The leave balance looks wrong#
For: Manager | Admin You’ll need: Nothing.
A balance is too low, too high, or showing zero when you expected days. Leave balances are the running total of every transaction in the leave ledger — grants, accruals, bookings, reversals, carry-overs. If the balance looks wrong, one of those transactions is missing, late, or unexpected.
Check six possibilities#
The grant hasn’t posted yet. Entitlement grants post automatically when the leave year rolls over — a nightly background job, not a button. A brand-new company gets no grant until its Owner finishes the company setup; finishing it grants the current leave year straight away, and hours recorded before that earn no hourly leave — see How to complete the company setup. For a just-added person, the grant lands on the next nightly run, so give it a day. A person with no employment type, or whose employment type has no balance-tracking leave policy, gets no grant at all — check People and the policy attached to their employment type.
Accrual hasn’t run. Monthly or hourly accrual policies post their grants over the year, not all at once. Check the policy: a person early in the year on a monthly-accrual policy will have a small balance on purpose. Hourly accrual counts paid time only — worked hours minus unpaid breaks — and posts once per shift, when its hours are recorded. A shift closed by the automatic clock-out accrues nothing until someone confirms or corrects it, and a declined shift never accrues.
Carry-over was capped or has expired. At rollover, only up to the policy’s ‘Carry-over max’ moves into the new year. If ‘Expiry months’ is set, whatever part of that carry-over is still unused when the months run out is removed with a negative Expiry row. See Carry-over rules.
A prior-illness link wasn’t applied. For sick leave under EFZG §3, a fresh spell inside the linking window should be linked to the previous one — not granted a fresh entitlement. If the admin missed the link prompt when approving, the second spell looks like new days. To fix it, revoke the request — that returns its hours and removes the absence — then enter the sick leave again (How to create a leave-typed availability block) and approve the new request with ‘Link to previous illness (same cause)’ ticked.
Manual transactions in the ledger. HR may have posted manual adjustments — a correction, a sabbatical clawback, a one-off bonus. Open the leave ledger to see every signed transaction in order.
A termination date is set. The balance settles only once that date has passed, so a future date changes nothing yet — the person keeps accruing until then. The first nightly run after their last day accrues leave up to that day and freezes the balance. A date that has already passed freezes it as soon as you save.
Verify it worked#
Open How to view the leave ledger filtered to that person. The rows sum to the balance the request form shows — if they do, the balance is right and the expectation was off.
Still stuck?#
Contact support with: your company name, your email, the time the problem started, and what you were trying to do.