There's a section within a time away type's settings titled Balance limits. These settings control several aspects of a type's balance and how it's used, including:
How much unused balance carries into the next leave year.
Whether or not someone can exceed their allowance, resulting in a negative balance.
Whether or not the balance can surpass an accrual cap.
Each limit can be set as a default on the type itself, or set independently within a specific policy's type.
Before you begin
These settings only appear on types set to Tracked allowance. Types set to No allowance tracking don't check requests against a balance.
Editing a type within an active policy backdates the change to every year the policy has applied, which can produce unexpected balances. We don't recommend making any changes to active time away policies for this reason. To learn more, visit Creating a time away policy.
Limit how much balance carries over
Limit carry-over caps how much unused balance moves into the next leave year. When toggled off, the entire remaining balance carries over.
By toggling on Limit carry-over, these options appear:
Maximum carry-over: The most days (or hours) that transfer into the next leave year.
Available for: The number of months the carry-over remains bookable before expiring. Leave blank for carried-over balance to expire at the same time as the rest of the allowance.
When someone books time away, the balance expiring soonest is prioritised. That means carry-over with a set expiration date will be used by the system first when a booking is made.
Negative balances
Allow negative balance is toggled on by default. This means that if a time off request exceeds their allocated balance, it will show a negative value.
To allow a limited overdraft, leave the toggle on and set Maximum negative balance. Requests that would take the balance past that point are rejected when they're submitted. Leaving the field blank means the balance can go negative without a set limit.
Toggle off this option if you don't want employee balances to display negative amounts. If the employee exceeds their balance when booking time off, they won't be able to submit their request.
This setting doesn't appear when Unlimited time off is on.
Blocking negative balances applies to new and edited requests. Recalculations of bookings that already exist, such as a policy change or an allowance correction, may still result in a negative balance.
Pause balance accrual using a cap
Limit how much balance can be accrued by placing a capped amount on it. Once an employee's balance reaches the max amount, their accrual pauses until they book time off. It resumes as soon as time away is taken and the balance drops below the cap again.
To increase the cap based on length of service, click Create tenure based max balance and add a period for each tier. This works the same way as a tenure-based allocation. To learn more, visit Managing tenure based accruals..
Four things change once a cap is in place:
Booking limit can only be set to Accrued balance. A cap can't be combined with booking the full allocation upfront.
Unlimited time off can't be toggled on.
Employees see Balance as of today only, regardless of the policy's Balance visibility setting per policy. An end of year balance can't be calculated when accrual might pause during the year.
In Balance as of today, the accrual breakdown splits into one row for each segment of accrual. A segment ends when the balance hits a cap, and a new one starts once time off is taken.
