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Change time off balance for an employee in current period

How to increase or decrease the balance of a time of policy in Sage HR for an individual employee in the current period.

Sometimes you may need to change an employee's time off policy balance without changing their individual time off allowance. Whether this is to enter time off already taken, or to give an employee an extra day holiday etc.

📎NOTE: The option to change the time off balance isn't available if you use Sage HR Essentials or Basic HR.

Change time off available balances via employee profile

  1. As an admin user, on the main menu, click Company.

  2. Click on the employee's name that you would like to adjust remaining leave for. You can use Location and Team to help filter the employees.

  3. On the profile menu click Time off.

  4. The Time off summary informs you how much leave is available for each time off policy the employee is eligible for. Click Manual balance change.

  5. Select the leave type you want to adjust.

  6. Select the amount of days or hours the employee has already used or needs to be given. Note: For hours-based policies, ensure you enter the actual number of hours for partial days (e.g., 4 hours for a half day in an 8-hour policy) rather than a decimal like 0.5.

<br> 7. Under Action, select <b>Increase</b> or <b>Decrease</b>. 8. Leave the transaction date as it is. 9. Click <b>Record transaction</b>.<br>

Under Time off summary, the available amount for that leave policy has now changed.
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If you look at Time off details:

  • Yearly allowance stays the same

  • Manual transactions is now different

  • Available says the same as the number in Time off summary

Correcting Manual Transaction Errors

Manual transactions may sometimes display incorrect values due to conversions between days and hours. For example, entering 27.75 in a days-based field might convert to 256.69 hours. To fix this:

  1. Reverse the incorrect entry by decreasing the same value in the same field.

  2. Convert hours to days using the formula: days = hours ÷ working hours per day.

    • Example: 27.75 hours ÷ 9.25 hours/day = 3 days.

  3. Enter the corrected days value as the manual transaction to ensure accurate conversion to hours.

Change time off available balances via Time off ledger report

You can also change an employee's balance via the Time off ledger report. This allows you to change the balance for different employees without having to go to the profile of each one.

  1. Click Reports.

  2. Click Time off.

  3. Click Time off ledger.

  4. Click Record new transaction.

When you use this option, you can select which employee you are making the change for.

Transferring Balances Between Policies

To transfer one day of holiday from a days-based policy to an hours-based policy without altering the annual allowance:

  1. Use the Manual Balance Change feature.

  2. Decrease the balance by one day in the days-based policy.

  3. Increase the balance by the equivalent number of hours in the hours-based policy (e.g., 8 hours for an 8-hour workday).

  4. Ensure the hours-based policy allows part-day requests by enabling the relevant settings in the Conditions section.

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