Holiday Entitlement and Leave Years

Give balances context

Maintain allowance records by employee, leave type and leave year, so each balance has a clear period and purpose.

An allowance is easier to understand when it sits beside the leave year and category it belongs to. HR Planner maintains employee allocations and summaries with that context, connected to working patterns and request costs. Administrators can review the relevant year rather than treating every balance as one undated number.

For example, when discussing annual leave with an employee, open the appropriate year and leave type to review their allocation and usage. A separate allowance category can have its own record. This gives the conversation a common reference point and helps distinguish different periods or types of entitlement.

Someone joining during a leave year may need an initial allowance that differs from the ongoing annual amount. HR Planner supports starter proration using the employee’s start date and working-pattern factors. The preview and override options let an authorised administrator assess the allocation against the organisation’s chosen policy.

For example, a new colleague joining in July on a three-day week has a different starting context from a full-time January starter. Review the start date, applicable working pattern and proposed allowance together. Any override should reflect a deliberate HR decision, with the software supporting the calculation and review process.

Manage year-end changes

Configure carryover quantities and expiry, and use allowance adjustment workflows when an employee’s allocation needs a recorded change.

Year-end administration can involve both policy settings and individual adjustments. Carryover configuration sets quantities and expiry rules, while employee/year recalculation provides a way to revisit the carryover result. Allowance change requests let authorised users supply a reason and follow the relevant review process.

For example, an organisation could permit a limited amount of unused leave to carry forward with an expiry date. Review the policy and the employee’s resulting allowance before discussing a separate adjustment. Keep the reason for that adjustment with the request so the change is understandable later.