This article is intended for users with the HR Manager role


For accrued allowances :


1. Make sure the employee has a start date defined on their user profile


Organization,  Employees,  Employee Profile tab 

Ensure Job Start Date field or Continuous Start Date field is completed 

Ensure the Leave Start Date drop-down points to the correct start date field (either Continuous or Job Start Date)

Save changes


2. Set a pro-rata formula on the leave profile


From Leave Admin select the relevant Leave Profile for the employee.

On the Main Details tab, set Pro Rate Formula field  This determines the amount of allowance allocated to an Employee in their first year of employment depending on the setting selected:

  • Disabled: The allowance will not be prorated, and the entire amount of entitlement will be allocated to the employee.
  • Months remaining from user start date: The allowance will be prorated based on the number of full months remaining from the employees start date until the end of the employees leave year.
  • Months remaining from user start date (inclusive): Same as above, but includes the partial month in which the employee starts.
  • Days remaining from user start date: The allowance will be prorated based on the number of days remaining from the employees start date until the end of the employees leave year.


Save changes 


3. Update employee allowance using allowance calculator to reflect new changes.


From Leave Admin open the Allowance Calculator.  Review the notes about using the Allowance Calculator:


This tool allows you to re-calculate allocated allowances for a specific Team and Leave Profile. This may be useful after changing the entitlement values on a Leave Profile, moving a user to another Leave Profile, or changing a users start date.
To use this tool, select a Team from the drop down. The page will update with the current, and re-calculated allowances for the employees in the selected team. The page will show the current allowances, and the re-calculated allowances. If an employee has a Start Date, the allowance can be pro-rated for the starting allowance year. Changes are marked in red. Click save to commit the changes.


Fill in employee team and leave profile information 

Select Calculate Accrued Entitlement on the top right of the screen then review any allowance updates which are shown in red 

Once you are happy with the proposed changes click Save


Please note that future employees create will have the correct allowance on creation.


For annual allowances :


1. Make sure the employee has a start date defined on their user profile


Organization,  Employees,  Employee Profile tab 

Ensure Job Start Date field or Continuous Start Date field is completed 

Ensure the Leave Start Date drop-down points to the correct start date field (either Continuous or Job Start Date)

Save changes


2. Set a pro-rata formula on the leave profile


From Leave Admin select the relevant Leave Profile for the employee.


On the Main Details tab, set Pro Rate Formula field  This determines the amount of allowance allocated to an Employee in their first year of employment depending on the setting selected:

  • Disabled: The allowance will not be prorated, and the entire amount of entitlement will be allocated to the employee.
  • Months remaining from user start date: The allowance will be prorated based on the number of full months remaining from the employees start date until the end of the employees leave year.
  • Months remaining from user start date (inclusive): Same as above, but includes the partial month in which the employee starts.
  • Days remaining from user start date: The allowance will be prorated based on the number of days remaining from the employees start date until the end of the employees leave year.


Save changes 


3. Update employee allowance using allowance calculator to reflect new changes.


Fill in employee team and leave profile information 

Select Calculate Annual Entitlement 

on the top right of the screen then review any allowance updates which are shown in red 

Once you are happy with the proposed changes click Save


Please note that future employees create will have the correct allowance on creation.