In this article, you will learn why some accrual policies show an empty absence history in Personio, and what to do to make sure that your employees' absence balance continues to be calculated correctly.
Why do some accrual policies show an empty absence history?
During 2023, we at Personio moved to a new server with a new absence engine, to provide our users with more advanced data security as well as an improved absence functionality.
During the transition, most of the existing accrual policies were able to be migrated automatically to the new server with no issue. However, some accrual policies could not be automatically migrated due to their very specific settings no longer being supported, and appeared as "Expired" in Personio. As a result, we asked our users to manually update the expired accrual policies in the past.
If you did not manually update these accrual policies back then, they will now show an empty absence history in the employee’s absence overview. If that's the case, you now need to set up these accrual policies as usual, and then make a balance adjustment.
Update an expired accrual policy
Step 1: Generate and export a report about the last absence cycle's carryover
Step 2: Create a new accrual policy and assign it to the employees
- Navigate to Settings > Absence > [Absence type] and scroll down to the accrual policy labelled as Expired version.
- Click on the expired accrual policy to open a side window with the settings overview. Take note of the expired accrual policy settings.
- Close the side window to go back to the general absence settings and click Create accrual policy.
- Create a duplicate of the expired accrual policy by entering the same settings.
The settings of the duplicate accrual policy must match completely the settings of the expired accrual policy for the employees' absence balance to remain unaltered.
- Navigate to Employees > Employee list and click on the three dots icon.
- Click Edit list columns > Add columns and select the Status column. Select also the relevant absence type that contains both the expired accrual policy and the duplicate accrual policy (for example, "Paid Vacation / Policy").
- Click on the new column and click on the expired accrual policy to filter the employees and only see those who have the expired accrual policy currently assigned.
If you confirm that the policy is indeed assign to employees, but you cannot see the assigned employees in the Employee list, please reach out to us via Find answers before you continue.
Click also on the Status column and select all four statuses (Active, On leave, Onboarding, and Inactive) to make sure that all employees are displayed.
Select all the employees and click Actions > Change accrual policy to open a side window. Select the relevant absence type and select the duplicate accrual policy that you created to replace the expired one. In the field Applicable from, select Hire date and click Save.
Make sure to select the option Start of the current period to prevent your employee's absence balance from being retroactively updated.
With the help of the exported balance from step 1, import (link import accrual balance), import absence balance on the last day of the previous cycle. (You can also use details from step 4 in this article).
The expired accrual policy is now successfully replaced by a duplicate accrual policy. As the expired accrual policy is now unassigned from all employees, it can be safely archived.
If you wish to assign a different policy from the current or future periods on, you can assign a different policy.