Employee page: Leave Balances
What this guide covers
The Leave Balances tab shows this employee's balance for each leave type and lets HR assign plans and make audited adjustments. (Leave types and plans themselves are configured in HR Settings → leave types, plans & balances.)
Who can edit: HR write. Balances are sensitive — this guide explains the mechanics, not anyone's numbers.
The balances table
One row per leave type, showing:
| Column | |
|---|---|
| Leave Type | Name, paid/unpaid, certificate-required flag. |
| Entitlement (earned) | Year-to-date earned, with the policy label. |
| Monthly Rate | The accrual rate per month. |
| Balance | The total, broken down as earned + carry − taken. |
| Pending | Days in not-yet-approved requests (reserved). |
| Projected | The balance at the next accrual, after pending + next accrual. |
| Taken | Approved leave already used. |
Actions (per row)
- Leave Plan — assign/change the plan, then Save Plan to recompute entitlement + accrual.
- More menu:
- Negotiated plan… — a custom arrangement.
- Edit opening balance… — adjust entitlement / carry-over / taken, with a live "resulting balance" preview and a required reason.
- Backfill taken… — record leave taken over a date range (auto-counts working days).
- Annual wizard… (Annual only) — re-base from a snapshot date and replay accruals, with a preview before applying.
- Remove leave type… — with confirmation.
You can also Add a leave type to the employee, and import an annual snapshot CSV (Annual rows only; Employee;Worker ID;Balance;Leave Type).
Good to know
- Adjustments need a reason and are audited — the "edit opening balance" dialog requires one and previews the result before saving.
- Pending vs Taken — pending requests are reserved (not yet deducted); taken is approved-and-used. The balance accounts for both.
- Use the Annual wizard for cycle roll-overs rather than hand-editing — it replays accruals correctly from a snapshot.
- If lots of people are off the same way, fix the plan in HR Settings instead of editing each person.
Related guides
- HR Settings — leave types, plans & balances — configure the types/plans and the org-wide balance tools.
- Manage your team's leave / Leave reports (HR) — approving and reporting on leave.
- The employee page (HR) — the overview of all tabs.