In most cases, when a time off balance is wrong, it is caused by proration/

When entering an employee's time off allowance into HRWize, you should enter the full years' allowance - do NOT prorate their allowance to account for starting on finishing mid-year.

EXAMPLE 1

The holiday year begins on January 1^st and Bob starts on July 1^st and his full "normal" year entitlement is 28 days. You should enter 28 days as his entitlement - the system will know that he has started mid-year and will prorate his allowance accordingly.

If you enter 14 days, the system will then prorate this to 7 days which is incorrect.

Be mindful of its contract end date. If you have set a contract end date, the system will also use that when prorating allowances if it falls in the current holiday year.

EXAMPLE 2

Bob's contract end date is set for September 30^th. You should still enter 28 days as his entitlement and the system will prorate this again.

If you were to enter 7 days, the system will then prorate this to 3.5 days which will again be incorrect.

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Note for part-timers

If you have a part-time employee then the system will still prorate their allowances using their start and end date, but not based on their working days, you need to calculate their normal annual entitlement.

For example, all full-time employees are entitled to 20 days - Joan works 2 days per week so is entitled to 8 days. You should enter 8 days - if you enter 20 days the system will not prorate this to allow for her working less than "normal" hours.

Proration currently only occurs for start and end date - not for working days/hours.

For more details on the breakdown of calculations, click here.

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Other Potential Issues

If your time off balances are not correct, you can also check the following:

• Ensure you have set the current start of the year date for your company. This is located in Administration > Company > Settings > Timeoff settings (global).
• Ensure the employee's start date is set correctly.
• Ensure the employee's contract end date is set correctly.
• Check if you have enabled "Timeoff allowances accrual". You can do this in Administration > Company > Setting > Timeoff settings (global). Once here, you can find this under the Accrual section.

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Length of Service

We commonly see that when a length of service rule is incorrect, these are the two areas that tend to be the common causes:

• Accrual Validity
• Accrual Period

Click here for more information on length of service rules.

The system will automatically pro-rate allowances for those employees who start mid-year. If you also have a contract end date set, this will also be taken into account and both combined can significantly reduce the employee displayed allowance. For example, if there is only a 3-month difference between the start and end date, the employee will only be entitled to 1/4 of their normal allowance. 

Additionally, if you use Time off allowances accrual, the employee will only be entitled to what actual allowance they have earned. Simply, on day 1 of the holiday year, they are entitled to nothing, and at the end of month 1, they are entitled to 1/12 and so on.