Leave under the service rules
Put the leave table from the service rules into the system exactly as approved: for example, 12 days of casual leave, 10 days of medical leave on the pay the rules specify, 30 days of privilege leave accumulating up to a set limit, and maternity leave. Where the rules were written before the Labour Codes, have them checked against the annual leave provisions, including carry forward and encashment. Any change to the table needs a board resolution, and the system should change only after it.
Cover for cash custody and single-person posts
Many small branches have one cashier and one manager. When the cashier takes leave, someone else must take charge of cash, often a clerk from the same branch or a relieving cashier from head office, with the charge handover written into the cash register. Ask for a week's notice for planned leave in these posts, and let the branch manager approve only once cover is named. The same applies to a village collection point run by one or two people: the route supervisor arranges a substitute before leave is granted.
- Relieving cashier named before approval
- Charge handover written in the cash register
- Substitute for single-person collection points
- A week's notice for planned leave in these posts
Year-end, audit and season blackouts
Credit societies close their books on 31 March and push recoveries through February and March, so leave in those weeks is usually restricted for branch and recovery staff. The statutory audit and the AGM bring busy weeks for head office accounts. Dairy procurement staff face the winter flush season, and marketing co-operatives the fertiliser and seed rush before sowing. List these periods in a circular each year, so staff can plan leave around them.
Privilege leave encashment and retirement
Service rules often allow privilege leave to accumulate over a career and be encashed at retirement, up to a limit the rules set. Keep the ledger exact, because every accrual, use and encashment will be checked when a long-serving employee retires. Where the rules lapse leave above a cap at year end, preview the lapse before running it, so a branch manager with 30 years of service does not lose days by mistake.
How to set it up in ZeniaHR
- In the Leave Ledger, set leave types, accrual and maximum balances exactly as the board-approved service rules state.
- Require a week's notice for planned leave, a medical certificate beyond the days your rules allow, and the longest spell the service rules permit.
- Branch managers approve leave from My Team, with HR second, only after the relieving cashier or substitute is named.
- Publish the March closing, audit and seasonal blackout weeks on the Company Wall for the branches or departments concerned.
- Preview the year-end carry forward before running it, so balances above the cap lapse only as the rules intend.
- Pay encashment the rules allow through leave encashment in payroll, so each encashment is also recorded in the Leave Ledger.
Read more about leave management in ZeniaHR.
Roles this applies to
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What leave do co-operative society employees get?
Whatever the board-approved service rules provide, usually casual leave, medical leave, privilege or earned leave and maternity leave, with privilege leave accumulating over the years and encashed at retirement up to a limit. The rules should be checked against the Labour Codes' annual leave provisions and changed only by board resolution.
Can a credit society restrict leave in March?
Yes. A society can restrict planned leave in its service rules or through an annual circular, because recoveries, year-end closing on 31 March and audit preparation need every branch fully staffed. Emergencies are still allowed. Announce the restricted weeks early so staff can plan around them.
Who handles cash when a credit society cashier is on leave?
Another authorised staff member, usually a clerk from the same branch or a relieving cashier from head office, takes charge of cash with a written handover in the cash register. The branch manager should approve the cashier's leave only after the relieving person is named.