This article explains how to adjust your employees’ leave balances manually.
The manual balance adjustment function is available for all absence types subject to accrual policies. Click here for detailed information on configuring absence types.
Manual adjustments can be made by any employee, provided they have either administrator rights, or view privileges for the absence type to be edited and access to the Account configuration > Absence section. Click here for detailed information on employee roles and access rights.
To adjust balances manually, navigate to the Absence tab in the respective employee’s profile. Click on the absence type which needs to be updated, then navigate to the pencil icon in the Entitlement *current year* line of the account overview.
Use the Set balance to data entry form to select whether you want to adjust the balance to show a certain value on a specific balance date, or adjust the balance up or down by a certain number of days. Both of these options are explained below.
The adjustment date defines the date on which the change will be shown in the leave account history.
The Comment field gives you the option of entering a note with information about the reason for the adjustment.
Setting the Balance to a Certain Value
By choosing this option, you make an absolute adjustment. On the balance date, Personio will set the account balance to the value you enter. Please note that the annual accrual will be overwritten as a result, and the account overview will be reset to zero on the adjustment date.
To set the account balance to a specific value, select the desired adjustment type and enter the new balance and adjustment date in the fields Set balance to and Adjustment date. Add a note about the reason for the adjustment in the Comment field to ensure transparency.
Example: An employee is to have 3 days of annual leave remaining on 31.12.2017.
To set this balance, go to the employee profile and select the absence type Paid vacation. Click on the pencil icon in the 2018 entitlement line and make the adjustment as shown below:
A manual adjustment is shown in blue in the leave history. It overwrites annual entitlements from accrual policies.
Adjustments can be deleted by clicking on the recycle bin icon.
Administrators can use Personio’s import function to set several employees’ balances to the same, specific value in a single operation. Click here for a detailed description of how to upload absence balances and to download the Excel template you need for importing this data.
Adjusting the Balance by a Number of Days
By choosing this option, you make a relative adjustment. Personio increases or decreases the account balance by the number of days entered, and the account overview is adjusted by this relative value. The account overview is preserved and is not reset to zero on the adjustment date.
Adjust the balance by a specific number of days by selecting the required adjustment type and entering the number by which the balance is to be increased or decreased in the Adjust field. Set the adjustment date and add a note about the reason for the adjustment in the Comment field to ensure transparency.
Example: An employee is to be granted 1 day of special leave on 01.05.2018.
To enter this change, go to the employee profile and click on the required absence type. Click on the pencil icon in the 2018 entitlement line and make the adjustment as shown below:
Next, check the adjustment in the absence history.
A manual adjustment is shown in blue in the leave history. Adjustments can be deleted by clicking on the recycle bin icon.
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