Navigation: Leave>> Leave Transactions>> Recalculate Leave Balances
How does the leave recalculation work?
The leave recalculates every night for the current leave year, so balances from previous years are not affected. If you want to affect balances from previous years to roll forward into the current year, you must go to the recalculate leave screen and set the leave for the employee to recalculate without putting a leave to date…in other words, there must be no date set.
If on the other hand you wish to project the leave to see what it would be at a set date you can enter that set date in the recalculate leave screen and the result will show on the projected leave entitlement screen which is user specific.
Using the Leave Recalculation
Prior to using the leave recalculation, the following pre-requisites must be set up.
2. Additional Leave Rules must be defined (How To Set Up Leave Overrides for Non-Vacation/Non Cumulative Rules & How To Set Up Leave Overrides For Vacation And Other Cumulative Rules)
3. Opening Balances must be entered where applicable.
4. Recalculate Leave Balances
Once these steps outlined above have been completed, then the next step is to perform a Recalculation of Leave Balances.
This initial recalculation is necessary as it will allow for employees to have access to Leave Types with correct entitlements so that their Leave Requests/Leave Taken Transactions can be entered into HRplus.
Recalculate Leave Balances
If a recalculation are not done for the leave type, then the employee entitlement will not be visible on the respective screen.
It is recommended that when using the recalculation feature that it is done with caution and for one employee or subset of employees and not the entire company. This is because when the task is submitted, it is placed on the scheduler and has to be completed for all employees before the results can be viewed in the leave entitlement screen. Therefore, if the company for which the leave is being recalculated has hundreds or thousands of employees, then this can task can take a long time to be completed as well as it will delay the completion of any other tasks throughout the app which have been scheduled to run after this.
Recalculations must be carried out for each Leave Type separately and can be done for :
- All employees within the company,
- a specific Department,
- a specific Pay Group or
- an individual employee.
It is recommended that when using the recalculation feature that it is done with caution and for one employee or subset of employees and not the entire company. This is because when the task is submitted, it is placed on the scheduler and has to be completed for all employees before the results can be viewed in the leave entitlement screen. Therefore, if the company for which the leave is being recalculated
This may take a while depending on the amount of employees in the selected grouping.
- For this initial Recalculation, we will Leave the Recalculate Until Date field blank so that calculations will be done up to the current date.
- Click on the Submit button to start the transaction.
- Upon clicking on the Submit button, the application will notify you that the command is being enabled. Click OK.
When the application has finished recalculating the leave, a message will be sent to your inbox
View Leave Entitlements
Once the Recalculation is complete, we can view the employee’s entitlements via the View Leave Entitlements screen.
- Use the search bar to find the employee for whom the Recalculation was performed.
- Click on the plus sign to the left of the employee’s record to expand. Here, you can view the employee’s Leave Entitlements.
