TalinoHR

Leave Management

7 min read

This guide covers leave types, balance computation, filing, approval, and cancellation in TalinoHR, aligned with Philippine labor law requirements.

Leave Types

TalinoHR comes pre-configured with eight statutory leave types. Navigate to leave type settings to view and customize them.

Vacation Leave (VL)

  • Default Credits: 15 days per year
  • Applicable Gender: All
  • Minimum Service: None (available from day 1)
  • Carry Over: Yes, up to 5 days
  • Convertible: Yes (can be monetized to cash)
  • Proof Required: No

Vacation leave is the most common leave type. Unused days up to the carry-over limit roll forward to the next year. Remaining convertible days can be monetized at year-end or upon separation.

Sick Leave (SL)

  • Default Credits: 15 days per year
  • Applicable Gender: All
  • Minimum Service: None
  • Carry Over: No
  • Convertible: No
  • Proof Required: Yes (medical certificate for extended absences)

Maternity Leave (ML)

  • Default Credits: 105 days
  • Applicable Gender: Female only
  • Minimum Service: None
  • Carry Over: No
  • Convertible: No
  • Paid: Yes (SSS maternity benefit)

Per Republic Act No. 11210 (Expanded Maternity Leave Law), female employees are entitled to 105 days of paid maternity leave, with an option to extend 30 days without pay. Solo mothers get an additional 15 days.

Paternity Leave (PL)

  • Default Credits: 7 days
  • Applicable Gender: Male only
  • Minimum Service: None
  • Carry Over: No
  • Convertible: No

Per Republic Act No. 8187 (Paternity Leave Act), married male employees are entitled to 7 days of paid paternity leave for the first four deliveries of the legitimate spouse.

Solo Parent Leave (SPL)

  • Default Credits: 7 days per year
  • Applicable Gender: All (must be flagged as solo parent)
  • Minimum Service: 12 months
  • Carry Over: No
  • Convertible: No

Per Republic Act No. 8972 (Solo Parents' Welfare Act), solo parents who have rendered at least one year of service are entitled to 7 working days of parental leave. The employee must have isSoloParent: true in their 201 file and hold a valid Solo Parent ID.

Service Incentive Leave (SIL)

  • Default Credits: 5 days per year
  • Applicable Gender: All
  • Minimum Service: 12 months
  • Carry Over: No
  • Convertible: No

Per Article 95 of the Labor Code, employees who have rendered at least one year of service are entitled to 5 days of paid service incentive leave. This is the statutory minimum; companies may offer more through VL/SL.

VAWC Leave

  • Default Credits: 10 days
  • Applicable Gender: Female only
  • Minimum Service: None
  • Carry Over: No
  • Convertible: No
  • Proof Required: Yes (barangay protection order or court order)

Per Republic Act No. 9262 (Anti-Violence Against Women and Their Children Act), female employees who are victims of VAWC are entitled to 10 days of paid leave.

Special Leave for Women (SLW)

  • Default Credits: 60 days
  • Applicable Gender: Female only
  • Minimum Service: 6 months
  • Carry Over: No
  • Convertible: No
  • Proof Required: Yes (medical certificate)

Per Republic Act No. 9710 (Magna Carta of Women), female employees who undergo surgery caused by gynecological disorders are entitled to a special leave of up to 2 months with full pay.

Eligibility Rules

Leave eligibility is determined by multiple factors:

Gender-Based Eligibility

Leave types with applicableGender set to MALE or FEMALE are only available to employees matching that gender. The system automatically filters leave types based on the employee's gender in their 201 file.

Minimum Service Requirement

Leave types with minServiceMonths greater than 0 require the employee to have been with the company for that many months. The system checks the employee's hire date against the current date.

  • Solo Parent Leave: 12 months minimum
  • Service Incentive Leave: 12 months minimum
  • Special Leave for Women: 6 months minimum

Solo Parent Flag

Solo Parent Leave additionally requires the isSoloParent flag to be true on the employee record, along with a valid Solo Parent ID number.

