Sometimes you may need to change an employee's time off policy balance without changing their individual time off allowance. Whether this is to enter time off already taken, or to give an employee an extra day holiday etc.
📎NOTE: The option to change the time off balance isn't available if you use Sage HR Essentials or Basic HR.
Change time off available balances via employee profile
As an admin user, on the main menu, click Company.
Click on the employee's name that you would like to adjust remaining leave for.
You can use Location and Team to help filter the employees.
On the profile menu click Time off.
The Time off summary informs you how much leave is available for each time off policy the employee is eligible for.
Click Change balance.
Select the leave type you want to adjust.
Select the amount of days or hours the employee has already used or needs to be given.
📎NOTE: Whether it shows as days or hours is determined by the time off policy settings.
If the policy is set to days, to enter a part day you must enter the amount as a decimal. If the policy is set to hours, to enter a full day you enter the hours based on the policy's default working hours.
1 day = Default working hours set in the selected policy's settings. This setting can be found in Settings > Time Off > Policies > Settings
EXAMPLE: A policy is set as days and the default working hours = 7 hours. A manual adjustment of 1 day increase would be an addition of 7 hours to the time off policy allowance. 0.5 day would be 3.5 hours. Use the guide below for more help on how to work out what to enter you need to increase or decrease in days or hours.
Under Action, select Increase or Decrease.
Leave the transaction date as it is.
Click Record transaction.
Under Time off summary, the available amount for that leave policy has now changed.
If you look at Time off details:
Yearly allowance stays the same
Manual transactions is now different
Available says the same as the number in Time off summary
Change time off available balances via Time off ledger report
You can also change an employee's balance via the Time off ledger report. This allows you to change the balance for different employees without having to go to the profile of each one.
Click Reports.
Click Time off.
Click Time off ledger.
Click Record new transaction.
When you use this option, you can select which employee you are making the change for.