Understand holiday balances and annual leave records

Holiday Balance shows each employee's annual leave hours position for the current calendar year: how much they have earned, how much they have taken, any manual correction, and how many hours remain.

Managers typically use it for a year-to-date check on how much leave someone has left, to filter by department or active staff, to record a small correction, and to export figures for HR or payroll handover.

• Earned year to date — the holiday hours the employee is entitled to this year, built from an 8% accrual on recorded work hours plus any manual entitlement.
• Taken year to date — the holiday hours used this year, from recorded holiday payments plus any manual reduction.
• Manual adjustment — the net of the manual adjustments you have saved.
• Current balance — earned minus taken; the hours still available.

The page always shows the current calendar year.

1. Find the employee row on the Holiday Balance page.
2. Enter the correction in the Balance Correction field as an amount in hours.
3. Use a positive figure to add hours, for example 0.5, or a negative figure to subtract, for example -0.25.
4. Select Save.

Enter the correction amount, not the final balance you want to see. A correction does not replace the automatic annual calculation: future approved work hours still add accrual, and recorded holiday use still reduces the balance.

Two separate tabs keep the two kinds of absence apart:

• Leaves lists sick days and time-off periods. Managers use it to see who is off sick, filter by employee, department or month, add a sick period directly when someone phones in, and review totals for the filtered period.
• Holidays lists annual leave periods. Managers use it to see who is on holiday and when, filter the list, add a holiday period directly, and plan cover before building or publishing a week.

Adding either record can affect the rota. Automatic scheduling skips the employee for those dates, and adding the record may replace their shifts with Worker Missing where cover is required.

Pending sick and holiday requests can block a normal publish for overlapping weeks, so resolve them before publishing.

• Paid Hours summarises rostered paid hours from the published live schedule for a date range. Draft shifts are excluded, Worker Missing rows are excluded, and days with an approved sick or holiday record are counted as absences rather than paid hours.
• Shift Statistics looks at one employee at a time, with monthly totals, a night-hours split and counts of sick and holiday days.

Paid hours per shift come from the shift type definition: shift length minus unpaid break. That is a roster-based figure, not clock time and not payroll.

• Holiday Balance is a summary of annual leave hours, not a legal HR statement or a payslip.
• It depends on work hours and holiday usage being recorded elsewhere in the system for that year.
• If an employee shows zero everywhere, the underlying work or holiday data may not have been entered yet.
• Publishing a schedule does not directly change a holiday balance. The balance follows accrual and recorded holiday use.