The Adjustment feature in the Leave module allows HR administrators to manage staff leave balances by performing credit (add), debit (deduct), or leave encashment actions.
| Action | Description | Common Use Case |
|---|---|---|
| Credit | Adds leave days to an employee's balance | Public Holiday falls on a weekend; employee works on a Public Holiday |
| Debit | Deducts leave days from an employee's balance | Correcting an error; adjusting for unpaid leave |
| Leave Encashment | Converts unused leave into cash, transferred to Payroll | Processing unused leave as part of an employee's pay run |
Part 1. How to Credit or Debit Leave Balances
Follow the steps below to add or deduct leave days for one or more employees.
Step 1: Click on .
Step 2: Click on .
Step 3: Click on . This will bring you to the
page.
Step 4: Select the leave type you wish to credit or debit.
Step 5: Set the number of days you wish to credit or debit.
Step 6: Review the effective date and expiry date. The effective date defaults to the current date, and the expiry date defaults to the end of the year. This means the credited leave can be used by the employee up until the expiry date.
Step 7: Ensure the adjustment type is set to Credit or Debit accordingly.
Step 8: (Recommended) Enter a remark explaining the reason for the adjustment. This helps you keep a record and is also visible to the employee.
Step 9: Select the employee(s) you wish to apply the adjustment to.
Step 10: Click .
Step 11: A confirmation prompt will appear. Review the details carefully.
Step 12: Click to confirm.
Step 13: A success message will appear once the adjustment has been applied.
Clicking Close will redirect you to the View Adjustment History page, where you can review the adjustment you just processed.
Part 2. How to Encash Leave
JustLogin Leave allows you to process leave encashment for employees. Once submitted, the encashment data is transferred to Payroll and can be included in the employee's pay run.
Step 1: Click on .
Step 2: Click on .
Step 3: Click on .
Step 4: Change the adjustment type to Encashment.
Step 5: Select the leave type you wish to encash.
Step 6: Select the year of adjustment.
Step 7: Set the number of days to encash.
Step 8: (Recommended) Enter a remark explaining the reason for the encashment.
Step 9: Select the employee(s) you wish to apply the encashment to.
Step 10: Click .
Step 11: A confirmation prompt will appear. Review the details carefully.
Step 12: Click to confirm.
Step 13: A success message will appear once the encashment has been submitted.
Next step: To process the encashment in Payroll, refer to the guide: Process Leave Encashment in Payroll. |
Part 3. Understanding Expiry Dates for Leave Adjustments
Leave reports display credited adjustments and indicate whether they are active or expired, which directly affects an employee's usable leave balance.
How expiry dates work
When you credit an adjustment, it is only usable between its effective date and its expiry date. After the expiry date passes, the adjustment is counted as expired and no longer contributes to the employee's balance.
Example
An admin credits 1 day of Annual Leave as an adjustment, effective from 01 Sep and expiring on 09 Sep.
When a leave report is generated, the adjustment appears across two columns:
| Column | Description |
|---|---|
| D1 (Total) | The total number of adjusted leave days, including those that have already expired. |
| D2 (Expired) | The portion of adjusted days that have expired and are no longer usable. |
The system calculates the active adjustment balance using the formula:
D = D1 – D2
where D is the total active (usable) leave adjustment balance.
Part 4. Managing Adjustment Records (Edit & Delete) via View Adjustment History page
After submitting a leave adjustment, you can view, edit, or delete it from the View Adjustment History page. Under the Actions column, you will find options to edit or delete each record.
4.1. Edit a Leave Adjustment
You can update the number of days, effective date, or expiry date of an existing adjustment.
Step 1: Click the pencil icon next to the adjustment you want to edit.
Step 2: The number of days, effective date, and expiry date fields will become editable. Make the necessary changes.
Step 3: Click the save icon (green) to apply your changes.
Step 4: The adjustment status will remain as "Active" if saved successfully.
Note: The employee name and leave type cannot be edited after submission. Additionally, all leave adjustment types can be edited except Leave Brought Forward. For Leave Brought Forward adjustments, edits are not permitted after the expiry date has passed. |
4.2. Delete a Leave Adjustment
If you need to remove an adjustment — for example, if it was submitted for the wrong employee or an incorrect leave type was selected — you can delete it from the Adjustment History.
Step 1: Go to View Adjustment History.
Step 2: Click the trash bin (delete) icon next to the relevant adjustment.
Step 3: A confirmation prompt will appear. Confirm the deletion.
The adjustment status will update to "Deleted" and will no longer affect the employee's leave balance.