At the end of the leave year, you can allow employees to carry over unused allowances into the following year.
There are 2 ways to carry over unused allowances from one year to the next:
- Use a carry over policy (recommended)
- Calculate and apply remaining balances manually
For most customers, option 1 is recommended as it automates the process.
Both options are described below in detail.
1. Using a carry over policy
To configure a carry over policy, read the guide: Setting up a carry over policy
The following occurs when a carry over policy is in place:
- The remaining allowance of the previous leave year is calculated. This is called the "carry over".
- If there is a maximum limit of allowed carry over, this is applied.
- The carry over is added to next year's allowance.
- The carry over is deducted from the previous year.
- If the expiry period of the allowance policy has passed then any untaken carry over is deducted.
Admin users can manually run the carry over process for employees before or after the leave year starts. The steps to do this are described in the Assigning Allowances to Employees article.
2. Calculate and apply the remaining balance manually
This approach is typically used by customers who configured Leave Dates before the carry over policy was introduced. It may also be suitable for companies who prefer full control over their carry over process.
Reporting on unused allowances
Go to the Reports > Allowances report, and set the filters so the Report Date is the last day of the year. The report will update automatically.
The report shows the allowance for each employee, with the amount of leave taken during the year. The final column shows the Remaining to take which is the used amount.
To export the data into Microsoft Excel, click the Download button in the filter panel.
Adding carry over into next year's allowance
Go to the Settings > Allowances page and check how the allowance is set up.
There should be a separate policy for Carry Over to ensure that any carry over recorded is kept separate from the main entitlement.
The policies should look similar to the below:
If there is not a separate policy then add one using the Add new policy link.
- Enter a policy name - eg. Carry over
- Leave the policy type as 'Set amount per year'
- Set the default amount as 0.
- Click Add
Enter the carry over allowance for each employee
Now there is a separate field for recording carry over, you can enter the carry over for each employee using the instructions from this guide.
It is also possible to import all allowances in bulk from Microsoft Excel using our data import tool.