Entitlements
The leave register: one row per employee for the leave year, showing what was granted, what has been used, what is left, what it is worth, and a status pill saying whether anything needs attention. It is also where HR types an individual arrangement and credits extra days.
Where: HR → Leave Management → Entitlements (the old Leave Balances and Leave Allocations items redirect here) · Who: HR
Before you start: the accrual must have run at least once, otherwise every row reads Not accrued. Press Run accrual on this page.
The header
The strapline names the leave year, the carry-over cap, when the accrual last ran, and Closed — figures are final when the year is closed. Controls:
| Control | What it does |
|---|---|
| Department | Narrows the register to one department |
| Leave year | Which year's rows to show |
| Export | The register as filtered, with its totals, as an Excel file |
| Run accrual | Recomputes every employee's position from today's date. Hidden when the year is closed |
If the accrual is more than 12 hours old, an amber banner says so: "These figures are N hours old", with a Run accrual now button. Taken and booked days may lag decisions made since the last run.
The Position band
| Tile | Meaning |
|---|---|
| On the register | Employees with a row, and how many are on an individual arrangement |
| Granted this year | Entitled + carried in + adjusted, over the rows shown |
| Accrued, untaken | Days earned to date and still owed |
| Liability | Those days in money, with the average day rate |
| Needs a look | Rows that are over ceiling, near forfeit or not accrued. Press it to filter to them |
Narrowing the register
A search box (name or staff ID) and a row of filter chips: All, Individual arrangement, Inherited, Has adjustments, Near forfeit (only when a cap is set), Over ceiling, Not accrued. Each chip shows how many rows match across the whole register.
The columns
The header groups the columns into Granted, Available, Committed and Position. Every figure is explained in Key Concepts; the diagram is repeated here because this is the screen you will be reading it against.
| Column | Meaning |
|---|---|
| Employee | Name, staff ID and department. An amber pro-rata 0.75 chip means they joined part-way through the year |
| Per year | The base figure. A blue pill is an individual arrangement typed on this row. Grey text is inherited from the rank or the type default; hover to see which |
| Entitled | Per year × pro-rata |
| Carried | Brought forward from last year's close, already capped |
| Adjusted | Credits outside the ordinary entitlement, as a green +N |
| Available | Entitled + carried + adjusted |
| Taken | Approved leave whose last day has passed |
| Booked | Approved leave still to come |
| Pending | Requested, undecided. Amber, and not deducted |
| Remaining | Available − taken − booked − encashed − forfeited. Red when negative |
| Liability | Accrued-but-untaken days × the employee's day rate |
| Status | The pill, explained below |
The footer totals every numeric column for the rows shown.
The status pill
| Pill | Colour | Exact condition | What it means for you |
|---|---|---|---|
| Not accrued | grey | No computed row exists yet | Run the accrual |
| Over ceiling | red | Remaining is below zero | More was taken and booked than was ever granted. Always a correction: check the grant, the rank allocation and the adjustments |
| Near forfeit | amber | Remaining exceeds the carry-over cap, and 75% or more of the leave year has elapsed | The tooltip says "N days above the cap will be lost on [date]". Get them booked |
| Healthy | green | Everything else | Nothing at risk. If days sit above the cap early in the year the tooltip says so and notes they will be flagged in the last quarter |
The 75% threshold is measured against the leave year's own start and end dates, not the calendar year.
The three row actions
Rows are not clickable. Three icon buttons sit in a fixed column on the right.
Entitlement (pencil)
Set the annual and sick days. Hidden when the year is closed.
The dialog shows an identity card with either an individual arrangement or inheriting pill, then:
| Field | Meaning |
|---|---|
| Annual leave days | Leave blank to inherit from the rank, then the type default. A value here is a deliberate individual arrangement and survives a rank change. The hint shows what the figure would be without it |
| Sick leave days | Same idea; blank takes the type's default |
| Why this arrangement exists | "Negotiated on hire", "long service". Recorded with who set it and when |
Below the form, a read-only Balances table lists every leave type for this person: entitled, accrued (only for the accruing type), taken, booked, remaining.
Adjustments (plus)
Credit days outside the ordinary entitlement. Hidden when the year is closed. The button carries a green badge with the days already credited.
The dialog lists every adjustment for the year: days (green for credits, red for claw-backs), reason, which leave type it applies to, effective date, who granted it, remarks. The total on the register row is the sum of these records and is never typed directly.
Credit days opens a second dialog:
| Field | Meaning |
|---|---|
| Days | Positive credits, negative claws back. Required |
| Reason | Compensatory (time off in lieu), Goodwill award, Transferred in, Correction |
| Applies to | A leave type; blank credits the accruing type |
| Effective date | The day the days were earned or granted, not the day they were keyed |
| Remarks | "Worked the public holiday on 21 Sep" — what somebody querying this a year from now would need |
Removing an adjustment asks for confirmation and recalculates the total. A closed year refuses: "Leave year N is closed and cannot be adjusted".
Calculation (calculator)
How every figure on this row was reached. Always available, writes nothing.
Three sections: the chain from base to remaining, the chain from accrued to liability, and a line-by-line table naming each figure, its formula, and where it came from (for instance "no individual figure — Officer rank"). It ends by repeating the status pill's reason and, for Near forfeit, how many days to book to avoid the loss. The footer records when the nightly accrual computed the row.
What happens next
- An individual figure or an adjustment changes the balance on the next accrual run. Press Run accrual rather than waiting for the night.
- The balances feed the approver's view on every approval screen, the employee's portal, and the dashboard's balance and liability bands.
Common questions
The remaining balance dropped before the leave was taken. Correct. Approved leave is booked the moment it is approved and comes off the balance then; it moves from booked to taken after the last day.
An employee says their balance is wrong. Open Calculation on their row. Every figure names its source. The usual causes are a rank allocation they did not expect, a pro-rata factor from their joining month, or a request still pending that they assumed was approved.
Why is the sick balance not pro-rated for a joiner? A flat allowance is not pro-rated. You are either employed or not. Only the accruing type is scaled by months of service.
Why can I not type days for maternity leave here? Only annual and sick days vary per person. Maternity, paternity, compassionate and study leave are statutory or policy and come from the leave type's default or a rank allocation.