Introduction

Managing leave policies accurately is essential for maintaining transparency, fairness, and compliance within any organisation.

With states like Karnataka now mandating menstrual leave in India, it becomes even more important for HR teams to configure this policy correctly in their HRMS.

uKnowva HRMS makes this process simple by allowing administrators to configure customised leave rules according to company policies.

This article explains how to navigate to the Leave Rules section, create a dedicated menstrual leave policy, and configure conditional settings.

The steps are described in a clear, detailed format so that even first-time admins can follow them with ease.

Step 1: Access the Leave Rules Section

To begin creating a menstrual leave policy, go to the left side navigation panel and click on the Leaves menu. From the list of sub-menus, select the Leave Rules option.

This action will open a new interface displaying a list of existing leave rules in a structured table format.

Here, you will see leave rules under columns such as Leave Type, Action, Short Code, Total Leaves, Paid Leave, Status, Rules, and Description.

This overview helps you understand the current leave policies before adding a new one.

Step 2: Start Creating a New Menstrual Leave Rule

Once the Leave Rules page is open, you can add a menstrual leave policy. Click on the + Add Leave Rule button located at the top-right corner of the page.

A pop-up window will appear, where you can begin entering the details of this new leave policy.

Start by entering the Leave Type, followed by a Short Code and a Description that clearly explains the purpose of this leave.

After this, specify the Total Leaves granted per year under this category. For menstrual leaves, you can enter 12 in the Total Leaves field, as the system will allocate 1 leave per month.

You can also toggle the Paid Leave button to indicate whether the leave should be paid, and then publish it by setting the Publish toggle to Yes.

Next, you must select the Applicable to Usergroups to ensure this leave is available for the correct set of employees. You can also use the Exclude Usergroups field to restrict access where required.

After this, move to the Allocated field. Here, you can choose from options such as One Time, Monthly Basis, Quarterly Basis, Half Yearly Basis, or Yearly Basis.

If you select the yearly option, all leaves will be allocated at the beginning of the year, for example, on April 1. However, if you choose monthly, quarterly, or half-yearly, the system will allocate leaves at those intervals. For example, if you assign 12 leaves per year and select quarterly, the system will allocate 3 leaves at the start of every quarter.

For menstrual leaves, you can select ‘Monthly Basis’ in the Allocated field, as this leave is typically assigned once every month.

You will also find an option to calculate on a Pro-rata Basis. When you toggle this to Yes, leave allocation will be calculated based on the employee’s date of joining. If it is set to No, leaves will be allocated in full even if the employee joins mid-year or mid-quarter.

Below this, you can define the Min Leaves Allowed and Max Leaves Allowed for each request.

Additional settings include enabling or disabling the Apply Sandwich Rule, Carry Forward Leaves, and Conditional Leave.

Since menstrual leave is a conditional leave applicable only to female employees, you must toggle the Conditional Leave button to Yes.

This opens additional fields, such as Employment Status, where you can choose applicable statuses like probation or confirmed, and Gender, where you must select Female.

You can also specify Eligible After Days to define how many days after joining the user becomes eligible for this leave.

Another toggle allows you to set whether the leave Lapses Before Allocation. If you enable this, you must specify the number of days in the Lapse After Days field.

Step 3: Configure Additional Leave Settings

uKnowva also offers several configuration options to fine-tune your menstrual leave policy.

You can decide whether employees can apply in Advance and whether Proof Required should be enabled. Additional fields include the Date Field for Leave Allocation and Maximum Upper Threshold, which help administrators handle complex leave structures.

If your organisation follows advanced leave configurations, you can toggle the Show Advanced Leave Settings button to Yes.

This reveals more options, such as Is Encashable, Show in Leave Balance, Leave Cannot Be Clubbed With, Allow Negative Leave Balance, and Maximum Allowed Negative.

These settings give you complete control over how the menstrual leave interacts with other leave types and balances.

After reviewing all the details, click the Save button to store the rule or Cancel to discard any changes.

Conclusion

That’s it!

You’ve now successfully created a menstrual leave policy in uKnowva HRMS.

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..