Leave Balance Transfer

The system performs an automatic Annual Leave balance transfer at the end of each leave year. Before the year ends, the Leave Administrator must configure the necessary parameters based on the company's leave policy.

• If your company's policy does not require a leave balance transfer, you can skip the configuration steps entirely.
• If your company previously set up Automatic Balance Transfer and there are no changes, there is no need to re-save. The system will use the same settings from the previous year.
• If you have other leave types created for the year, they will also be populated for the upcoming year once the leave balance transfer is completed.

Overview

There are two ways to perform a leave balance transfer in JustLogin:

• Automatic Balance Transfer – configured in advance & triggered automatically for Annual Leave on transfer date.
• Manual Balance Transfer – initiated by the Leave Administrator at any time, for any leave type.

Getting Started

Step 1: Log in to your JustLogin account.

Step 2: From the main menu, go to then .

Step 3: Click the tab at the top.

Automatic Balance Transfer Settings for Annual Leave

The Automatic Balance Transfer section allows you to pre-configure how Annual Leave balances are carried over at the end of each leave year.

• Leave Type – reflects the account's leave accrual policy as set in Leave Configuration.
• Transfer Date – the end of the leave year (Calendar Year, Financial Year, or Employee Anniversary), based on your company's policy.

Step 4: Click the View Configuration link to set or edit the transfer settings.

Step 5: Choose how many Annual Leave days are allowed to be transferred to the next year. There are four options:

Option 1 – All leave balance from previous year

The system transfers the entire remaining leave balance from the current year to the following year. No cap is applied.

Option 2 – By annual leave entitlement days

The transfer allowance is determined by the employee's leave entitlement. Click the Edit Conditions link to configure the policy — a pop-up window will appear.

Example: Employees with 12 days entitlement may transfer up to 5 days; those with 15 days may transfer up to 6 days; those with 20 days may transfer up to 7 days.

Option 3 – Set max days of previous year's leave balance

A fixed maximum number of days can be transferred, regardless of entitlement.

Example: Only a maximum of 5 days of this year's balance may be transferred to the next year.

Option 4 – Set max percentage of previous year's leave entitlement

The system transfers only a defined percentage of the previous year's entitlement.

Example: If an employee has 12 days entitlement for 2024, only 50% (6 days) will be transferred to 2025.

Step 6: If Options 2, 3, or 4 are selected, an additional setting for forfeited leave will appear. This allows employees to continue using any remaining leave balance (beyond the transferred amount) up until a set expiry date.

Step 7: Set the expiration date of the transferred leave, if applicable.

• No Expiry – the transferred leave balance will not expire.
• Set an expiry date – specify the date on which the transferred leave will expire.

Step 8: If adding an expiry date, click the calendar icon to select the date.

Step 9: Click to save your settings.

Manual Balance Transfer Settings for All Leave Types

A manual transfer can be initiated at any time — before or after the automatic transfer date. While the automatic transfer covers Annual Leave, all other leave types must be transferred manually.

The configuration options (Steps 5–9 above) are the same as for Automatic Balance Transfer. The key difference is that you must first select the leave type you wish to transfer.

Step 1: Select the Leave Type you want to transfer to the next year.

Step 2: Set the number of leave days allowed to be transferred, using the same options described above (Options 1–4).

Step 3: Set an expiry date for the transferred leave, if applicable. Otherwise, select No Expiry.

Step 4: Click the button to initiate the transfer.

A confirmation pop-up will appear. Review and confirm the action to proceed.

Transfer History

The Transfer History page provides a full log of all leave balance transfers performed on the account.

Transfer Status

• Pending – Settings have been saved; the actual transfer has not yet occurred.
• Completed (with warning) – The transfer was completed but encountered one or more errors. Review the transfer details for more information.
• Completed – The transfer was successful.

After the Leave Transfer

Once a transfer is complete, the transferred balance is reflected in the employee's leave summary and reports:

• The transferred leave appears under Balance from Previous Year in leave summaries and reports.

• If No Expiry is set, the transferred leave is added to the next year's opening balance.

• If an expiry date is set, the transferred leave appears under Adjustments in the leave summary.

Frequently Asked Questions

Q: Will the system auto-transfer on 1 Jan if we manually transfer leave beforehand?

This depends on whether the Automatic Balance Transfer has been saved:

1. If auto-transfer is not saved: No automatic transfer will occur, regardless of any manual transfers.
2. If auto-transfer is saved:
   • Manual transfer done before saving the auto-transfer → The auto-transfer will still proceed on the transfer date.
   • Manual transfer done after saving the auto-transfer → The pending auto-transfer is cancelled, and no duplicate transfer occurs.