What's covered in this guide?:
Negative Leave Balances
By default, staff may request more leave than their balance allows, which creates a negative balance. Workforce.com gives two options to prevent this:
Option 1: Prevent leave requests that exceed the balance.
Option 2: Use a fallback leave type if a request goes over the balance.
Both options apply per leave type in Workforce.com.
To set these rules:
Go to Time & Attendance > Leave > Leave Types.
Select the leave type.
Scroll to Section 4: Advanced Settings.
Option 1: Prevent leave requests that exceed the balance
This option stops employees from submitting a request that would reduce their balance below zero.
Steps:
Select the leave type to edit.
Turn on Disallow negative leave balances for this leave type.
Turn on Prevent leave requests that exceed the balance.
If an employee asks for more leave than available, the system blocks the request. A warning shows how many hours over the balance the request is.
Option 2: Use fallback leave if a request exceeds the balance
This option allows employees to submit a request over their balance. Workforce.com then splits the request at approval so the balance does not go negative.
Steps:
Select the leave type to edit.
Turn on Disallow negative leave balances for this leave type.
Turn on Allow leave to fall back on another leave type if the balance is exceeded.
Select a fallback leave type. This appears by default when an employee or manager must choose another type.
How fallback leave works
If an employee makes a request that exceeds their balance, a Fallback Leave Type selector appears. They choose which type to use once the balance is used up.
When a manager approves the request, Workforce.com splits it into two:
A request that uses the remaining balance of the original leave type.
A request for the excess, applied to the fallback leave type.
Example:
An employee has 5 hours of Holiday.
They request 7.6 hours.
Once approved, the system creates:
5 hours of Holiday (full balance used).
2.6 hours of the fallback leave type.
Managers may change the fallback leave type before approval if another type is more suitable.