Introduction

Managing employee leave balances accurately is a critical responsibility for HR teams, especially when it comes to unpaid leave scenarios.

There are situations where employees may exhaust their allocated paid leaves or require additional time off beyond their entitlement.

In such cases, recording Leave Without Pay (LWP) becomes essential to ensure payroll accuracy, policy compliance, and transparent record-keeping. uKnowva HRMS provides HR managers with a structured and easy-to-use interface to manually update employee leave balances, including LWP.

This article explains, in detail, how HR managers can add Leave Without Pay for an employee using the Leave Balance of All Users section in uKnowva HRMS.

Step 1: Navigate to the Leave Balance of All Users Section

Begin by logging in to your uKnowva HRMS instance with HR Manager access. From the side navigation panel, click on the HR Manager menu. Within this menu, select the Leave Balance of All Users sub-menu.

This action opens a dedicated interface that displays a complete list of employees along with their current leave balances.

You can see multiple columns such as Employee name, Action, Casual Leave, Earned Leave, Maternity Leave, Paternity Leave, Compensatory Offs, Sick Leave, Leave Without Pay, and other configured leave types.

This layout allows HR managers to quickly identify and manage leave records without navigating through multiple screens.

Step 2: Locate the Employee and Open the Leave Edit Window

Once the Leave Balance of All Users page loads, locate the employee for whom you want to add Leave Without Pay.

After identifying the correct employee, move to the Action column corresponding to that employee’s row and click on the pen icon.

Clicking this icon opens a pop-up window that displays the detailed leave balances for the selected employee.

This window allows HR managers to make controlled adjustments to different leave types while ensuring data accuracy.

Step 3: Update the Leave Without Pay and Provide a Reason

Inside the pop-up window, locate the field labeled Leave Without Pay. Here, update the leave count based on the employee’s unpaid absence.

Since LWP directly impacts salary calculations and payroll processing, it is important to ensure that the entered value accurately reflects the number of unpaid leave days.

In addition to updating the leave count, you must enter a reason for the modification. This reason field is mandatory and helps maintain transparency, audit readiness, and alignment with internal leave policies.

Clearly stating why Leave Without Pay is being added ensures that the record remains clear for future reference by HR, payroll teams, and auditors.

After entering the correct leave value and reason, review the changes carefully. Once confirmed, click on the Save button to apply the updates.

If you decide not to proceed with the changes, clicking the Cancel button will discard all modifications and close the pop-up without saving.

Conclusion

That’s it!

You’ve now successfully added Leave Without Pay for an employee in uKnowva HRMS.

By following this process, you ensure that employee leave records remain accurate, unpaid absences are properly documented, and payroll calculations reflect the correct data.

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..