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How do we prepare for a new Leave Year?

In this article: 

Preparing for the new Leave Year

In the new Leave Year

When approaching the end of a Leave Year, HR Managers may consider reviewing the following to ensure a smooth transition into the new Leave Year. Follow the steps below to ensure your employees have the correct Leave Allowance going into the New Year.

Preparing for the new Leave Year

Active Leave Years

Allow staff to submit requests in the new year by ensuring the correct Leave Years are activated on Team Profiles. 

Go to Organization > Teams. 

Click on the team you wish to edit and in the Main Details tab, select the Leave Years you wish to activate, then click save changes. 


Ensure allowances are configured correctly on your Leave Profiles. 

Go to Leave Admin > Leave Profiles and select your Leave Profile, then click Entitlement Settings. Check both the Options and Default Entitlement tabs. 

Take a look at the Allowances section of our Leave Profiles guide here

Carry Over

Carry Over occurs automatically at the start of a new Leave Year. Please ensure Carry Over and Carry Over Debt settings are configured correctly on the Default Entitlement tab of the Entitlement Settings. 

Important things to note here: 

Carry Over - at the end of the Leave Year, the system can automatically carry over unused Leave Allowance into the next Leave Year. To enable this feature, enter a number greater than zero to represent the maximum amount of Leave which is allowed to be carried over. To disable this feature, set the value to 0
If you allow Carry Over but limit it to be taken within a set period, check the Carry Over Expiry box and select when employees should use their Carry Over allowance by. Any allowance not taken in this time period will be deducted from the employee's total Leave Allowance once the Carry Over period has finished
Check the Carry Over Debt box if exceeded Leave Allowance can be taken from the following year. For example, if a user exceeds their allowance by 5 days, their Leave Allowance for the following year is reduced by 5 days

NOTE: If your carry over is not configured at the turn of the Leave Year, you will have to adjust employees' allowance manually.

Public Holidays

Ensure Public Holidays for the new Leave Year have been configured, this is done on the Main Details section of your Leave Profiles. Go to Leave Profiles > Main Details > Configure Public Holidays. 

For more information, please see our support article here

Approve any pending requests

Remind managers to approve requests for the current year before Carry Over is automatically triggered. If requests are approved after Carry Over, the Carry Over amount may be invalid. You can check which requests are in pending state via the Request History page.

In the new Leave Year

Once the new leave year has started, you will want to review the allowances for your staff after the automated Carry Over process has completed. If you need to make a small number of adjustments you can do so by editing an allowance record and making a manual adjustment. Alternatively, adjustments to allowances can be made in bulk via the Bulk Adjust Allowance Tool.

Go to Leave Admin > Bulk Adjust Allowances. 

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