Overview
Why it matters: Allocated paid leave, used leave, and encashment are often tracked outside HR systems or in spreadsheets. A monthly register per employee makes accrual, usage, and payout visible for payroll, audits, and year-end settlements.
What this covers: Advance HR → Paid Leave Tracking holds one row per employee per month/year with allocated paid leave (from salary/policy), used leave (from approved time off), unused balance, and monetary fields when unused leave is paid out. Payment status tracks whether encashment was processed.
Use it alongside leave and holiday rules and salary allocation—not as a substitute for approving leave in the Time Off app.
How it works
Each line is keyed by employee, month, and year. The system can compute unused paid leaves and related amount (for encashment). Payment status tracks whether unused leave pay was processed (unpaid, partially paid, paid). This complements leave types and holidays and salary entries where allocation often originates.
Step-by-step
- Open Paid Leave Tracking from the Advance HR menu.
- Filter by employee or period as needed.
- Review Allocated vs Used paid leaves for the month.
- Check Unused balances and currency amounts where applicable.
- Update Payment status and payment fields when unused leave is settled.
| Field Name | Description | Example |
|---|---|---|
Employee |
Person this row tracks. |
Ravi Kumar |
Month / Year |
Period for the snapshot. |
March / 2026 |
Allocated Paid Leaves |
Days granted for this month (policy/salary). |
2.5 |
Used Paid Leaves |
Days consumed via approved time off. |
1.0 |
Unused Paid Leaves |
Balance (allocated − used). |
1.5 |
Unused Paid Leaves Amount |
Money value if encashing unused days. |
450.00 |
Currency |
Company currency for amounts. |
INR |
Payment Status |
Unpaid / Partially Paid / Paid for encashment. |
Unpaid |
Paid Amount |
Portion of encashment already paid. |
0.00 |
Payment Date |
When encashment was paid. |
2026-03-31 |
Payment Notes |
Reference or batch id for finance. |
March payroll |
Field labels explained
Employee / Month / Year
Together identify one tracking row—do not duplicate the same triple.
Allocated Paid Leaves
Days your policy or salary line assigns for this month; may come from accrual rules.
Used Paid Leaves
Approved paid absence booked against this period; should reconcile with Time Off.
Unused Paid Leaves
Typically computed as allocated minus used; basis for encashment or carry-forward.
Unused Paid Leaves Amount
Monetary equivalent using daily rate logic from payroll settings or salary.
Currency
Display and payment currency for amount fields.
Payment Status / Paid Amount / Payment Date / Payment Notes
Track settlement of encashment outside or inside normal payslip—keeps finance and HR aligned.
Tips
- Reconcile tracking with payslip Days Review and leave apps for the same month.
- Use employee smart buttons or filtered views to open tracking from the employee form if available.
Common mistakes
- Expecting leave type flags alone to drive encashment—allocation may come from salary entry.
- Ignoring currency when reporting unused amounts across companies.
