Employee leave tracker India
Track Earned Leave (EL), Casual Leave (CL), and Sick Leave (SL) for all restaurant staff. Enter leaves taken per month — running balances update automatically. EL encashment value calculated from basic salary. Print the leave register or export CSV for payroll. No signup.
| Employee | Designation | EL Taken | EL Bal | CL Taken | CL Bal | SL Taken | SL Bal | EL Encashment |
|---|---|---|---|---|---|---|---|---|
| — | Waiter / Server | 0 | 15 | 0 | 12 | 0 | 12 | ₹6,923 |
| Total (1 employees) | 0 | 15 | 0 | 12 | 0 | 12 | ₹6,923 | |
Leave entitlements under Indian law
Leave entitlements for restaurant employees in India are governed primarily by the applicable state Shops and Establishments Act (most restaurant staff are covered under this Act, not the Factories Act). Entitlements vary by state, but common minimums are:
- Earned Leave (EL) / Privilege Leave (PL): 15 days per year (1 day per 20 days worked) in most states. Carries forward; encashable on separation.
- Casual Leave (CL): 12 days per year. Cannot be carried forward or encashed. Typically used for personal emergencies or short-duration leaves.
- Sick Leave (SL): 12 days per year. Requires a medical certificate for leaves exceeding 3 consecutive days in most states. Cannot be encashed.
Some states have higher minimums — Maharashtra Shops & Establishments Act provides 21 days EL for employees who have worked for more than 3 years. Karnataka provides 12 days CL + 12 days SL + 15 days EL. Always verify the applicable state Act and any standing orders registered with the Labour Department for your specific restaurant.
EL encashment: how it works
Earned Leave is the only leave type that is encashable under most Shops & Establishments Acts. Encashment happens in two situations:
- At separation (resignation, termination, retirement): Full accumulated EL balance is encashed as part of the Full & Final settlement.
- At year-end (some employers): Accumulated EL beyond a carry-forward cap (e.g. 30 days) is encashed to prevent excessive accumulation.
The encashment formula: EL balance × (Basic Salary ÷ 26). The divisor 26 is the statutory working days per month under most labour laws. For example, an employee with 8 EL days remaining and a basic salary of ₹15,000 would receive ₹15,000 ÷ 26 × 8 = ₹4,615 as EL encashment.
EL encashment is taxable in the hands of the employee for private sector employees (unlike government employees who have an exemption up to ₹25 lakh under Section 10(10AA)). TDS applies where applicable.
Leave management best practices for restaurants
- Stagger leave across the team. Restaurants run on thin staffing — having two chefs or two cashiers on leave simultaneously creates operational gaps. Implement a leave approval process that checks who is already on leave before approving a new request.
- Block leaves during peak periods in advance. Communicate blackout dates (festivals, long weekends, high-revenue seasons) at the start of the year. Most Shops & Establishments Acts allow employers to defer earned leave to a later date if business exigency requires it.
- Track leave in writing. A verbal leave approval that is later disputed creates HR headaches. Use a leave request form (physical or WhatsApp message with date and reason) and counter-sign approvals. This tracker creates the record; the leave request form is the supporting document.
- Reconcile leave at year-end. Run this report in December or at your financial year-end. Compute EL encashment for employees near the carry-forward cap. Feed the encashment figures into your F&F settlement tool if an employee exits.
Where this fits
- Attendance register — daily attendance log; absent days are the source for leave deductions and LOP calculations
- Salary slip generator — LOP deduction from absent days feeds into net pay computation; EL taken in a month does not attract LOP
- Full & Final settlement — EL balance at separation is encashed; the encashment value from this tracker flows into the F&F calculator
- Payroll register — monthly payroll register for all staff; leave-driven LOP adjustments reduce gross pay before EPF/ESI/PT deductions
- P3 — Payroll pillar — complete guide to restaurant payroll in India: wage structure, statutory deductions, leave management, and F&F settlement