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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.
Managing Active Leave Years
You can enable or disable staff to submit requests in any year by managing the Active Leave Years. It is important to ensure your have the correct Leave Years activated, and this can be done either for the whole organization, or on individual Team Profiles.
To enable a Leave Year for all users, head to System Config then General Settings. Under the Leave Tab go to Active Leave Years.
Tick the box for next year and then Save Changes, this will enable next year for all active users. Changing these settings will only affect employees in teams where this setting has not been overridden.
To override the Active Leave Years on a Team basis go to Organization > Teams.
Click on the team you wish to edit and in the Main Details tab, click Override System Defaults then select the year you'd like to switch on.
To see what Active Leave Years exist in your organization you can go to the Organization menu, click on Teams, and click the Columns drop down and tick Active Leave Years. You will then see a new column appear on that page and it will help you see if you have inconsistent settings across you teams. If you want to manage Active Leave Years consistently across the organization, go into each team and adjust the team settings so they are consistent. You can then manage all Active Leave Years on the System Config setting as shown above.
Preparing for the new Leave Year
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 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
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.