Transferring of Leave Balance Settings and Options

Introduction

The system performs an automatic leave balance transfer every 31st of December. Before this date, the Leave Administrator will need to set up the parameters that will be transferred into the next year based on their company's policies. This article will explain each option in detail with accompanying examples.

Steps

Step 1: Log in to your account

Step 2: Go to 

Step 3: Click on 

Step 4: Click on the  tab at the top. This is where the Leave Administrator needs to configure the leave balance transfer based on their company's requirements

Before making any changes, please make sure to read the Important Notice portion:

Step 5: Update the leave type that the system will transfer

Note: Other Leave Types can also be transferred although it will not have an option for the grace period or Step#8 below. It is fixed until 31st Dec.

Step 6: Please click on  button. This can be found on the lower-left area of your screen

Step 7: The 1st portion refers to the number of days to be transferred to the following year.

NOTE: There are 4 (four) options to choose from. Please refer to the explanation for each below:

Option 1 - All leave balance of the previous year - the system will transfer any remaining balance of the leave type chosen over to the following year.

Option 2 - Maximum of __ days of previous year's leave balance - the admin can set a specific number of days that can be transferred into the following year

Example:

If the remaining balance for Annual 2020 is 15 days, and the company only allows up to 5 days to be transferred to 2021 for all users, then he must choose 5 on the dropdown field.

Option 3 - Maximum of __% of previous year's leave entitlement - the system will only transfer a certain percentage of last year’s total entitlement. 

Example:

If one of the employees’ entitlement is 18 days for Annual 2020 and can transfer only up to 50% of the entitlement, the remaining balance for Annual 2020 is 10, then the system will only carry over 9 days.

Option 4 - By annual leave entitlement days - is almost the same as the second option, only that it is based on the Annual 2020 entitlement instead of the remaining balance. The admin needs to click on the “edit conditions” link to set the policy in the pop-up window

Step 8: The 2nd portion is to set an expiry date for the leave balances to be transferred into the next year

Option 1 - No Grace Period - means that the transferred balance has no expiry date and whatever is left from the previous year will be added to the Annual Leave type's opening balance of the following year.

Example: 

2020 remaining balance: 5

No grace period

2021 entitlement: 18

Then:

Opening balance (if entitlement policy): 23 (18+5)

Opening balance (if earned policy): 5 (0+5)

Option 2 - Set a grace period, which the forfeited leave balance must be consumed - Leave must be consumed by – this option allows the admin to set an expiry date for any un-transferred balance from the previous year and will be shown as an adjustment. This leave type can then be used by the employee to apply for leave before the set expiry date.

Example:

Remaining balance from 2020: 11

No. of days allowed to be transferred: 5

Forfeited leave: 6 (11-5=6) 

Then:

Opening balance for 2021 (if entitlement policy): Entitlement + 5

Opening balance for 2021 (if earned policy): 5 (0+5)

Adjustment of 6 Annual Leaves with an expiry date of 7/31 credited to the staff.

Option 3 - Set a grace period, which the transferred leave balance must be consumed - Leave must be consumed by - this allows the admin to set an expiry date for the transferred leave balance to the following year. Whatever leave transferred will then be shown as an Annual Leave type adjustment - credit

Example:

Remaining balance from 2020: 11

No. of days allowed to be transferred: 5

Then:

Opening balance for 2021 (if entitlement policy): Entitlement

Opening balance for 2021 (if earned policy): 0

Adjustment of 5 Annual Leaves with an expiry date of June 1 credited to the staff.

Step 9: To save the changes made, the admin will then have to click on 

NOTES:

  • Below is an image sample of an automatic leave balance transfer and how it would appear as an Adjustment-credit

  • This can be used to do the leave balance transfer process manually after saving the settings.  A manual transfer can be done if:

Your company does not transfer any of the remaining annual leaves of the staff

You would like to do the balance transfer before/after the automatic transfer (31st of December)

*If the manual transfer is done after the scheduled Automated System transfer, then expect an auto-adjustment especially if there are leaves taken after the Automated leave balance transfer and before the manual transfer. 

  • If the company is configured for fiscal year instead of calendar year, the system will not do an automatic leave balance transfer at the end of the calendar year. It will happen at the end of the fiscal year
  • For new companies, if no settings have been saved for the automatic leave balance transfer, no transfer will happen.
  • For companies who have already gone through the automatic leave balance transfer in the previous year, the old setting will be followed, unless changes were made and saved.
  • If the company does not want any balances to be transferred automatically, they can set the settings to the following:
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