a year. A request is decided in hours or days. The leave itself runs for weeks. The accounting only really bites at year end. The diagram follows the same order, top to bottom.

How to read it.

• Band 1 is configuration and happens before anyone asks for a day off. The nightly accrual turns the configuration into one balance row per employee per leave year, and that balance is shown to every approver when they decide.
• Band 2 is a single request. It is submitted, it goes to the approvers the leave type requires, and it ends Approved or Rejected. The employee may withdraw it before a decision, and a request whose start date passes undecided expires on its own.
• Band 3 is the leave being served. Nobody presses anything here: the nightly job moves an approved request from Scheduled to In progress on the start date and to Ended after the end date, and checks attendance to see when the person actually came back. An approver can cancel approved leave that will no longer be taken.
• Band 4 is the money. Approved leave is booked until it is served and taken afterwards, so the remaining balance falls as leave is approved, not as it is taken. Accrued-but-untaken days are a liability on the balance sheet. At year end HR closes the leave year: days above the carry-over cap are forfeited, the rest are carried into the next year, and band 1 starts again.

The diagram lives in content/web/hr/leave/diagrams/leave-process.svg and is included into this page, so it can be edited in any text or vector editor without touching the prose.

Six rules that hold everywhere

1. A request has two statuses, not one. Was it approved? and where is it now? are different questions. The Decision chip answers the first; the stage or "When" column answers the second. See Key Concepts.
2. Only approved leave counts. Pending and rejected requests never reduce a balance and never count against cover. Approved leave reduces the balance immediately, as booked, even if it starts next month.
3. Only one leave type accrues. Normally annual leave. It is the only type that accrues monthly, carries over, forfeits and forms a liability. Every other type is a flat allowance for the year.
4. Nothing is invented. A company that has not run the accrual sees empty balance and liability bands, not made-up numbers. A department with no staffing floor shows counts but never a "breach".
5. Authority comes from holding the approval. Only the person a request is waiting on can decide it, wherever they press the button. Seeing the queue is not the same as owning it.
6. The year end is a deliberate act. Nobody's days are forfeited by a timer. HR previews who loses what, then confirms.

Where things live

Menu item	What it is for	Page
Leave Dashboard	The approval queue, who is out, balances, liability, patterns, the year ahead	Leave Dashboard
Leave Requests	HR raising or correcting a request on an employee's behalf	Leave Requests
Leave Records	The company-wide register of every request, with approve / reject / revert	Leave Records
Leave Calendar	Who is away when, and where cover runs thin	Leave Calendar
Entitlements	Days per year, adjustments, and every computed balance per employee	Entitlements
Rank Allocation	Default days per leave type per rank	Rank Allocation
Leave Report	A placeholder today; use the exports on Records and Calendar	Leave Report
Leave Setup	Leave years, leave types, staffing floors, statutory rules, jobs	Leave Setup
Portal → Leave	The employee's balances, requests and withdrawals	The Employee's Side
HR → My Approvals	The cross-module approval inbox, where leave requests also arrive	Approving Leave

Reading order

New to the module? Read in this order:

1. Key Concepts — the leave year, leave types, entitlement, the two statuses, approval routing
2. Status Reference — every chip, pill and label the screens show, and exactly when each appears
3. Leave Setup and Rank Allocation — what to configure before the first request
4. Entitlements — the balance register and how each figure is reached
5. The Employee's Side and Leave Requests — raising a request
6. Approving Leave — the four places a decision can be made and the rules they share
7. Leave Records, Leave Calendar, Leave Dashboard — the working screens
8. Year End and Jobs — what runs on its own, and the close
9. FAQ and Known Limits · Glossary