Leave policies

Very much an Optional part of the system, Leave policies is way to let the system help you manage leave tasks such as Carryover, Accruals etc. 


  • From the Leave menu, select Leave policies, then Create new Leave policy.
  • In the space provided enter a Name and then Select the type*
  • Below this, provide the Allowance Pot that will be affected.
  • Choose the Unit (days or hours) 
  • Select the Year to which this policy will affect (Only allowance policies can affect Next Year, all other policy types can only affect This Year)
  • **Choose when the policy is to be run**
  • Click Save


The policy type allows you to dictate what sort of policy you need, whether it's renewing allowances at the beginning of each year, managing monthly Accruals or processing end of year Carryover balances.

  • Accrual - This allows you to specify an amount of allowance to be given to specific staff members' Remaining Balances up to a maximum amount, based on Rules established within the policy.
  • Allowance - This allows you to establish the Opening and Remaining Balances to specific staff members. This is commonly used for Allowance renewals each leave year.
  • Carryover - This allows you to manage the carryover of leave entitlement from the previous leave year, into the current year (Carryovers should always take place at the beginning of the new leave year), up to a maximum amount of carryover - you can also set an expiry date for Carryover to be used in the new year (this is optional)
  • Carryover, with update on any leave - As above - but also automatically adjusts a users leave entitlement if they have booked leave ahead of the carryover applying, for example - If a user has booked 5 days leave, and carries 10 days over - following the update, the 5 days will deduct from their Carryover instead of their Remaining Balance.


With different policy types there are commonly associated run dates, for example Carryover can only be run once a Holiday Year and is usually run on the first day of your new holiday year, whereas Accruals can happen on a monthly basis. The different run when options can be found below;

  • Yearly, on Staff Anniversary, Forecast to New Year - This option allows the Policy to run on the Staff Anniversary, but the rules will run based on the start of their new holiday year
  • Yearly, on specified month, Forecast to New Year* - This will run the policy Yearly on the 1st Day of a specific month, but the rules will run based on the start of their new holiday year
  • Yearly, on Staff Anniversary - This option marks the policy to run on each staff members anniversary (Employment Start Date)
  • Monthly - This policy will run on a monthly basis, this is commonly associated with Accrual policies, but can also be used for Allowance policies
    • Select Day - This is where you will choose what day of the month the monthly policy will run i.e. you might need accruals to be supplied on 1st of each month
  • Yearly, on Specified Month - This will run the policy Yearly on the 1st Day of a specific month
    • Select Month - Select which month you would like the Yearly on Specified Month to run.
  • Manually* - This will allow you to run the policy manually, so that you are in control over when the policy runs.

Yearly policies that are run Forecasted to the New Year and/or based on a Staff Anniversary require an accurate Employment Start Date as these are driven by a users' length of service.

Carryover policies can only be run Manually or Yearly, on Specified Month

* this is quite useful for Allowance policies where you can setup Next Years allowances earlier than the start of the new year i.e. You might open bookings for "Next Year" in September (if your Holiday year was Jan-Dec)

Once Saved, the other Rules and Users tab will become available.


Within each policy type there are Rules that need to be setup to ensure that your staff are receiving the correct amount of allowance, the one common part of these Rules across each policy type is that you have to supply a Min. Service Length (in months).

  • Minimum Service Length (Months):  is the length of time a person will need to have been employed before they can benefit from the policy. 

For example, a person may need to have had a minimum service length of 6 months before being allowed any Carry over.

Then you will need to specify certain Rules depending on the policy type you have selected;

  • For policy type CARRYOVER:
    • Max Days to Carryover:  is the maximum amount of allowance they can carryover for this policy. For example you may only allow 5 carry over days
    • Expire X Days after Year Starts:  is the number of Days in which the user is allowed to use those Days, before they expire.
  • For policy type ACCRUAL:
    • Days / Hours to Accrue on Policy Run:  is the value of the allowance to be accrued each time the policy runs  e.g. 1.5 Days for each month 
    • Max Days / Hours to Accrue:  is the Maximum amount allowed before the accrual process stops. e.g. 25  thereafter the accrual process will not add any more days
  • For policy type ALLOWANCE:
    • Allowance:  is the value of the allowance to be added each time the policy runs  e.g. 1.5 Days for each month 


Select the users to which this policy will apply, you can either add Users individually or by Group.

Users must have the same Allowance Pot and Allowance Unit as the policy otherwise they will not be able to be added onto it, they can also only be applied to 1 of each policy type of a certain Allowance Pot (see above).


This tab will only become available if you set the Policy up to be run Manually (see above*).


Allows you to track any changes made to the Policy i.e. Change of Minimum Service Length, The max carryover may have changed.

There is a Leave Policy - Historical Transaction report available giving you the opportunity to see how the policy has run and what's been applied to each person, for more information see the Reports knowledge base article.

Title: Leave policies
Category: Leave
Posted: Saturday, 22nd Mar 2014
By: Phil Cross
Direct link: https://www.whosoffice.com/support/knowledgebase/leave-policies

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