Absence Allowances: Managing Limits and Carryovers

This article is for shift supervisors, managers and business administrators.
This section refers to advanced absence management which is included in all of our paid products and can be accessed via the main navigation.

The absence allowance determines the maximum number of days or hours (depending on the absence type) that an employee can use within the checking period (calendar year).

For the four default absence types, the allowance is unlimited by default. However, you can set a specific allowance for each employee, even for default types. For custom absence types, the initial allowance is defined when the type is created.

Overview of the existing allowances

The default overview displays allowances for the current period and is grouped by employee but can also be grouped by absence type. You can easily filter the overview by absence type, period, and grouping. 

Defining allowance for an employee

1. Switch to the "Allowances" tab and click "Edit Account" in the top bar.
2. In the dialog window, select the employee’s name for whom the allowance will be defined.
3. Choose the absence type from the list of enabled absence types (both default and custom).
4. Set the allowance amount in tracking units (days or hours as defined for the absence type).
5. Select the validity period for the allowance. The defined period follows the calendar year, and you can set allowances up to three years in advance.
6. The "Active for Employee" option controls whether the selected absence type is available for that employee. This is useful for fine-tuning which absence types are accessible to each employee.
7. Click "Save" to confirm.

The newly defined allowance account for the employee will now appear in the overview.

Transferring remaining balance to the next period

If an employee has unused allowance, the remaining balance can be transferred to the next period. To do this:

1. In the overview table, locate the row for the employee and the absence type that needs to be transferred.
2. Click "Edit Account" at the right end of the row.
3. In the dialog window, below the allowance value, you will see the current balance. Click "Transfer" to proceed.
   • If the "Transfer" button is not visible, the absence type does not allow carryovers.
4. In the next window, you will see the absence type, employee name, and current remaining balance.
5. Select the period to which the carryover should be applied.
6. Enter the number of units (days or hours, depending on the absence type) to transfer.
7. Set a carryover validity limit, defining how many days from January 1st the transferred allowance remains valid. The app will display the last valid date for using the carryover.
8. Click "Transfer" to confirm.

Once the remaining allowance is transferred, the old balance is updated accordingly. Any new absence request within the new period will first use the carryover balance before deducting from that period’s allowance. If the transferred balance is not used, it will automatically expire.