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.
Note: The exact transfer date depends on your company's leave year policy: |
| Leave Year Policy | Balance Transfer Date |
|---|---|
| Calendar Year | 31 December |
| Financial Year | End of the Financial Year |
| Employee Anniversary | Employee's work anniversary date |
- 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.
Important: If no expiry date is set, any remaining balance beyond the transferred amount will be forfeited on the transfer 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.
| Column | Description |
|---|---|
| Transaction Date | The date and time the leave transfer was performed. |
| Transfer By | The user who initiated the transfer. |
| Transfer Type | Whether the transfer was automatic or manual. |
| Leave Type | The type of leave that was transferred. |
| Transfer Status | The current status of the transfer (see below). |
| Action | View transfer details or download the transfer report. |
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.
Backdated Leave Applications After a Year-End Transfer
If a year-end balance transfer has already run and an employee then submits a backdated leave request covering dates in the previous year (for example, dates in December after a 1 January transfer), it is important to understand how JustLogin handles the application, which balance is affected, and what manual steps may be required afterward.
Is a backdated application allowed?
JustLogin does not automatically lock or close a past leave year, so a request submitted in January for leave dates in late December is structurally valid. Whether it actually goes through depends on your Days in Advance setting, found under Company Settings → Annual Leave Setting.
| Days in Advance setting | Behaviour |
|---|---|
| Set to a number greater than 0 | Any application submitted more than that many days after the leave start date is automatically rejected with the message: "You can only apply this leave N day(s) in advance." A January submission for December dates will fail this check. |
| Set to 0 or left blank | No deadline applies. The application proceeds to your normal approval workflow — nothing is auto-approved simply because of the backdating. |
Which balance does a backdated application deduct from?
The system uses the dates of the leave, not the submission date, to determine the leave year. A request for dates in December 2025 is charged against the 2025 balance; the 2026 opening balance is not affected.
The previous year's balance is not zeroed or deleted when the year-end transfer runs. The transfer reads the closing balance and writes the carry-forward result into the new year, but the previous year retains its own entitlement, adjustments, and taken figures — which is why it remains available for a backdated application.
Can the previous year's balance go negative, and does it affect the carry-forward?
Once a backdated application is approved, those days are added to the previous year's Taken count, reducing the closing balance — potentially below zero. Whether the system permits this depends on your negative balance setting.
| Allow employees to apply leave beyond their current balance | Behaviour |
|---|---|
| On | No balance check is performed. The previous year's balance can go negative and the application will proceed. |
| Off | The system checks the previous year's balance before allowing the application. If the balance is insufficient, the request is rejected. |
Crucially, the year-end carry-forward that already ran is not recalculated. The transfer was a one-time snapshot. Approving a backdated leave request after the fact lowers the previous year's closing balance retroactively, but the new year's opening balance remains at whatever was transferred on the transfer date.
Important – Double-spend risk: If the carry-forward was not already capped out, approving backdated leave after the transfer effectively means the same days are counted twice — once as taken in the previous year, and once as days carried into the new year. You must manually adjust the new year's carry-forward balance to correct this; JustLogin will not do so automatically. |
Recommended admin workflow for backdated applications
Follow these steps when handling a backdated leave application submitted after a year-end balance transfer has already run.
- Check your Days in Advance setting. Go to Company Settings → Annual Leave Setting and confirm whether the application is blocked outright before taking any further action.
- Review the employee's previous year balance. Check how many days remain and whether your Allow Negative Balance setting is on or off, so you can anticipate the impact of approval.
- Approve or decline through the normal workflow. No special steps are needed at the point of approval itself — the system will correctly charge the previous year's balance.
- After approving, manually adjust the new year's carry-forward. Compare the previous year's closing balance before and after the backdated leave was applied. If the approved days reduce what should have been carried forward, subtract that difference from the employee's new year opening balance using a manual leave adjustment.
- Inform the employee of any balance changes. If the previous year's balance becomes negative or the new year's balance is adjusted downward, communicate this clearly so there are no surprises when the employee next checks their entitlement.
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:
- If auto-transfer is not saved: No automatic transfer will occur, regardless of any manual transfers.
- 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.
Tip: You can check whether an auto-transfer is pending by going to Transfer History. Pending auto-transfers are shown with the status Pending. |
Q: An employee submitted backdated leave for December after the 1 January transfer ran — what do I do?
See the Backdated Leave Applications After a Year-End Transfer section above for a full explanation and the recommended admin workflow. In summary: the system charges the December leave against the previous year's balance and does not automatically adjust the already-completed carry-forward. If the backdated approval changes what should have been carried forward, you must make a manual leave adjustment to the employee's new year opening balance.