Leave balances and policies

A balance shows recorded leave days, pending requests, and the amount remaining. A policy defines how entitlement builds up; it is not the same as days already recorded. Always check the leave type and leave year before interpreting an amount.

Access needed

Access depends on your assigned permissions and workflow scope.

Read your own balances and ledger: Sign in with an account linked to your employee record. This grants only your permitted own-data scope. No administrative balance-read permission is required. Only policy-backed types have tracked balances.
Role and permission labels
Typical responsibility: Employee. Role names alone do not grant access.
Read another employee’s balances and history: leave.balances.read
Role and permission labels
Typical responsibility: HR or authorized reader. Role names alone do not grant access.
Read employee leave balances
Add or remove days through an adjustment: leave.balances.manage
The selected leave type must have a balance policy. The interface also needs balance-read access to locate and inspect another employee’s balance. History entries are permanent.
Role and permission labels
Typical responsibility: HR administrator. Role names alone do not grant access.
Adjust leave balances
Read a leave balance policy: leave.types.read
Role and permission labels
Typical responsibility: Authorized policy reader. Role names alone do not grant access.
Read leave types and policies
Create or change a leave balance policy: leave.types.manage
The current management interface reads the policy with leave.types.read. Policy management does not grant balance adjustments.
Role and permission labels
Typical responsibility: HR policy administrator. Role names alone do not grant access.
Manage leave types and policies

Demo screenshots may show broader access than your account.

For employees: check your allowance

Open My Workspace → Leave → Leave balances. Your account must be linked to your employee record. Check Available, Pending, Taken, and Can request for the intended leave type and year. Use the year filter when looking at another period.

Employee Leave balances showing five available days for the demo policy type — Check the leave type, year, and Pending before planning a request.

Can request is Available minus Pending. Any permitted negative-balance allowance is a separate policy rule, not additional accrued leave. Available alone does not account for existing Pending requests.

Open the balance or use Balance actions → View balance history to see its year dates and recorded entries. If no row appears, check the year and filters and ask HR whether the type has a balance policy. A type with no policy is not balance-tracked; an empty list does not promise unlimited leave.

Understand the amounts

Amount	Meaning
Entitlement	The policy allowance for the leave year, including applicable hire-date proration.
Accrued	Days already granted through recorded accrual entries.
Carried over	Recorded days brought from the previous leave year.
Adjusted	Net days added or removed by authorized adjustments.
Taken	Approved days deducted, net of days returned by qualifying cancellation.
Expired	Recorded unused carryover removed after expiry.
Available	Accrued + Carried over + Adjusted − Taken − Expired.
Pending	Days reserved by Pending requests; shown separately from the recorded balance.
Can request / After pending	Available minus Pending.

The demo has 20 days of entitlement, no recorded accrual, and a five-day adjustment. Its five available days come from that adjustment, not an automatic 20-day grant. Your own amounts follow your workspace's policy and recorded activity.

The leave year need not match January–December. It is named after the year in which it starts. For example, a leave year starting in April 2026 runs through March 2027. A request belongs to the leave year of its start date.

For HR: find and inspect a balance

Open Leave → Balances. Search by employee name or number, use the leave type and year filters, and check the active filters before interpreting totals. Reading balances, managing adjustments, and managing leave-type policies have separate access requirements.

HR balances filtered to a fictional employee with entitlement, accrued and adjusted amounts — Employee totals combine matching types; inspect each type separately.

Employee rows group matching leave types. Expand the employee for the per-type breakdown: totals across types are not interchangeable allowances. Open the relevant balance's View history action to investigate its amount.

Read balance history

History identifies the employee, type, and leave-year dates. Check the summary and expand Balance breakdown when needed. Use Timeline for the sequence or Table for columns. History is oldest first and can span several pages.

Balance timeline showing a five-day fictional adjustment and running balance — A recorded adjustment is distinct from an accrual.

Balance history Table view for a fictional adjustment — History entries remain permanent.

Each entry records its kind, date, days added or removed, and the running balance for that type. Reasons and linked leave requests help explain the change. View activity may open the corresponding activity where your access permits it.

Configure a balance policy

Authorized staff open Leave → Leave Types, then the relevant type's Manage balance policy action. Review the leave type's identity before editing; paid/unpaid treatment and maximum days per request belong to the type, while annual entitlement belongs to its policy.

Configured demo balance policy with entitlement and accrual settings — Policy settings do not rewrite recorded history.

Set entitlement and accrual
Enter Annual entitlement and choose Upfront or Monthly. Upfront grants the annual amount through accrual processing; Monthly builds it up over the year. Decide whether to prorate from the hire date.
Review unused leave
Set Maximum carryover and Carryover expiry. A carryover maximum of 0 allows no positive carryover. An expiry of 0 means no expiry. Review these rules together.
Set usage limits
Review Allowed negative balance and Minimum service. These control permitted borrowing and service before use; they do not create accrued days.
Save and verify
Select Save policy, wait for success, then reopen it to verify the settings. Check balances separately after the next scheduled accrual run (every 6 hours). Do not assume saving the policy immediately grants the displayed entitlement.

When will the balance update?

Upfront grants the entitlement due for the leave year; Monthly grants the amount due for months already started, using half-day rounding. A policy created mid-year catches up eligible months on the next run. Hire-date proration starts from the hire month. Nothing accrues before the hire date or for an employee without an active employee-directory entry.

Positive unused days can carry over up to the policy cap. A negative balance carries forward in full. When expiry applies, unused carried-over days can expire; do not mistake an Expiry entry for a manual adjustment.

Make an authorized adjustment

Use an adjustment for a documented correction or approved manual change, not to disguise a missing accrual run. Check the employee, leave type, leave year, current history, and reason first.

Open Adjust balance
Use the balance's actions or its history panel. Confirm the employee, type, and year shown in the form.
Enter the change
Enter positive days to add leave or negative days to remove it, in half-day steps. Zero is not an adjustment. Enter a meaningful Reason within 500 characters; it becomes part of the history.
Review before saving
Select Review adjustment. Check the sign and amount, employee, year dates, reason, and estimated balance. The estimate starts from the last recorded Available amount and excludes Pending requests.
Save once and inspect history
Select Save adjustment and wait for success. Reopen history to verify the new entry and amount. If the result is uncertain, check history before retrying to avoid adding the same days twice.

Balance adjustment form with five demo days and explicit reason — Check the sign, type, employee, and leave year.

Adjustment review showing employee, year, reason and estimated balance — Saving adds a permanent history entry.

Plan future leave carefully

The request preview uses recorded accruals and does not forecast future grants. Check its warnings even when an estimate suggests that days may become available later.

Troubleshooting

Problem	What to check
Entitlement is larger than Available	Compare recorded accrual, adjustments, taken days, carryover, expiry, and Pending separately.
Policy save did not change the balance	Accrual runs every 6 hours. Check eligibility, processing, and history; past grants are not rewritten.
A leave type has no balance row	Check that it has a policy, the selected year, active status, and filters.
HR totals differ from one type	Employee totals combine matching leave types; expand the breakdown.
History seems incomplete	Check type/year, page controls, and whether you are viewing Timeline or Table.
Adjustment is unavailable	Management access is separate from reading balances. The type must have a policy.
A saved adjustment is wrong	Arrange a documented correcting entry; history cannot be edited or deleted.
A request still fails despite a future estimate	The submission checks recorded availability, Pending, and the applicable policy.