Every employee that is eligible to a specific leave type has a leave policy assigned to him that allows to determine his leave entitlement, his leave balance, and automatically calculate his carry forward at the end of the year.
However, you might want to manually adjust someone's leave balance or carry forward entitlement for the year. There can be many reasons for that, among them:
- An employee who has taken too much leave last year has "borrowed" leave from this year, he will start the year with a negative initial balance.
- An employee that is given an extra leave day this year can have a positive initial balance.
- An employee that has not taken all his leave last year might have carry forward.
More info on leave types here: how to create and manage leave types?
How to adjust a leave balance or a carry forward?
1. Go to HR Lounge > Leave > Leave policies and select the relevant leave type (eg Annual)
2. Under the Tools section, open the initial balances:
Here you see all the employees with with a column for initial balance and a column for carry forward:
- Initial balance: This is the value of the leave balance the employee has on Jan 1st. This is on top of his year's entitlement. It can be positive, in case you would like to add some leave days to this person for this year. It can also be negative, if the employee has taken too many leaves last year.
- Carry forward: This the carry forward entitlement of the employee for this year.
The adjustment can be done in two ways:
Manually: You can use the pencil button to edit initial balance and carry forward manually
Automated: You can use the refresh button to have Brio automatically calculate the initial balance and carry forward based on last year's leaves.
This can be useful if you decide to manually add a backdated leave last year and you need to adjust the leave balance/carry forward for this year. If you click that button, Brio will use the leave policy to compute the leave entitlement for last year, and the leaves that have been booked in the system. This way, Brio will calculated the end of year leave balance.
There can be two scenarios:
- If the end of last year leave balance is positive, and if the employee policy allows for carry forward (up to a certain number of days), the carry forward column will be automatically filled up.
- If the end of last year leave balance is negative, then the initial balance will be filled with a negative number to compensate for the anticipated leave taken last year.
Examples
a) Example with a carry forward
As per the screenshot above, Mike Craig here has 6 days of carry forward in 2024.
Looking at his leave balance at the end of January, I can see:
- Carry forward: 5 days as per my configuration
- Annual leave accrued: 1 (He has a 18 days entitlement for the year)
Warning: If you see in the employee's leave page a value of carry forward that is higher than the value you have set up in the initial balance. The reason is most likely that someone has "forced" booking more carry forward than the person is allowed to have. Look at the leave history and check how many carry forward days have been booked.
b) Example with leave balance
Hafiz here has -0.50 day of initial balance in 2024 (He was authorized to take 2 more leaves he was entitled to in 2023).
Looking at his leave balance at the end of January, I can see:
- Carry forward: 0 days as per my configuration
- Annual leave accrued: -1 (He has a 12 day entitlement for the year, giving him 1 day earned on end of Jan, -2 days from the configuration)
