When you make a time off request, you see the following message appear.
The number of days you are trying to book exceed your available days on the selected period.
This occurs because an admin has enabled the Do not allow to book more days than remaining in the current period setting within the time off policy's settings. This prevents an employee from booking more days than they have available in their balance.
Factors that affect Sage HR, deeming there to be not enough balance, include:
Pending time off requests
There are time off requests that the time off approver hasn't yet approved or declined.
📎NOTE: This also applies to pending requests for the next holiday period. This is because the balance is held until someone approves or declines a pending request. The system only knows where to apply the balance at the point of approval.
Decimal rounding
Decimal place settings are rounding up balances. This results in it looking like there's more time off available than there actually is.
💡EXAMPLE: You see 1 day remaining, but there's actually 0.999 due to how Sage HR has calculated the accrual.
Steps for employee user
As an employee user, if you think this isn't right, you need to contact your admin user, who can follow the guidance below.
Steps for admin user
If you need to resolve or work around this message, you have a few options:
Step 1 - Approve or decline all outstanding requests for the current holiday period
Make sure you've approved or declined all outstanding time off requests in your current holiday period.
Step 2 - Approve or decline all outstanding requests for the next holiday period
Make sure you've approved or declined all outstanding time off requests in the next holiday period. For example, all the time off requests employees have made for next year.
Step 3 - Change your decimal places in General settings
In your general settings, set Number of digits shown after comma to 4. This allows you to see if the system has rounded up the remaining leave balance.
Click your name on the top right, then click Settings.
Click General.
Scroll down and under Number of digits shown after comma select 4 (1.2345).
Return to view the employee's time off balance. If the system rounds up and the remaining balance is less than the requested time off, you can manually adjust the balance.
💡EXAMPLE: If an employee is trying to book off 1 day and it's showing as 0.999, adjust the balance by 0.001.
Step 4 - Refreshing the employee's balance
Within Time off policy settings, click the Eligibility button on the policy in question.
Untick the box to the left of the employee who is trying to book the leave. If you have selected Everyone, click Selected employees first.
Click Save.
Click the Eligibility button again.
Tick the box to the left of the employee's name. If you originally had the eligibility set to 'Everyone', select this again.
Click Save.
This will force a re-calculation of the employee's balance. Now try requesting the leave again.
Issue persists?
Temporarily disable the 'Do not allow to book more days than remaining in the current period' setting
If you still get the error after dealing with all pending time off requests and checking decimal settings, use the following workaround.
Click your name in the top right, then click Settings.
On the settings menu, click Time off, then click Policies.
Click Settings on the relevant time off policy.
Click the Conditions section at the bottom.
Deselect Do not allow to book more days than remaining in the current period.
Click Save.
Submit the time off request again.
After you submit the time off request for the employee, enable the time off policy restriction again.