Starting Leave Balances

How to add Starting Balances for employees in Workforce

Updated over a week ago

What are Starting Balances?

'Starting Balances' refer to the total Leave entitlement an employee receives at the start of their Leave Year. This can either be:

  • 0 Hours for 'Hourly' Employees

  • Prorated entitlement for 'Part Time' employees

  • Yearly entitlement for 'Salaried'/'Full Time' Employees

Why is setting Starting Balances useful?

'Starting Balances' were introduced to provide additional insights for the Leave Balance Report as it allows users to visualise a complete understanding of their employees leave balances. The types of balances the Workforce stores are:

  • The Starting Balance:

    • This can be at the start of the leave year or start of employment

  • The Current Balance:

    • The employees current available balance. This is calculated as ((Starting Balance + Accrued Leave + Manual Adjustments) - Leave Taken)) = Current Balance

How are 'Starting Balances' Calculated?

Workforce will store the Starting Balance for an employee and use this to automatically calculate the 'Current Balance'.

How to set an employees Starting Balance

There are various ways to set a Starting Balance for an employee:

  1. Employee Profile

  2. Via CSV (useful for uploading Starting Balances in bulk)

  3. The Leave Balance Report

  4. Recalculate Leave Button

Individual instructions are below:

Enter a Starting Balance via the Employee Profile

  • Ideal for setting a Starting Balance on an individual level

  • Add the employees 'Starting Balance' into the 'Starting Balance' column

  • A 'Leave Balance' will be automatically created from the Starting Balance

  • Any leave deductions or accrual will be made to the 'Leave Balance'

Upload a Starting Balance via CSV

To access the following feature, you will need to go to Time & Attendance, then click on Leave, then Tools, and finally select Leave Balances.

  • Ideal for setting Starting Balances in Bulk

  • Download the CSV

  • Enter/Update Starting Balances for employees in the respective 'Leave Type' Field:

  • Download the corrected file as .CSV

  • Choose the file in Step #2 and 'Import Starting Balances':

  • Imported Starting Balances will immediately reflect on the employee profile:

    • Any Leave that has been taken within the Leave Year will deduct from the Starting Balance and reflect in the 'Current Balance'

    • Any accrued Leave (from approved shifts, other leave and TOIL) will add to the Starting Balance and reflect in the 'Current Balance'

Enter or Update a Starting Balance on the Leave Balance Report

  • 'Starting Balances' can be added or updated directly onto the Leave Balance Report

  • Editing the Starting Balance will trigger a recalculation of the employees 'Current Balance'

  • Example Scenario:

    • Updating employees' Starting balance from 100 hours:

    • To 200 hours:

Update a Starting Balance via the 'Recalculate Leave' Button

  • Ideal for recalculating Starting Balances on an individual employee level

  • Enter the 'Incoming Balance' (the new/updated Starting Balance)

  • Press the green 'Recalculate Leave' button

  • Workforce will use the 'Incoming' balance effective of the Organisations Leave Year Start Date

    • Any Leave that has been taken within the Leave Year will deduct from the Starting Balance and reflect in the 'Current Balance'

    • Any accrued Leave (from approved shifts, other leave and TOIL) will add to the Starting Balance and reflect in the 'Current Balance'

FAQ's and Troubleshooting

Can I manually adjust 'Current Balances'?

No, you cannot manually adjust an employee's 'Current Balances', only 'Starting Balances' can be manually adjusted. If the 'Current Balance' for an employee is incorrect, you will need to adjust the 'Starting Balance' or submit leave/approved shifts to adjust the balance.

I've started using Workforce mid-way through my Leave Year, do I upload the Starting Balance for the entire leave period or just for the months remaining in the Leave Year?

This is a very common occurrence! You have two options in this instance:

Option 1:
Add Starting Balance entitlements that are for the entire Leave Period:

  • If uploading Starting Balances for the entire leave period, you will also be required to enter in any Leave that has been approved/taken in that period.

  • For any Leave Types that accrue leave, any accrued leave in the period must also be added to the Starting Balance

Option 2:

Add Starting Balance entitlements that are for a portion of the Leave Period:

  • If uploading Starting Balances that are for a portion of the Leave Period, Workforce will assume that any approved/taken leave has been deducted from the entitlement

  • Workforce will also assume that any accrued Leave has been factored into the Starting Balance entitlement


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