This article explains how to change the carryover limit or its expiration date for your employees. You can’t edit a time off policy already assigned to employees. For this reason, you must:

1. Duplicate the existing assigned time off policy.
2. Edit the new policy’s carryover settings. 
3. Assign the new policy to your employees.

Before you start

Permissions

To follow the instructions in this article, you must have the following permissions: 

• Time off / Balance history > Edit
• Account Configuration > Time off 

Use cases

When editing a time off policy, you choose when it becomes effective from. Review the effects that a policy change date has on carryover.

It’s now possible to assign time off policies from specific dates, including the previous year. This means you can also change the previous year’s carryover settings. To change the carryover from years before the previous year, adjust their carryover manually instead. Review the use cases below.

Use case 1: Change carryover entitlement from the current or previous year

To change an employee’s carryover entitlement from the current or previous year, follow the steps below. The same applies if you want to change the carryover expiration date.

1. Duplicate the existing time off policy.
2. Edit the new policy’s carryover settings.

• When assigning the new policy to employees, in Effective from:
  ▶︎ Choose Specific date if you want to adjust the carryover from the previous year. You can back-date it to the beginning of the previous accrual year.
  ▶︎ Choose Start of the current period if you want to adjust the carryover that is carried over from the current year.

Use case 2: Change carryover entitlement from years before the previous year

You can retroactively change an employee’s carryover entitlement from years before the previous year. Follow the steps to adjust an employee’s time off balance manually. The same applies if you want to change the carryover expiration date.

Back-dated changes via policy settings are possible from the beginning of the previous holiday year.

Duplicate the existing time off policy

1. Go to Settings.
2. In the Time off & attendance section, click Time off.
3. Select the relevant time off type.
4. Scroll down to the relevant time off policy.
5. Click the time off policy, then the three dots > Create Copy.
6. In the pop-up window, click Create Copy to confirm.

Edit the new policy’s carryover settings

After the duplication, the new time off policy is already selected.

1. Click the three dots > Edit.
2. Click Next until you get to the Carryover section.
3. Edit the settings as needed.
4. Click Next until you see the option to update the policy.

Assign the new time off policy to employees

1. Go to Organization > People list.
2. Optional: Apply filters to narrow the selection.
3. Check the box to the left of the relevant employees’ names.
4. Click Edit time policies > Change time off policy.
5. Select the relevant time off type and the new policy.
6. Choose the date for the policy change, keeping in mind the effects shown in the table below.
7. Confirm the policy change.

Effects of policy change date

The table below shows when the new carryover rules start to apply for each "Effective from" option. Each one has its own timing, so check the row for the exact year.

Carryover scenarios

Consider the following carryover scenarios:

• Scenario 1: You assign two policies within a year with different carryover rules, where both share the same accrual year. In this case, the settings of the last policy assigned in that year apply to the remaining entitlement of that year. The system always applies the carryover rules of the assigned policy at the end of the accrual period.
• Scenario 2: If you've set up the policies with two different accrual years, each policy's carryover rules apply to its own accrual period. For example: You assign an employee Policy A with an accrual year starting on 15/04. On 01/07, you assign the employee Policy B with an accrual year starting on 01/01. In this example, the system carries over the entitlement from the period of Policy A on 01/07 (instead of the original 14/04).

Adjust an employee’s carryover manually

To add or remove carryover days from the employee’s current year’s balance, or extend the carryover expiration date, you must use a time off balance adjustment.

You can prevent manual balance adjustments in the future by editing the relevant time off policy before the end of the previous holiday year, as described at the start of this article.

Add carryover days

To add more days to an employee’s carryover, apply an expiring adjustment, making sure to:

• Set the number of days you want to add to the balance.
• Select the first day of the holiday year as the adjustment date
• Select the expiration date by which the employee must use the carryover.

You can also do this in bulk for several employees at the same time.

Remove carryover days

To remove days from an employee’s carryover, apply an absolute adjustment, making sure to:

• Set the number of days you want the employee to carryover.
• Select the last day of the holiday year as the adjustment date.

This fully overwrites the overall time off balance and its history, setting the balance to the amount you choose. You can also do this in bulk for several employees at the same time.

Extend the carryover expiration date

To extend the expiration date of the existing carryover, follow the steps below. You must do this as close to the expiration date as possible, to ensure accuracy and avoid giving extra days.

1. Make a note of how many carryover days the employee has left:
   • Go to the employee’s profile > Time off.
   • To the right of the page, click the relevant time off type.
     Expand the Expiring section to see how many days are expiring.
2. Apply an expiring adjustment, making sure to:
   • Add the same number of days the employee has left.
   • Select the day after the carryover originally expires on as the adjustment date.
   • Select the new expiration date by which the employee must use the carryover.