FAQ and Known Limits

Balances

Why did the balance drop when the leave has not started? Approved leave is booked the moment it is approved and comes off remaining then. It moves from booked to taken after the last day. Pending leave is shown but never deducted.

Why does an August joiner get the full sick allowance but a fraction of annual leave? Only the accruing type (annual) is pro-rated by months of service. A flat allowance is not: you are either employed or not.

The accrued figure has not moved for two weeks. Accrual is monthly, in arrears. It steps at month end and sits flat in between, on purpose, so a liability quoted mid-month has not moved by the time anyone reads it.

Who can change the days per year? HR, on the Entitlements page (individual) or Rank Allocation (a whole rank). Nothing else writes those figures. Everything else on the register is computed.

Can I fix a wrong balance by typing the remaining days? No. Remaining is derived. Credit or claw back days with an adjustment, which is dated, reasoned and attributable, or correct the grant.

What happens to days above the cap? They are forfeited at the year-end close, not before, and only after HR has seen the preview. From 75% of the year onward the Entitlements page flags the row Near forfeit.

Requests and approval

Why does a request have two statuses? Was it approved? and where is it now? are different questions. See Key Concepts.

Who approves? The stages the leave type requires: supervisor, department head, the HR Leave Approval Manager, plus any reviewer on the company's leave workflow. Only the reviewer a request is waiting on can decide it.

I am HR. Why can I not bulk-approve the queue? Authority comes from holding the approval, not from seeing the dashboard. If HR should be able to decide every request, make HR approval a stage on the leave type.

Can a request be edited after approval? No. Revert it from Leave Records, edit it, and let it route again.

How do I cancel approved leave? From the dashboard queue's cancel action, with a reason. The days return to the balance and the request shows Cancelled.

What does "retro" mean on the queue? The request was filed after the leave began. For annual and study leave it counts against the "approval before start" control. Sick and compassionate leave are legitimately filed after the fact.

A request expired. Can it be revived? No. Expired is a voided state. Raise a new request.

Coverage

Why is nothing ever red on the calendar? No staffing floor is configured for the department. Set one on Leave Setup.

Why does undecided leave not affect the coverage verdict? Cover you have not lost yet is cover you still have. Undecided leave is drawn hatched so you can see it, but never counted.

Data rules the system enforces

• Only one leave type may accrue.
• A leave year is created only by setup or by closing the previous year.
• A closed year cannot be granted, adjusted or recomputed.
• An adjustment of zero days is refused.
• A voided request (withdrawn, expired, cancelled) cannot be edited, withdrawn or reviewed.
• A decision is written once; only an explicit revert changes it.
• Rejected leave is never deducted and never drawn.
• Forfeit is never automatic.

Known limits, as of September 2026

• Leave Report is a placeholder. Use the exports on Leave Records, Leave Calendar and Entitlements.
• Public holidays are not shaded on the calendar, and its day count excludes weekends only. The register and the request form use the server's count, which does exclude the company's holidays.
• HR-raised requests keep the stage "Submitted" while approvers hold them. The Decision chip is right; only the stage label lags.
• The Leave Requests and Rank Allocation screens show no success or failure message. Check the list after saving.
• Delegation reports rather than routes. The dashboard names an absent approver and their cover, but the cover cannot act on the request.
• The disciplinary-suspension check applies only when approving from Leave Records. The dashboard queue, My Approvals and the calendar drawer do not apply it.
• Deleting from the HR Leave Requests screen removes the record permanently. The portal's withdraw keeps it.
• A dashboard tile linking to Leave Records opens the full register, not the filtered view; press the tab.
• Encashment other than on exit (year-end buy-back, policy buy-back) is not built.