Frequently Asked Questions

Public holidays are not added automatically. Admins must manually create or update the company’s holiday list in SalaryBox.

Actionable Steps to Resolve

On Mobile:

1. Open the SalaryBox Admin App.
2. Go to Settings → Holiday List.
3. Tap Add, then select the date and enter the holiday name (e.g., “Independence Day”).
4. Save the entry.
5. Verify by checking the Attendance Dashboard, the date should now appear as a Holiday for all employees.

On Desktop:

1. Log in to the SalaryBox Web Portal.
2. Click Settings (top-right corner).
3. Scroll to Holiday List.Add or delete holidays as needed, then Save the changes.

You can view the complete leave history of employees using the Leave Report available in the Reports section.

Actionable Steps to Resolve:

1. Go to Reports in the web portal.
2. Click the Daily Attendance Report drop-down menu.
3. Select Leave Report.
4. Choose the required date range (e.g., January to August).Download the report from Download History to view all leaves taken, approved, and adjusted against salary.

To add a new custom paid leave type, you first need to define the leave name in Settings before setting its policy or balance.

Actionable Steps to Resolve:

Open the Web Portal:

• Log in to your SalaryBox web portal using your admin credentials.

Go to Settings:

• From the left-hand menu, click Settings → Attendance Settings → Custom Paid Leave.

Add a New Leave Type:

• Click Add New, enter the name of the new leave type (e.g., “Work From Home” or “Optional Holiday”).

Save the Leave Type:

• Click Save to create the new leave category.

Set Policy or Balance:

• Go to Leave Balance & Policy to define the entitlement rules (e.g., yearly or monthly) or update the leave balance for employees.

When a leave policy is updated, all existing leave balances automatically reset to zero. To restore the previous balances, you need to re-import them manually through the web portal.

Actionable Steps to Resolve:

Open the Web Portal:

• Log in to your SalaryBox web portal.
• From the left-hand menu, go to Leave Balance & Policy.

Go to Leave Balance Section:

• Click Leave Balance under the same menu.

Download the Balance Template:

• Click Import Leave Balance or Download Balance Template to get the Excel file.

Update the Excel Sheet:

• Open the downloaded sheet.
• Enter the correct remaining leave balances for each employee and leave type.

Upload the Updated File:

• Return to the Leave Balance page.
• Click Upload Balance and upload the revised Excel sheet.

Once uploaded, the system will restore the previous leave balances for all employees in bulk.

If you want employees to receive their full annual leave balance upfront (e.g., 30 leaves at once), you’ll need to set the policy to Yearly and manually upload or update the leave balance. This bypasses the default monthly credit division.

Actionable Steps to Resolve:

Open the Web Portal:

• Log in to the SalaryBox web portal.
• Go to My Team → Leave Balance & Policy.

Update Leave Policy:

• Click the Leave Policy tab.
• Select employees using the checkbox (for bulk update).
• Click Update Leave Policy → choose Yearly Policy → set all values to 0.
• Click Auto Fill, then Update Policy.
• Refresh the page once complete.

Upload Annual Leave Balance:

• Go to the Leave Balance tab.
• Click Import Leave Balance (top-right corner).
• Download the template, enter each employee’s total annual leave (e.g., 30), and upload it back.

(Optional) Update Individually:

• Click the employee’s name → Leave Balance & Policy.
• Set to Yearly, click Auto Fill, and Update Policy.
• Under Leave Balance, update the annual leave manually.This ensures employees receive their entire yearly leave balance upfront, and no monthly crediting occurs.

When a policy is set as ‘Yearly’, the system automatically divides the total annual leave by 12 months. This ensures employees receive a proportional monthly credit. For example, if 12 leaves are allotted yearly, the system credits 1 leave per month (12 ÷ 12 = 1).

Actionable Steps to Resolve:

Monthly Credit Logic:

• The system divides total yearly leaves by 12.
• Example: 21 leaves per year = 1.75 leaves credited monthly.

Carry Forward Settings:

• In yearly policies, carry forward is generally mandatory.
• Specify how many unused leaves can be carried forward to the next year.
• Unused leaves automatically carry forward to the next month.

• Monthly Leave Cycle: Employees get a set number of leaves each month, like 2 leaves. You can choose how many unused leaves carry over to the next month, for example, 2. If an employee doesn’t take any leaves from January to March, they’d have 6 leaves (2 per month). But if the carryforward limit is 2, only 2 leaves move to April, giving them 4 leaves total (2 new + 2 carried forward). The other 4 unused leaves expire. Every January, they start fresh with 2 leaves.
• Yearly Leave Cycle: Employees get a yearly total, like 24 leaves, split into 2 leaves per month. Unlike the monthly cycle, all unused leaves pile up until December. You can set a carryforward limit for the next year, say 3 leaves. If an employee has 20 unused leaves by December, only 3 carry over to January, giving them 5 leaves (2 new + 3 carried forward). The remaining 17 unused leaves expire.

Auto-fill Starting Balances lets you give all employees their leaves right away when you set up a leave policy. If you turn this on, the system updates everyone’s leave balances instantly based on the policy. If you don’t enable it, leaves will only start showing up from the first day of the next month.

• Yes, you can create custom leave types, such as Birthday Leave.
• Go to Settings > Custom Paid Leave.
• Click Add New.
• Type the name (e.g., Birthday Leave).
• Save to customize your leave policy to fit your company’s needs.

You can update employee leave balances in two ways:

• Individually:
  ->Go to My Team and locate the employee’s name.
  ->Click their profile and scroll to Leave Balance & Policy.
  ->Select Leave Balance.
  ->Add or update the leave balance and save.
• In Bulk (Import):
  ->Download the current leave balance data as an Excel sheet from the system.
  ->Update the leave balances in the sheet (e.g., add new leaves to the existing balance).
  ->Save the updated Excel sheet.
  ->Upload it back using the Import Leave Balance option.
  ->Important: Do not set a new leave policy while importing balances, as the system will automatically manage balances based on the policy, which could cause mix-ups.

To set up leave carry-forward:

• Go to Leave Policy and click Base Leave Policy.
• Select the employees this policy applies to.
• Set the number of leaves allowed per month (e.g., 2).
• Choose how many leaves can carry forward each month. If you want all unused leaves to carry over, set this to match the monthly allowance (e.g., 2).
• Turn on the Allowed Leave Carry Forward option.
• With Auto Fill enabled, the system automatically updates leave balances at the end of each month. For example, if an employee has 2 unused leaves and the policy allows 2 to carry forward, they’ll have 4 leaves next month (2 new + 2 carried forward).
• If you don’t want carry-forward, skip the Allowed Leave Carry Forward setting.

To fix an incorrect employee leave balance:

1. Go to My Team and select the employee.
2. Navigate to Leave Balance & Policy.
3. Update the leave balance directly in the Leave Balance section.
4. Save the changes.
5. This method is useful for correcting errors or making one-time adjustments without changing the leave policy.