Sometimes, you or the staff check the leave balance and may find the leave balance is wrong. You would like to find out why the leave balance is wrong to avoid it happening again. It can be caused by
Misunderstand the Leave Period
Wrong Entitled balance
Wrong Entitled Days Set
Rounding problem
Wrong Continuous contract since
Wrong Service Year
Wrong Leave Taken/Approved records
Missing/Extra Leave Records
Wrong Leave Duration counted
Wrong Adjustment records
Extra days Added or Deducted
Wrong Calculation of the Auto-Forfeiture Adjustment
Wrong B/F balance
Wrong Forfeiture Setting
How to Check Leave Balance?
Please take a look at the following page to know how the system calculates the leave balance: Check Leave Balance
1. Manually - Check One by One
Go to Placement -> Leave section -> Click into the Leave Type
2. Exporting - Check in Batch
Go to Analytic -> Leave -> Leave Balance report -> Generate the file
Filter the Employer Code, Department Code, Placement Type Code, and Leave Type Code if needed
How to handle if you find the staff Leave Balance is Wrong?
1. Misunderstand the Leave Period
The Leave Date is out of the Leave Period
Leave Period is depending on the Entitled Unit
e.g 4/5 Sick Leave is entitled from the join date or 1st day of each month, AL can be entitled start from 1 Jan or the join date of the staff each year
The Leave Entitled, Taken and Approved would be calculated according to the Leave Period.
Example:
Leave from 18 May-22 May should be 5 days, but Taken only 2 days. As Leave after 19 May would be counted in next period.
2. Wrong Entitled balance
You may find the number of days Entitled is different between your calculation and Backstage calculation.
2.1 Wrong Entitled Days Set
Go to Placement -> Leave section -> Click into the Leave Entitlement
Go to "Period" -> Check if the Days Entitled are correct
Correct the Days Entitled
2.2 Rounding problem
No Rounding
Go to Attendance -> Leave Entitlement -> Locate the Leave Entitlement -> Disable "Round up to integer in first year?"
Round up to the nearest Integer
Go to Attendance -> Leave Entitlement -> Locate the Leave Entitlement -> Enable "Round up to integer in first year?"
Round up to the nearest 0.5
Go to Attendance -> Leave Entitlement -> Locate the Leave Entitlement -> Enable "Round up to integer in first year?" and input IIF([DAYS]>0.5,1,0.5) to "Round up formula (blank for simple ceiling)"
Round up to the nearest 0.125
Go to Attendance -> Leave Entitlement -> Locate the Leave Entitlement -> Enable "Round up to integer in first year?" and input IIF([DAYS]<=0.125,0.125,IIF([DAYS]<=0.25,0.25,IIF([DAYS]<=0.375,0.375,IIF([DAYS]<=0.5,0.5,IIF([DAYS]<=0.625,0.625,IIF([DAYS]<=0.75,0.75,IIF([DAYS]<=0.875,0.875,IIF([DAYS]<=1,1,0)))))))) to "Round up formula (blank for simple ceiling)"
Other Rounding
Contact us if you have other rounding
2.3 Wrong Continuous contract since
Go to Placement -> Check the "Continuous contract since"
The Date of "Continuous contract since" should the same as "Start Date"
Update the date if they are not the same
2.4 Wrong Service Year
Go to Placement -> Check the year of the Start Date, Or
Go to Placement -> Leave section -> Point to the
Check if "Starting at period" is set.
Check it to 0 when counting with service year. Otherwise the days entitled would be start from the period you specify
3. Wrong Leave Taken/Approved records
You may find the number of days of Leave Taken/Approved records is not matched with the records in your hand.
To check the Leave Entry records in batch
Go to Analytic -> Leave -> Leave Details report to check the staff leave-taking records in batch
3.1 Missing/Extra Leave Records
Go to Attendance -> Leave Entry
Delete or Add the records
For Leave Entry from Leave Application, please go to Leave Application -> More -> "Cancel this application"
3.2 Wrong Leave Duration counted
Go to Placement -> Leave section -> Click into the Leave Type or Go to Attendance -> Leave Entry
Open the Leave Entry to check the problem caused
Details can take a look at the following page part II How to Handle the red "!" shown in the Leave Entry? Wrong Leave Duration counted
4. Wrong Adjustment records
You may find the number of days adjusted(no matter add or deduct) is wrong.
To Check the Leave Adjustment in batch,
Go to Attendance -> Leave Adjustment -> Filter the records by "Search by" -> Export the file
4.1 Extra days Added or Deducted
Go to Placement -> Leave section -> Click into the Leave Type or Go to Attendance -> Leave Adjustment
Find the problemed Adjustment -> Update the "Day Adjusted"
4.2 Wrong Calculation of the Auto-Forfeiture Adjustment
Go to Placement -> Leave section -> Click into the Leave Type
If there is ! in Days Taken/Adjusted
Go to More -> Recalculate Expiry Adjustments
5. Wrong B/F balance
B/F balance came from the previous leave period(s).
Go to Placement -> Leave section -> Click into the Leave Type
Update the As of Date to the last date of the last Leave Period
Check if the Entitled, Taken, Adjusted and Forfeited records are correct
Repeat to update the year of the "As of Date" to one year before until you figure out the problem
Update the Leave balance according to the above steps
6. Wrong Forfeiture Setting
If you find the number of days should or should not be forfeited, or the number of days forfeited is not correct
Please contact us support@carbonik.com with your company Forfeiture Setting details, e.g Effective date, how many days need to be forfeited, when should be the days forfeited