Leave policies
How leave is counted in hours against work schedules and public holidays, how balances accrue every night, and how pro-rata, carry-over and expiry are set up.
Leave is counted in hours. A day off costs the hours that person was due to work that day, so part-timers and four-day weeks come out right. Weekends and public holidays cost nothing.
Balances are a ledger
Section titled “Balances are a ledger”Every balance is the sum of dated ledger entries. A nightly job posts accruals, and every booking, adjustment, carry-over and expiry is an entry too. To see why a balance is what it is, read its entries.
| Date | Entry | Hours | Balance |
|---|---|---|---|
| 1 Jan | Carried over from last year | +16.0 | 16.0 |
| 31 Jan | Accrual, January | +16.0 | 32.0 |
| 9 Mar | Annual leave | −8.0 | 24.0 |
| 31 Mar | Unused carry-over expires | −8.0 | 16.0 |
Policy kinds
Section titled “Policy kinds”| Kind | How the balance works | Typical use |
|---|---|---|
| Accruing | Hours build up on a schedule, for example 16 h a month | Annual leave |
| Manual | HR sets the balance; bookings draw it down | Balances agreed outside the system |
| Discretionary | No balance; every request needs approval | Bereavement, special leave |
Rules a policy can set
Section titled “Rules a policy can set”- Accrual: how many hours, how often, and from which date.
- Pro-rata: people who join or leave mid-year get a share of the year’s hours.
- Waiting period: new starters accrue only after a set time.
- Carry-over: how many hours move into the new year.
- Expiry: the date carried hours must be used by.
Pending requests
Section titled “Pending requests”A pending request holds its hours, so the same hours can’t be booked twice. Approval checks the balance again before it confirms.
Adjustments
Section titled “Adjustments”HR can adjust hours manually. Each adjustment needs a reason and goes to the audit log.