🎁 Comp-Off Ledger
When an employee works on a Holiday or a Week-Off, the time they put in shouldn’t simply disappear — it should bank as compensatory off they can take on a regular working day. The Comp-Off Ledger is the per-employee running balance of that compensation: every credit (working on a non-working day), every consumption (taking a Comp-Off leave), and every manual HR adjustment is captured in one place with timestamps and reasons.
Comp-Off integrates with three other modules: Attendance (where credits originate), Leaves (where Comp-Off leaves consume the balance), and Salary (which reads the leave register, not the ledger directly).
📍 Where to See It
📍 Screen: HRM → Attendance → click any row → Comp-Off Ledger panel inside the day-record aside. The same ledger is also reachable from HRM → Employee → pick employee → Statements tab.
The aside shows two things side-by-side:
- Recent ledger entries — last 10 transactions in reverse-chronological order.
- Running balance — total minutes available, formatted as days (8 hr) and remaining hours.
📒 The Three Entry Types
| Type | When it’s added | Effect on balance |
|---|---|---|
| Earn | Automatically, when an employee works on a Holiday or Week-Off (the day’s worked / OT minutes are credited). | + minutes |
| Burn | Automatically, when the employee takes a Comp-Off leave from the Leaves module (the leave duration is debited). | − minutes |
| Adjust | Manually by HR — for legacy balance migrations, expirations, or one-off corrections. Requires a reason. | ± minutes |
📌 Earn and Burn are automatic. You don’t have to manually credit or debit minutes — the system writes the ledger entry the moment Attendance commits a Holiday/Week-Off punch (Earn) or a Comp-Off leave is approved (Burn).
🟢 Earning Comp-Off (Holiday / Week-Off Work)
The credit is computed at Attendance import time, per row, using these inputs:
- The day must be flagged as a Holiday (Settings → Holiday) or a Week-Off (Settings → Salary → Weekend Details).
- The employee must have a non-zero worked duration on that day (i.e., real punches, not a missing record).
- The credited minutes are the worked minutes on that day, optionally capped per-day or per-week by the Shift policy.
💡 If a Holiday OT cap is configured (Settings → Attendance Settings → Policy & Default Shift), only the capped portion is credited to Comp-Off. The remainder still appears as worked-min on the row but does not bank as Comp-Off.
🔴 Burning Comp-Off (Taking a Comp-Off Leave)
To consume the balance, the employee applies a leave with Leave Type = Comp-Off from the Leaves module. The flow:
- Employee opens HRM → Leaves → Add Leave.
- Picks Comp-Off from the Leave Type dropdown — it appears only when the employee has a positive ledger balance.
- Enters From / End Date. If the requested duration exceeds the available balance, DaaiSuite blocks the submission with an inline error.
- Manager / HOD approves as usual.
- On approval, a Burn entry is appended to the ledger; the running balance drops by the leave duration.
⚠️ If a Comp-Off leave is later cancelled (via Cancel Leave from the Leaves module or the Attendance kebab), the corresponding Burn is reversed and the minutes go back into the ledger as a fresh Refund entry.
✏️ Manual Adjustments (HR-Only)
Sometimes the ledger needs a one-off correction:
- Opening balance migration — bringing forward Comp-Off from a legacy system at onboarding.
- Expiration — many companies expire unused Comp-Off after 90 / 180 days; HR records the expiry as a negative Adjust.
- Discretionary credit — recognising work outside the punch system (off-site assignment, project critical-day support, etc.).
- Correcting a wrong Earn — if an erroneous Holiday flag caused a phantom credit.
Open the day-record aside, click Adjust, enter a positive or negative duration, and add a free-text Reason. The reason is mandatory and is shown next to the adjustment in the ledger.
🔒 Manual Adjust is gated by the Leave Override permission. Regular employees and managers cannot add manual adjustments.
🧾 Ledger Entry Anatomy
Every entry in the ledger shows:
- Date — when the entry was created.
- Type — Earn / Burn / Adjust / Refund.
- Source date — the day the credit/debit relates to (the Holiday / Week-Off / leave date).
- Minutes — signed value.
- Running balance — what the total looked like immediately after the entry.
- Reference — the underlying Attendance row or Leave document, click-through.
- Reason — mandatory for Adjust; auto-filled for Earn / Burn.
🚫 What the Ledger Does NOT Do
📌 Important rule: the Comp-Off Ledger is a parallel balance. It does not replace, override, or feed into ordinary leave balances. Salary continues to read the Leaves module for paid/unpaid days, exactly as for any other leave type.
- No automatic expiry. DaaiSuite does not delete or reduce balance after N days. Expiry is policy — record it as a manual Adjust.
- No carry-forward to next FY automatically. The ledger continues across financial years; if your policy is to wipe Comp-Off at year-end, run a year-end Adjust manually.
- No encashment. The ledger doesn’t compute encashment value. If you pay out unused Comp-Off, do it via Allowance/Reimbursement; ledger Adjust on the same day to keep the balance honest.
- Not editable post-write. Earn and Burn entries can’t be edited — to correct one, post a compensating Adjust.
💡 Tips
- Cap your Holiday OT. Without a cap, an employee who clocks 14 hours on a Holiday banks 14 hours of Comp-Off. Configure a per-day Holiday OT cap in Settings → Attendance Settings to keep balances reasonable.
- Run an end-of-year Adjust if your policy is “use it or lose it”. One bulk Adjust per employee with reason “FY 2025-26 expiry” keeps the ledger consistent with policy.
- Tell employees to apply Comp-Off leaves through the regular Leaves form. The Leave Type dropdown only shows Comp-Off when they have a positive balance — that’s their cue.
- Use the ledger panel as proof during disputes. Every entry has a click-through to the underlying Attendance row or Leave document — auditors love it.
- Adjustments need a reason. Even when you’re sure why you’re adjusting, write it down — your future audit will thank you.
🔗 Related Articles
- Attendance — where Earn entries originate from Holiday / Week-Off punches.
- Import Attendance from a Time-Punching Machine — the import that triggers Earn computation.
- Leaves — where Burn entries originate from Comp-Off leave applications.
- Holiday Calendar — defines which days qualify for Comp-Off Earn.
- Salary Settings → Weekend Details — defines Week-Off days for Comp-Off Earn.