This article explains how to change a carryover limit that has been previously defined and is actively used. If you need to adjust the carryover limit for vacation days from the previous year to the current one, we recommend that you create a new accrual policy rather than changing the carryover limit directly in the accrual policy settings.
You can only change the previous year's carryover with a balance adjustment. You cannot change the carryover for individual periods before the current cycle.
Create a new accrual policy
You can create a new accrual policy with your updated carryover limit and ensure that historical data remains unchanged with these steps:
- Go to Settings > Absence
- Click the Absence type you would like to change the carryover limit for and navigate to accrual policies.
- Select and copy the accrual policy in question where you would like to change the carryover. To do this, click on the accrual policy in question > three dot menu > Create copy > Create copy (confirmation)
- Select the three dot menu > Edit. Enter a new name in Policy name.
- Change the carryover settings according to the desired carryover limit. Leave the rest of the settings.
- Click Update.
Assign accrual policy to employees
You assign the new accrual policy to the relevant employees whose carryover limit you wish to change and temporarily or permanently define the different expiration date for the remaining vacation with these steps:
- In the navigation bar, click Employee list.
- Select all the employees you want to assign the accrual policy to and click Actions > Change accrual policy.
- Select the relevant absence type and the accrual policy you would like to assign.
- According to the two options below (temporary or permanent adjustment), select either Start of the current period or Next entitlement period.
▶︎ When you assign a policy from the hire date on, absence balances will be recalculated for the entire past of that employee, and this may not be possible to reverse to the previous balance.
▶︎ Carryover expiration is connected to the rules of the year where the entitlement is granted. For example, if you change the policy from start of the current period (for example, 1.1.2024), the carryover in the cycle of 2024 still expires according to the policy rules of the previous cycle.
▶︎ If you want to make a temporary adjustment, assign the new accrual policy from the Start of the current period. This will apply the policy for the current cycle and only change the amount or expiration of entitlement at the end of the current holiday year.
▶︎ You can then assign the original policy from the Next entitlement period on. This will apply the previous carryover rules again from next holiday year on.
▶︎ If you want to make a permanent adjustment, you can assign the new accrual policy from the Start of the current period or Next entitlement period to change the carryover for the future, depending on your needs.