Employee leave allowances are linked to an allowance year, and one of the configuration options is to specify the start month for that allowance year.
If you change your Leave start month for any particular reason, you can use the Allowance Range tool to calculate the new allowance based on a different start month.
Note that the system will determine whether the right option is to extend or to shrink the allowance period.
For example, if a Leave Start Month is January, employees allowance will run from January 1st until December 31st.
If you wish to change the Leave Start Month to April, the new current leave year would be shortened from Jan-March and a new leave year created for April-March.
This tool is a 2 step process for updating the employee allowance to show the new leave start month changes. Firstly this tool is used to shrink or extend the employee allowance and then secondly the allowance calculator tool is used to update the employee's allowance.
Once this tool has completed step one, the user will automatically be redirected to the allowance calculator for the second step of the process. Further information about the allowance calculator tool can be found here.
When is this tool used?
This tool is used when the leave start month for an employee changes. This can be from the following scenarios:
- A consistent leave start month is changed under System Config> General settings > Leave Settings
- An employee is moved to a new Work Profile with a different leave start month
- An employee is restored from archived, regardless of which team they are restored to
This tool can also be accessed without automatic redirection by going to Leave admin > Adjust Allowance Range
Using the tool
To access the Adjust Allowance Range tool, please go to Leave Admin > Adjust Allowance Range. Once inside the team, select the employee Division (if applicable), Team and Work Profile.
Select which year the employee's allowance should be adjusted from.
The employee in the screenshot example has a new leave start month of January and we will be extending their 2017 allowance to be January 2017 to March 2018, so that their 2018 allowance starts in April.
To preview the changes to the allowance, please click on the Preview Balance Changes.
The preview will display all updates to the employee's requests, as some requests may now fall into a different calendar year.
The drop-down menu can be used to select the allowance year to review all changes to the requests for that year.
Once all changes are reviewed, they can be confirmed by using the Confirm Changes button.
If there are multiple employees to update, the checkbox to select the employee can be checked and then click the Confirm changes button to bulk update.
Once Changes are confirmed you will be redirected to the Allowance Calculator to update the employee's allowance. Alternatively, you can skip this step to adjust allowances for other employees using the Adjust Allowance Range tool.
The Allowance Calculator can then be used to update the employee's allowance. Further information regarding the Allowance Calculator can be found here.