Leave accrual history and locking balances
Use the accrual history to see exactly how an employee's leave balance was built, month by month: when days were awarded, which policies gave them, what carried over or expired, and what was taken. Use Lock Balances In when you move one employee to a different leave policy or restart their leave dates, so the change starts from a clean point.
Where: the employee's profile › Leave
- Accrual history: Leave Balance › the Details icon beside a leave type
- Lock balances: Leave Policy › Lock Balances In
You need:
- Access to the employee's Leave tab to see the accrual history
- Attendance Administrator for Lock Balances In
How to see how a balance was built
- Open the employee's profile and select Leave.
- On Leave Balance, find the leave type.
- Select the Details icon (the small "i") beside its name.
- Read down the rows. Each row is one month of service, oldest first, up to the current month.
- Find the month where the figure changed and read across to see why.
How to lock balances in before changing someone's policy
Do this before you change anything that moves the employee to a different policy, such as their department, position, employee type or profile group.
- Open the employee's profile and select Leave.
- On Leave Policy, select Lock Balances In.
- Set Leave Policy Start Date: the date their months of service should count from for leave policies.
- Set Leave Policy Automation Date: the date policy awards should start from.
- Write a Comment. All three are required.
- Select Confirm. KAMI shows Balances locked in successfully.
- Now make the change that moves them to the new policy.
- Check the Leave Balance card, and add or deduct days with Request balance adjustment where the figure is not what you agreed.
⚠️ Locking balances cannot be undone automatically. It cancels earlier adjustments and transfers. Note the balances before you start.
What locking balances does
When you select Confirm, KAMI does three things at once:
- For each leave type with a balance, it records an approved adjustment that deducts today's balance, with your comment. It appears on Leave record as an Adjustment dated today.
- It cancels every earlier approved adjustment and transfer for the employee. They disappear from Leave record.
- It saves the two dates on the profile. They are the same Leave Policy Start Date and Leave Policy Automation Date shown on the Employment tab.
From then on:
- Awards count from the Leave Policy Automation Date. Leave, adjustments and transfers dated before it no longer count towards the balance.
- Months of service count from the Leave Policy Start Date. That decides which service period of each policy applies, such as "13 months onwards".
Reading the accrual history
| Column | What it shows |
|---|---|
| Employment Month | The month of service, counted from the Leave Policy Start Date. Month 1 is the first. |
| Period Start Date, Period End Date | The dates that month covers. |
| Is Accrual Month | Yes if days can be awarded this month under the leave type's Accrual Interval. A quarterly leave type says Yes once every three months. |
| Applicable Policies | The policies giving days that month. A Custom Leave Policy shows as Personal Policy. |
| Awarded | Days awarded that month. |
| Next CO Anniversary Date | The next date carry-over is worked out. |
| CO Anniversary Year, CO Anniversary Month | Which leave year, and which month of it, this row falls in. Year 0 is the first. |
| Carry Over (add) | Days carried into the new leave year at the anniversary. |
| Carry Over (forefit) | Days lost at the anniversary: those over the Carry over limit, or the whole balance when the leave type does not carry over. |
| Carry Over (expiry) | Carried-over days that expired this month, as a negative number. |
| Carry Over (balance) | Carried-over days still left. |
| Pending | Days in requests awaiting approval, by the leave's start date. |
| Taken | Approved leave starting that month. |
| Adjustments | Days added or removed by approved adjustments and transfers that month. |
| Balance | The running balance at the end of the month. |
Some behaviour that explains odd-looking rows:
- Leave in the future counts in the last row. A December leave booked in March appears in the current month's Taken or Pending.
- Every figure is 0 while the employee is still in probation or a blackout, when the leave type has Probation period block or a Leave blackout period. The rows still show.
- The balance stops at the accrual limit. If Balance stays flat while Awarded shows days, the leave type's Accrual limit has been reached.
- No rows (No records found matching your criteria.) means no policy gives the employee this leave type, or they have no hire date.
Each setting is explained in Leave accrual and carry-over settings.
Tips
- Read the accrual history before adjusting anyone. It usually shows a policy or carry-over setting doing exactly what it was told.
- Lock balances first, then change the policy. The card itself warns not to change the policy until this step is done.
- Pick the automation date deliberately. It is normally the day the new policy starts. A date in the past brings back awards for the months since.
- Write the old figures in the comment. It is the record of what the employee had before the switch.
Troubleshooting / FAQ
Q: Why did the balance drop in one month? Check Taken, Carry Over (forefit) and Carry Over (expiry) on that row.
Q: Why were no days awarded this month? Check Is Accrual Month. A quarterly or yearly leave type only awards in some months. Also check probation.
Q: The Lock Balances In button is missing. You need the Attendance Administrator right.
Q: It says "This field is required." Leave Policy Start Date, Leave Policy Automation Date and Comment must all be filled.
Q: Old leave no longer shows in Taken. It is dated before the Leave Policy Automation Date, so it no longer counts. It stays on the Leave record card.