Carry Overs Explained

If your company allows remaining allowances from one year to carry over to another, then you need to perform a carry over. You should normally do this around the day your leave year changes. Although you can do it at any time.

You can start the process from the Event types and Allowances page. It is available to administrators from ‘Settings’ on the main menu by selecting ‘Event types and Allowances ‘ on the sub-menu. Clicking the Preview Carry Overs button will start the process for a selected event type.

The Concept Explained

The system will carry over the remaining days or hours from one year to the next. But not through to subsequent years. Here is an example to show how the allowances change between the years:

2019 (First year of employment)

User ‘Allowance This Year’ for ‘Holiday’: 20 days

Days requested: 16 days

‘Remaining’ allowance: 4 days (20-16)

‘Allowed Carry Over’: 5 days

‘Included Carry Over’: 0 days

When you run the process from 2019 to 2020, it will identify the user has 4 days remaining. This is less than the maximum 5 days you have allowed and will carry them over to the next year. As this is their first year of employment, it has included no carry over days in their 2019 allowance. So, the ‘Allowance This Year’ for next year, 2020, becomes 24 days. Their ‘Annual Allowance’ of 20 days plus 4 days carried over.

2020

User ‘Allowance This Year’ for ‘Holiday’: 24 days

Days requested: 15 days

‘Remaining’ allowance: 9 days (24-15)

‘Allowed Carry Over’: 5 days

‘Included Carry Over’: 4 days

When you run the process from 2020 to 2021, the system deducts the carried over days from 2019 before it calculates how many days they can carry over. So, although their ‘Remaining’ allowance is 9 days, it only considers 5 days eligible for carryover, 9 – ‘Included Carry Over’ 4 = 5 days. As this is within their ‘Allowed Carry Over’, it will carry over all 5 days to 2021. So, the ‘Allowance This Year’ for the next year, 2021, becomes their ‘ Annual Allowance’ 20 days + carried over 5 days = 25 days.

Performing A Carry Over

To explain the process, we will use an example with just one user, although you can process any number simultaneously.

Before we do it, we need to set the ‘Allowed Carry Over’ so the system knows the maximum days or hours that it can carry over to the next year for the user(s). Initially, it is 0 days, which prohibits carrying over any days.

We can change the ‘Allowed Carry Over’ by editing the allowance entry for the user. Either click the pencil icon on the far right-hand side of the row or click one of the two ‘Edit All’ buttons. Then change the value by entering the new value into the box or using the spinner. In our example, we will allow the user a maximum of 8 days from this year, 2020 to next year, 2021.

We can start the process by clicking the ‘Preview Carry Overs’ button in the ‘Actions’ section above the list of users.

This takes us to the ‘Process Carry Overs’ page.

Base Allowance

This setting allows you to select the base allowance value that the system will use to calculate the allowance for the ‘to’ year from a drop-down box. Three options ‘The Annual allowance’, ‘This year’s allowance’ and ‘Next year’s allowance (if it exists)’ are available.

Normally, customers would use ‘The Annual allowance’ option where it uses the ‘The Annual allowance’ for the ‘from’ year which does not include any carry over for that year.

If you use ‘This year’s allowance’ then the system will use the ‘Allowance This Year’ for the ‘from’ year which can include carry over for that year and it will deduct the amount included from the value before using it.

If you use ‘Next year’s allowance (if it exists)’ then the system will use the ‘Allowance This Year’ for the ‘to’ year.

The system calculates the allowance for the ‘to’ year as the base allowance, plus the carry over allowance for that year.

In this example, the ‘The Annual allowance’ is 22 days. The carry over allowance is 6, which is the ‘Remaining This Year’ because it is less than the maximum ‘Carry Over’ value. The ‘Carried over’ days are 0. So the allowance for next becomes 22 + 6 – 0 = 28 days.

Carry Over From

This setting allows you to select the year from which you want to carry over, from a drop-down box.

Filter Selectors (Event Type, Workgroup And Employee)

You can filter the list of users by event type, workgroup and employee. The system will use the settings you had on the previous Event types and Allowances page, but you can change them if you want to. In our example, we will continue just for Joe Bloggs and the ‘Holiday’ event type.

It shows the user allowances for this year with a white background. Next year’s allowances have a green background and it initialises them to 0. To calculate the newly carried over allowances, select the user(s) using the tick box(s) on the left-hand side of the page. Their allowances for this year’s background colour will change to blue to show you have selected them. Then click ‘Preview’ to perform the calculation and see the results. It does not change user allowances at this point and only displays a preview of the calculated values.

 

If the new calculated allowances in the preview look good and you are happy with the results, then you can click ‘Submit’ to change the user allowances for next year. Alternatively, you can click ‘Reset’, which will set all the calculated allowance values back to zero. If you want to exit the process without making changes, then click ‘Cancel’ to return to the Event types and Allowances page.