📝 Leave Management
The primary hub for managing your absences. This tab is used for reviewing your balance and
requesting new leaves.
🔍 What’s Inside this Tab?
The Leave Management tab is your dashboard for tracking time off and upcoming holidays.
Visual Guide: Leave Balance,
Upcoming Holidays, and Application Form.
- Leave Balance Card: See exactly how many days
of Annual, Sick, and Casual leave you have remaining.
- Upcoming Holidays: A quick view of the next
gazetted public holidays.
- Apply Section: The interactive form to submit
your next vacation or medical leave.
🚀 How to Apply for Leave
1
Select Type: Choose between Annual, Sick, Casual, or Unpaid (LOP).
2
Set Dates: Pick your Start and End dates. The system will automatically
calculate the total number of days.
3
Submit: Enter a brief reason and click "Submit Request". Your HOD will be
notified immediately.
Important Note: Your leave balance will only be deducted once the
HOB (COO) gives the final approval. HOD approval is just the first step!
📅 Attendance & Calendar
This tab is the most critical section for ensuring your salary and OT are calculated correctly.
Syncing Data: When you open this tab, please wait a few seconds for the "Calendar
Sync Indicator" to finish. The system is fetching live data from the SmartOffice punch machine.
🔴 Understanding Your Calendar Icons
RED:
Missing Punch / Absent
PURPLE:
Regularized (✓ REG)
Attendance Fix-It
Guide
If your calendar shows Red blocks, you must fix them to ensure your OT and
salary are accurate.
Visual Guide: Identifying statuses
that require action.
How to Fix Common Issues:
- ABSENT Status: If you see "ABSENT",
click the Fix
Attendance link to apply for Leave or Regularization.
- MISSING PUNCH (Orphan): If you see
"Orphan", click the MISSING
PUNCH link to provide your correct punch time.
OT Recovery: Your Overtime will not be calculated for
days with missing punches. Once fixed and approved, your OT will automatically be
restored!
🕒 OT Details & Calculation Section
At the bottom of this tab, there is a dedicated section where you can Run Your Own
Report. Select a date range and click "Run Report" to see a day-by-day breakdown of
your working hours and OT for your own reference.
👤 My Profile
This section contains your official employment records as stored in the central HR database.
📋 Features
- Employment Details: Check your official
Category (Labour, General, etc.), Department, and designated HOD.
- Regularization History: Track all your missed
punch requests and see if they have been approved or are still pending.
💵 Pay Details
The connection between your attendance and your monthly salary.
Live Payroll Integration
The system automatically syncs your approved attendance, leaves (LOP), and OT into the master
payroll cycle.
🚐 Transportation
Request company transport for site visits or office duties.
📝 How to Request
Use the **Transportation** tab to submit your request. Ensure all fields are filled accurately.
Visual Guide: Transportation
Request Form.
- Enter the Date and Time of pickup.
- Specify Pickup Location and Drop
Location clearly.
- Mention the No. of Passengers and
Purpose / Notes.
🚨 New: Withdrawing a Request
Mistakes happen! You can now cancel any Pending leave request directly from
your Leave History table. Look for the red Cancel Request button next to your
pending applications.
Lead Time Requirement: All transport requests must be submitted at least 2
hours before the required pickup time to ensure availability.
⏱️ Overtime (OT) Logic Masterclass
Detailed breakdown of how your overtime is calculated based on company policy.
📊 Multipliers
| Day Type |
Rate |
| Normal Weekday (Mon - Sat) |
1.25x |
| Sundays |
1.5x |
| Public Holidays |
2.5x |
🌟 Sunday & Public Holiday Logic
On these days, the system rewards your extra commitment with a simplified calculation:
Login: 08:30 | Logout: 17:30
Total Duration: 9.0h
Break Deduction: -0.5h (Auto-deducted as duration > 5h)
Net OT Hours: 8.5 Hours OT (All hours are OT)
Note: There is no "normal shift" deduction on Sundays or Holidays. After the
30-minute break (where applicable), all remaining hours count as 100% OT.
⏰ Late-In OT Deduction Rule
If you arrive after your shift window start time, the late minutes are deducted from your total
Overtime hours for that day.
Shift Start: 07:00 | Actual Login: 07:10 (10m Late)
Total OT Earned: 4h 00m
Final Payable OT: 4h 00m - 10m = 3h 50m
🧮 Standard Weekday Example (Mon - Sat)
Shift Type: OT Employee (8h Shift)
Login: 07:00 | Logout: 19:00
Normal Hours: 07:00 to 15:00 (8 Hours)
OT Calculation: Starts after 15:00
Calculated OT: 15:00 to 19:00 = 4.0 Hours OT
Rule: On normal weekdays, OT starts immediately after your 8-hour shift ends.
There is no break deduction applied to the OT calculation.
⚖️ Timing & Weekend Logic
Rules regarding work hours and Saturday presence requirements.
🏃 Category Timing
| Category |
Work Timing |
| General Staffs / Managers / HOD /
HOB |
08:30 - 18:00 |
| Emirati Staff |
09:00 - 15:00 |
⏰ Shift Window Rounding Logic
The system assigns your shift start time based on the login window. This applies to both AM and
PM shifts:
| Login Window |
Assigned Shift |
| 06:45 - 07:15 |
07:00 Shift |
| 07:16 - 07:45 |
07:30 Shift |
| 07:46 - 08:15 |
08:00 Shift |
| 08:16 onwards |
08:00 Shift |
Important: If you login at 07:10 (for a 07:00 shift), you are 10 minutes
late, and this time will be deducted from your Overtime.
📅 The Saturday Quota Rule
Applies to: **General Staff, HOD, and HOB**.
Requirement: You must be present for at least 2 Saturdays per
month.
Penalty: If you work fewer than 2 Saturdays, the system will apply a
1-day LOP recovery for each missing Saturday below the quota.
Emirati Staff Logic
Emirati staff follow a specialized "Culture First" policy:
- Work Week: Monday to Friday only.
- Saturdays/Sundays: Always marked as Off. No quota or presence is required.
💼 HOD & HOB Guidelines
Additional features for managers and auditors.
AJ STEEL - HRMS Official User Manual
Comprehensive guide for Employees, HOD, HOB, and Super Admin | Version 6.1 (Alpha
8.1)
👥 Employee Info & Presence
Beyond their own data, Management has access to the Employee Info tab, providing
a live dashboard of department-wide attendance stats (Who is in, who is late, who is on leave).
✅ Approval Center
HOD Action:
Review leave validity. Status moves to
"Pending COO".
HOB Action:
Check financial impact. Sign-off triggers the
official balance deduction.
🟣 Regularization Sign-off
When an employee fixes a missed punch, the HOD must approve it in the Regularization
Approvals table. Once approved, the employee's calendar status instantly changes
from Red to ✓ REG.