Workforce.com has two ways of preventing leave balances from becoming negative:
Option 1: Preventing leave requests from being submitted that would result in more leave being taken than the employee has available.
Option 2: Using a 'fallback' leave type when an employee requests more leave than they have available.
Both options are configured per leave type in Workforce.com. You can find these settings by navigating to Leave in the top navigation bar and selecting Leave Types:
Select the leave type you would like to prevent negative balances for, then scroll down the page to section '4. Advanced Settings'.
Option 1: Prevent leave requests being submitted
This prevents employees submitting leave requests if their request would put them into a negative balance of this leave type.
To turn this on, click the leave type you wish to edit, Turn ON 'Disallow negative leave balances for this leave type'. Then turn ON 'Prevent leave requests being submitted if they would exceed their existing balance'.
When an employee requests more leave than their available balance, the leave request cannot be submitted. A warning will display showing how many hours over the available balance the request is as shown below:
Option 2: Allow leave to fall back on another leave type
Leave fall back allows a leave request to be submitted that exceeds the employees current leave balance. When a manager approves the request, the leave request is automatically split into two requests, ensuring the employees leave balance does not go below 0 hours.
Turning on fall back leave
To turn on leave fall back for a leave type, select the leave type you wish to edit. Turn ON 'Disallow negative leave balances for this leave type, and then turn ON 'Allow leave to fall back on another leave type if a request would exceed its balance at the time it's taken'.
Select the leave type you want to suggest to employees and managers when fall back applies - this will be used as the default selection when an employee or manager has more than one option available when selecting a fall back leave type.
How fallback leave works when requesting leave
When an employee creates a leave request that exceeds the employees available leave balance, the 'Fallback Leave Type' selector will appear on the leave request, allowing them to select what type of leave they would like to use once their available leave balance is exhausted.
Approving Fallback Leave
When a manager approves the leave request, they will see a single request with the fallback leave type that was selected by the employee. A manager is able to change this fallback leave type if a different type is required.
In the below example, the employee has a balance of 5 hours of Annual Leave and is requesting 7.6 hours of Annual Leave:
When the leave request is Approved by a manager, it is automatically split into two separate leave requests.
In the below example, a 7.6 hour leave request with 5 hours of available annual leave splits into:
1. A request of 5 hours of Annual Leave, using the full annual leave balance, and;
2. A request of 2.6 hours of the fallback leave type