Drawdowns on the Leave Bank

Full Day Leave Request

Full day leave requests have a start time and end time associated with them that can be changed from Home > Settings > Organization.

• This setting is only used to set the Start Time and End Time of the leave and has no impact on the reduction of banked hours.
• When a Leave Request is processed, it will reduce the Hours Remaining in the Leave Bank. 
• For full day leave requests, the number of hours deduced from the Leave Bank equals the Total Payable Hours of the Shift Code that the leave is replacing.

For Example: Shift DAYS has 10 payable hours. If we request a full day leave for a day the employee is working the DAYS shift, the Requested time off will be 10.

Click Leave bank details to see the activity.

Partial Leave Request

If you do not change the start time and end time, the Requested time off will still equal the Total Payable Hours unless you manually change the Paid hours field.

For Example: A partial leave is submitted for 2 hours, 9 AM to 11 AM, and the Hours paid is changed to 1. Before saving, the Requested time off still displays 2 hours. Once saved, only 1 hour is deducted.

Drawdowns and Fiscal Year

The leave bank is linked to a fiscal year. You can set the hours each employee has during the fiscal year in the leave bank feature (or set all employees at the same time using the export/import functionality). See leave bank setup article for more information on how to add hours to leave bank.

If during your current fiscal year your employee requests a leave for dates that belong to the next fiscal year, the system will keep those transactions outside the leave bank for this year and add them to the next fiscal year after it is created.

For example, our employee has only 8h remaining in the VAC leave bank for the current fiscal year. His Base yearly allowance is 80h. The base yearly allowance will be considered the same for the next fiscal year unless we manually change that value.

If we try to add one full day leave on this fiscal year, we get a rule violation for going over the balance:

If we request some time off on dates that belong to the next fiscal year, we will not get the rule violation and we can go ahead with the transaction. The leave bank details will still show the 8h as hours remaining because what we are seeing are the details for the current fiscal year. We can't visualize the base yearly allowance or the balance for the next fiscal year.

Once we save, the hours that are part of the new fiscal year are not deducted from our current fiscal year so we still have our 8h.

When we close the current fiscal year and we create the new one, the hours that we have already approved for our employee will be deducted in the leave bank.

How can we check if we have any hours approved for the next fiscal year?

In the leave management page you can manually choose the start date and end date to show all the transactions for the next year:

You can run a Leave Bank report, choosing the Custom option so you can select a start and end date. Selecting the Details in the report Type will allow you to see all the transactions.

The first transaction we can see displayed on the first day of the year is the one that will happen when we close the year: from 8h balance to a new 80h balance (since we have 0 carry over in our system).

Leave Requests that Overlap Two Fiscal Years

Not enough balance to cover next fiscal year request.

Let's start our example with a balance of 12h on the VAC leave bank for our employee:

If we were to request one day for the current fiscal year, we can still do that because we have still 12h in the leave bank

If we try to select more days, that include this fiscal year and the next, we will get the rule violation message that we are over

Enough balance to cover next fiscal year request.

Let's start our example with a balance of 36h on the VAC leave bank for our employee:

We can select dates for the next fiscal year and while we have still balance, we will get no rule violation

If we save, only the hours that belong to the dates within the current fiscal year will be deducted on the current fiscal year (1 D12 shift => 11.5h), so the employee still has 24.5 h to use on the current fiscal year.