Who this guide is for
System administrators managing leave entitlements.
Overview
This guide explains how to expire unused or unbooked carried-over leave entitlements for employees by a specified date.
How Carryover Expiry Works
Carry-over expiry allows administrators to automatically remove any unused or unbooked carried-over leave after a set date. This ensures employees use their carried-over entitlement within a defined period, maintaining accurate leave records.
How to Set Up Carryover Expiry
- Hover over Records and select "Expire carry-over"
- Select expiry type:
- "Expire not taken up to expiry date": removes any unused carry-over entitlement based on absences up to the expiry date specified. For example, say 31st of March is the last day for users to use carry-over, then you'd put in 1st of April - this will ensure that all absences between the rollover up to 31st of March are included.
- "Expire not used in entire leave year": this will set the "Expiry date" as the current date - the list returned will be for any unused carry-over as of that date. For example, say today is 18/06/2025, it will set the "Expiry date" as this day, and the system will calculate the unused carry-over balance based on absences booked between the rollover date and the current date.
- Add a filter, if required, for a specific group type - for example, say you only wish to expire carry-over for users in Germany, you would select the group type "Country" and then scroll down to find "Germany" from that list
- Click on "Search" at top right corner
- Review the results and tick individual checkboxes or use the top checkbox to select/deselect all
- Click on the "Expire not taken up to expiry date" or "Expire not used in entire leave year" button in the top right corner
Additional Information
- Key Terms
- Carry-over: Leave entitlement transferred from the previous year.
- Not taken up to expiry date: users must use the carry-over for bookings that occur strictly before the chosen date:
- If you had 5 days carried over and have spent 1 day before the expiry date and 2 days after, 4 days would be expired.
- The 1 day before the expiry date counts as used carry-over, but the 2 days after don’t count.
- This is the type of expiry that occurs in automatic carry-over expiry, and can be chosen for manual expiry.
- Not used in entire leave year: here, the date field is irrelevant; it looks at the number of days taken in the whole period.
- If you had 7 days carried over and have spent 1 day before the expiry date and 2 days after, 4 days would be expired.
- The 1 day before the expiry date counts as used carry-over, and so do the 2 days after.
- This type of expiry can be chosen for manual expiry.
Permissions Required
- Requires System Administrator or HR Admin role.
- Access to Carry-over records
- Best Practices
- Communicate expiry dates to employees in advance.
- Review carry-over reports before expiring entitlements.
- Use the search function within the platform to quickly find features or settings.
- Important Notes
- The tool only takes into consider carry-over records that go from the default pot and element to the default element - for example, "Annual Entitlement" to "Annual Entitlement". It will not take into consideration carry-overs going from one element to another - for example, "Annual Entitlement" to "Carry-over days"
- All absences must be authorised for them to contribute to used carry-over balance - pending absences do not get factored in