How do I set an employee's allowance?
An employee's initial balance is based on their allowance. By default, you set their allowance in the time off policy, but there are other settings, such as individual allowances and length of service, that can overwrite this.
Time off policy allowance
By default, you set the time off balance is by whatever you've entered for the allowance in the time off policy itself.
If you set the time off policy to have an allowance of 20 days per year, everyone assigned to that policy will have an allowance of 20 days.
📎NOTE: Just because you set their allowance to 20 days doesn't mean the balance will be 20 days. For example, if you set the allowance to accrue daily, their balance will increase each day throughout the year, minus any approved time off they've taken.
Individual allowances
Individual allowances allow you to set a specific allowance for a time off policy for certain employees.
For example, most employees will have a balance of 20 days set by the policy, but you could set an individual allowance for one employee to allow them to have 25 days.
The number set in the individual allowance will take priority over the policy allowance.
Length of service
In a time off policy's settings, there is a setting to allow extra days based on how long the employee has worked for the company. For example:
After 5 years, allocate an additional 1 day
After 10 years, allocate an additional 3 days
This is based on the employee's start date.
So this setting can affect an employee's balance.
What can affect the time off balance?
There are multiple reasons why an employee's time off balance changes:
Approved time off requests
Changes to their allowance: policy allowance, length of service allowance, individual allowance
The allowance is set up to accrue over time, for example, daily, monthly, quarterly, etc. So, for example, the time off balance increases each day worked during the year
Someone has manually changed the time off balance
Adjusting and correcting Leave Balances
If there are issues with leave balances, such as you notice discrepancies. Here’s how to adjust and correct balances:
Manual adjustments
Use the 'change balance' feature to manually update an employee's time-off balance when necessary.
Recalibration through policy settings
Sometimes you can update an employee's balance simply by removing and re-adding the employee to the policy using the Eligibility option. This forces a recalculation of their balance, taking into account all settings currently set.
Common Troubleshooting Scenarios
Why is an employee’s leave balance incorrect?
If discrepancies arise in leave balances:
Check the employee’s profile and time-off settings to identify potential causes, for example, incorrect allowances or policy configurations
Use the ‘change balance’ feature to resolve identified issues
📎NOTE: Balances may look different depending on how many decimal places you allow in your general settings. For example, a balance of 1.89 days would show as 1.9 days if set to only one decimal place.
Do policy changes automatically apply to all assigned employees?
Yes, when you amend a time off in the settings, updates automatically apply to all employees assigned to that policy.