Leave transfer expiry
Leave transfer expiry gives transferred leave days a use-by date. Use it when you add days to someone's leave balance, or approve their request to convert one balance into another, such as overtime into compensatory time off, and you want those days taken soon rather than saved up. Without a rule, transferred days stay in the balance forever.
Where: Attendance › Settings › Leave & Holidays › Leave Transfer Expiry
You need: the Attendance Settings right. With read access you can see the rules but not change them.
Before You Start
- Only transferred and adjusted days expire: days HR adds to a balance, and days an employee converts from one balance into another. Days earned through the leave policy, and carried-over days, follow the leave type's own expiry in Leave types and policies.
- The rule is set per leave type, and only leave types employees can request can have one. Each leave type can have one active rule.
How to add an expiry rule
- Open Leave Transfer Expiry and select Add rule.
- Under Leave type, choose the leave type the days are transferred into.
- In Must be used within … days of the transfer, enter the number of days, at least 1.
- Read the example under the fields. It shows the deadline for days transferred today.
- Leave Active on and select Add rule.
How to change, pause or delete a rule
- In the Rules table, select Edit (the pencil) on the rule's row.
- Change the days, or turn Active off to pause the rule without deleting it. A paused rule shows Off.
- Select Save.
To remove a rule, select Delete (the bin) on its row and confirm. Transferred days of that leave type then never expire.
A change applies from that night's check onwards. Days already removed are not given back, whether you edit, pause or delete the rule.
What Happens Next
Each night, KAMI looks at every active rule. For each employee who had days transferred into that leave type exactly the set number of days ago, it works out how many are still unused and removes them.
- Leave taken comes off the transferred days first. Any leave of that type the employee started within the window counts against them, so taking 1 of 2 transferred days leaves 1 to expire.
- A manual deduction since the transfer also reduces what expires.
- Removed days show in the balance history as Auto expired balance from followed by the date.
- Only active employees are checked.
The table shows each rule's Leave type, Use within and Status. With no rules it reads No expiry rules yet.
Which tool, when
| You want to | Use |
|---|---|
| Make transferred or adjusted days expire | An expiry rule here |
| Make earned or carried-over days expire | The leave type's carry-over settings, in Leave types and policies |
| Convert unused leave once a year, or pay it out | Leave conversion and encashment |
| Let an employee ask to transfer or adjust their own balance | Allow Transfer Requests and Allow Adjustment Requests on their profile |
Tips
- Overtime converted to time off: a 30-day window keeps it from piling up.
- One-off extra days, such as 2 days after a busy season: 60 days makes sure they are used that quarter.
- Days back for working a rest day: 14 days means they are taken in the next payroll period.
- Tell employees the window when you transfer the days. The removal is silent, and the first they hear of it is a smaller balance.
- Set the rule before the first transfer. Days transferred more than the window ago are past their check date, so a new rule never reaches them.
Troubleshooting / FAQ
Days disappeared from an employee's balance. Check the balance history for Auto expired balance from. Those days were transferred and not taken within the rule's window.
I cannot choose a leave type. Only requestable leave types can have a rule, and one that already has an active rule shows already has an active rule. Edit that rule instead.
Can I get expired days back? Not by changing the rule. Add the days again as an adjustment.
Do carried-over days expire with this rule? No. Carry-over follows the leave type's own expiry.