Leave Management Software

Leave Management Software – Basics of Leave Management 

According to a survey conducted by Expedia across 19 countries, it is seen that 75% of Indians feel vacation deprived and this is the highest worldwide. Do you focus on your employee leave management system? After working on business projects and goals tirelessly, employees might ask for time off or a compensatory off. It is on you how you manage the leave of the employees. The same is known as the leave management system

As a part of day-to-day activity, leave management plays an important part and it becomes more complex when you handle it manually or on spreadsheets. Employee chaos is hard to handle with multiple leave requests and their approvals. Be it a small or large enterprise, leave management has the same impact on any type of business. However, to ease your leave management process, leave management software can help you manage your employee’s leaves effectively. 

What is a Leave Management System?

A leave management system is a unified platform that helps organizations manage employee leaves and vacation-related time offs in a single software. It streamlines the entire process and saves a lot of time for the management and the employees. It is a cloud-based software and the employees can apply for leave, check leave balance, leave update status, types of leaves, and other relevant information from anywhere at any time. Different organizations offer different types of leaves according to their policies. Below are some of the common leave types in India. 

Types of Leaves

1. Earned Leave (EL) or Privilege Leave (PL)

The employees earn these leaves when they work for a particular period in an organization. The employees can use this leave with no salary deductions, however, with the prior approval of the management. These leave can be encashed at the end of the year.

2. Casual Leave (CL)

An employee can avail of this leave for any unforeseen situation. With the prior approval of the management, an employee can utilize this leave for a short duration, say 3 to 7 days, for any personal reason, but not for a vacation. 

3. Sick Leave (SL)

The employees can apply for sick leave without salary deductions if they are unwell and cannot work. The employee might be required to provide the management with a medical certificate if the number of leaves goes beyond a specific period. 

4. Leave Without Pay (LWP)

When an employee has used all the paid leaves and still needs to take a time off, the additional leaves result in salary deductions, hence the name. 

5. Compensatory off or Comp Off

There are times when an employee might be required to work on holidays. In such situations, they are compensated with the additional leaves less than or equal to the number of holidays worked known as Compensatory Off. 

6. Maternity Leave (ML)

In India, working women are eligible for 26 weeks of paid maternity leave provided they have worked at least 80 days for the organization during the 12 months period before their expected delivery date. However, after 2 children, the eligibility period decreases to 12 weeks. 

7. Marriage Leave 

It is not any legal entitlement. However, employees can get anywhere between 1 to 15 days of leaves, however, most companies grant 3 days of marriage leave. Also, this leave may be offered only once during an employee’s entire employment period with the company.

8. Paternity Leave

It is the type of leave granted to the father of a new-born so that they can take care of their infant and wife. This leave period may be anywhere between 2 days to 4 weeks depending on the company’s policy.

9. Bereavement Leave 

Bereavement Leave is granted to an employee if there is a death in the family so that he/she can attend the last rites and take care of their personal matters. Depending on the company policy, this leave may vary from 2 days to 20 days. 

Need for a Leave Management System

1. Statutory compliances

You need to keep a record of the paid and unpaid leaves your employees have taken during a particular period. This will help you comply with the statutory requirements of the state. 

2. Record keeping

To maintain the leave policy it is important to keep a record of the leaves taken by the employees and the outstanding balance. Besides this, record keeping also helps the employees to be aware of their leave balance and entitlements. 

3. Business operations & planning

With proper leave management software in place, you can ensure that your business operations are not suffering because of some employees’ absences. This software allows the managers to decide whether or not to approve the leave of a particular employee depending on the availability of resources. 

4. Reporting & analytics

It provides a holistic view of the leave trends and how it affects the overall business operations. You can extract meaningful insights from the reports and take corrective measures as and when required. 

Leave Management Challenges

1. Tracking Leaves

Tracking employee leaves is the primary requirement of a leave management system, however, it can be very challenging. It is quite difficult for the management to keep track of the employee leaves on pen and paper or spreadsheets while managing other business operations. If you are unable to track leaves efficiently, it may cause you staffing shortages, business losses, or workload buildups. 

2. Payroll Process Errors 

In many organizations, some leaves and some are unpaid as well. Therefore, it is merely impossible to think of accurate payroll processing without efficient leave management software. If there is even a single error in leave tracking, it will subsequently lead to payroll errors. Hence, leave tracking should be accurate for payroll accuracy. 

UBS Payroll software is one of the best payroll software in India that integrates with the leave management system and generates the payroll on time and with accuracy. 

3. Communication

Some organizations fail to communicate their leave policies and entitlements to their employees. It results in confusion and frustration among the workforce. It is the right of every employee to know about the leave policy and the related benefits.

India’s Best Leave Management Software – UBS

1. Track leaves from a single dashboard

Using the UBS Leave Management Software, the employees can track the leave balance from a single dashboard while or before applying for leave. UBS payroll also offers a list of holidays that make the employees aware of the upcoming holidays. 

2. Leave Automation or Accrual

Gone are the old school days where you had to remember the leaves of every employee and update them in the spreadsheets manually. Now with UBS Payroll, you can rest assured and wait for the LMS to reset and auto-credit the leaves every year-end. 

3. Cloud-based System 

Since UBS Payroll is cloud-based payroll software, it provides you with hassle-free access to the leave management software from any location. In addition, you save the headaches and expenses associated with server infrastructure. We are solely responsible for overseeing and maintaining it.

4. ProRate

Concerning employees who start working in the middle of the year, don’t panic. The number of leaves for them will be automatically calculated and set by the system.


The goal of effective leave management software is to handle time-off requests while maintaining productivity. Manually managing this process may lead to additional payroll mistakes and perhaps legal action.

You may automate operations that simplify employee leave requests and adhere to rules using UBS leave management software India. To learn how simple it is to automate the leave management process for your company, get in touch with UBS right away.

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