Leave Balance Computation

The leave balance formula is:

Available Balance = Credits - Used - Pending

Where:

  • Credits - Annual allocation for the leave type
  • Used - Days already taken (approved and consumed leave applications)
  • Pending - Days in pending leave applications (not yet approved)

The balance field on LeaveBalance already reflects this formula (credits minus used minus pending). This means the displayed balance excludes days tied to pending applications, preventing over-filing.

Filing Leave

Employee Self-Service

Employees file leave through ESS → Leave (/ess/leaves):

  1. Select the leave type from available types (filtered by eligibility)
  2. Choose the date range
  3. Indicate half-day if applicable
  4. Provide a reason
  5. Attach supporting documents if required (e.g., medical certificate for sick leave)
  6. Submit the application

Admin Filing

HR staff can file leave on behalf of employees through the admin leave management page.

Validation Rules

  • Cannot file leave for dates that overlap with existing approved or pending leave
  • Cannot exceed available balance (credits - used - pending)
  • Cannot file leave for dates locked by computed payroll
  • Half-day applications count as 0.5 days against the balance

Leave Approval

Approval Flow

Leave applications follow this status progression:

PENDING -> APPROVED or REJECTED

Managers and HR staff can approve or reject leave applications. When approving:

  • The leave balance's used count is updated
  • Attendance records are created for the leave dates (marked with isOnLeave: true)
  • The leave application status changes to APPROVED

When rejecting:

  • The pending count is restored to the balance
  • The leave application status changes to REJECTED

Leave Cancellation

Approved leave can be cancelled before it is consumed (or if the payroll period is not yet locked).

What Cancellation Does

  1. Sets the leave application status to CANCELLED
  2. Restores the leave balance (credits back the used days)
  3. Deletes the associated attendance records that were created when the leave was approved

Payroll Lock

Leave applications for dates within a computed payroll period cannot be cancelled. The payroll dates are locked to maintain consistency between attendance records and payroll computations.

Leave Balance Management

Annual Reset

At the start of each year, leave balances should be reset:

  • Non-carry-over leave types: Reset to default credits
  • Carry-over leave types: Carry forward unused days up to the maxCarryOver limit, then add default credits

Manual Adjustments

HR admins can manually adjust leave balances when needed (e.g., service awards granting extra leave days, corrections).

Payroll Integration

Leave types are marked as paid or unpaid (isPaid field). During payroll computation:

  • Paid leave - No deduction from salary. The attendance record with isOnLeave: true is skipped by the payroll engine
  • Unpaid leave - Counted as an absent day. The payroll engine deducts the daily rate for each unpaid leave day

Leave Monetization

Leave types with isConvertible: true can be monetized (converted to cash). This is processed through:

  • Year-end monetization at /payroll/leave-monetization
  • Final pay at /payroll/final-pay (automatically includes convertible leave in the computation)

The monetized amount equals unused convertible days multiplied by the employee's daily rate.

Reports

Leave Balance Summary

View all employees' leave balances across all leave types. Filter by department, status, or leave type.

Leave Usage Report

Track leave patterns to identify trends:

  • Which leave types are most used
  • Department-level leave usage
  • Monthly leave trends
  • Employees approaching balance limits

Common Questions

Can an employee file leave without enough balance?

No. The system validates that the requested days do not exceed the available balance (credits - used - pending). The pending count ensures that multiple pending applications cannot collectively exceed the available credits.

What happens to leave balance when an employee is regularized?

Leave balances persist across status changes. If the company grants additional leave upon regularization, HR can manually adjust the balance.

Can leave types be customized?

Yes. HR admins can create additional leave types with custom credits, carry-over rules, convertibility, gender restrictions, and minimum service requirements. The statutory leave types (SIL, Maternity, Paternity, Solo Parent, VAWC, Special Leave for Women) should not be removed as they are mandated by law.