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How-to

Create employee-specific leave entitlement exceptions

Last updated May 23, 2025 · Tushar Agarwal

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Sometimes, organizations may want to override standard leave entitlements for specific employees. For example, most employees may receive 12 Annual Leaves per year, but a senior employee may be granted 15. HRStop allows you to configure such custom entitlements using Employee Leave Entitlement Exceptions—either individually or in bulk.

This feature ensures flexibility in leave policy implementation without affecting the global entitlement rules.

Steps to configure an individual leave entitlement exception

Step 1: Navigate to the leave entitlement section
  • Go to Control Panel → Leaves → Entitlement.
Step 2: Scroll to the “Employee Leave Entitlement” section
  • This section allows you to override entitlements for specific employees.
Step 3: Select the leave category
  • Choose the category you want to apply the exception to (e.g., Annual Leave).
Step 4: Enter employee-specific details
  • Select the Employee Name from the list.
  • Define the specific number of leave credits (e.g., 15).
  • Set the frequency (Monthly, Quarterly, Annually) — credits are distributed according to this frequency.

Example: The standard entitlement is 12 Annual Leaves per year. For Employee A, you want to give 15. Enter “15” and select “Annually” as the frequency.

Step 5: Save the exception
  • Click Save to apply the custom leave entitlement.

Bulk upload of leave entitlement exceptions

When multiple employees require unique leave credits, HRStop lets you configure these in bulk using a CSV file.

Step 1: Click the Import option
  • In the Employee Leave Entitlement section, click Import.
Step 2: Download the sample CSV file
  • Use the “Download Sample CSV” link.
  • Open the file and enter:
    • Employee Names or IDs
    • Leave Category
    • Number of Leave Credits
    • Frequency
Step 3: Upload the completed file
  • Save your edited CSV file.
  • Return to the import section and Upload the file.
Step 4: Troubleshoot upload errors (if any)
  • If the file fails to upload, check the guidelines on the right-hand side of the page.
  • Fix any formatting or data entry issues and re-upload.

Why use leave entitlement exceptions?

  • To align with negotiated contracts or special HR decisions.
  • For senior roles, long-tenure employees, or policy-based exceptions.
  • When retention benefits or custom benefits are offered.

Frequently asked questions

What happens if I give more leaves to one employee than the standard entitlement?

The system applies the custom leave credit only to the selected employee. Other employees in the same leave category continue to receive the default entitlement as per the general entitlement rule.

The system prioritizes the employee-specific exception over the standard policy for that individual.

Can I apply leave entitlement exceptions to multiple employees at once?

Yes.
HRStop provides a Bulk Import feature that allows you to upload a CSV file with leave entitlements customized per employee.

Steps:

  • Download the sample CSV template from the Employee Entitlement section.
  • Fill in the employee names, leave categories, credit values and frequency.
  • Upload the completed file via the Import option.

This is ideal when onboarding multiple senior employees or updating contracts mid-cycle.

Does the exception override both the entitlement and the credit frequency?

Yes.
You can define the number of leave credits (e.g., 15 instead of 12).

These settings apply only to the selected employee(s) and override the standard entitlement configuration for them.

How do I delete or update an existing employee leave entitlement exception?

To edit or remove a leave entitlement exception:

Steps:

  • Go to Control Panel → Leaves → Entitlement.
  • Scroll to the Employee Leave Entitlement section.
  • Use the search/filter options to locate the employee.
  • Click Edit to update or Delete to remove the exception.

Changes take effect immediately. If you delete an exception, the leave calculation resets to the standard rules.

How do I set up exceptions to leave eligibility or entitlements for a few employees?

At times, you may need to set up exceptional leave policies or leave eligibility rules for some individuals (such as CXOs). HRStop allows you to configure and manage such exceptions.

  • Go to Control Panel → Leaves → Entitlement.
  • Scroll down to the Employee Leave Entitlement section.
  • Select the leave category and employee name from the drop-down and enter the number of leaves that the employee is entitled to.
  • Click Save.
Can I bulk upload employee-specific leave entitlement rules?

Yes. HRStop lets you bulk upload leave entitlements for employees, so you don't have to entitle leaves to employees one by one.

  • Go to Control Panel → Leaves → Entitlement.
  • Scroll down to the Employee Leave Entitlement section.
  • Click Import.
  • Download the sample CSV file, fill in the details in the supported format and upload the file.
  • Click Upload.