Leave Allocation Run

One document does the whole company's leave year. It carries forward what the group allows, lapses what it does not, and allocates the new year's entitlement, and it shows you line by line what it did to each person before you believe it.

Where

Time Management › Transactions › Leave Allocation Run

Who uses it

HR, at the leave year end and monthly where accrual is monthly

When

On the first day of the new leave year

Needs first

Leave Group and a group named on every Employee Policy Profile

What it is for

Three things happen to a leave balance at a year end and this screen does all three in one pass.

What the group allows to survive is carried forward. What it does not is lapsed. Then the new year's entitlement is allocated. The grid shows those three figures for every employee and every leave type, so the run can be checked before anybody is told their balance.

The rules are not on this screen. Every one of them is on the Leave Group line for that leave type: the quota, the accrual method, whether to prorate, what carries, what it is capped at and when the carried days expire. This screen only applies them. If the result is wrong, the group is wrong, and running it again without fixing the group produces the same wrong answer.

Two things about when it runs are worth knowing before you plan a month end around it.

The same work also runs on its own every night. On a normal installation nobody has to make this document at all. The year end carry forward, the lapsing and the accrual happen unattended, and this screen is there to do a run deliberately, to see in a grid what was done, and to re-run one person after his group or his dates were corrected.

Entitlement is only granted on the first or the last day of a month. A run made on the fourteenth carries forward and lapses as it should, but it grants nothing, and it does not complain. That is the commonest reason a run looks like it half worked. Date the run the first day of the month.

Where a client's accrual is monthly rather than yearly, the run is used monthly as well, with the month named on the header, and again dated the first or the last day of that month.

Run it for everybody, not person by person. The Employee field on the header is there for the one case where a single person needs re-running, usually after his group or his joining date was corrected.

Every field, in plain words

Header

Field	What it means	What to put in it	Notes
Transaction	The document number.	Fills itself. Leave it.
Run Date	The date the run is treated as happening on.	01-Jan-2026	Required. Use the first day of the new leave year. It is what decides which balances are old and which are new, so a run dated wrongly moves the wrong days.
Leave Year	Which leave year is being allocated.	2026	Fill it for a year end run.
Month	Which month is being accrued, for a monthly accrual.	1	Leave it empty on a yearly run. Fill it only where the leave group uses a monthly accrual method.
Run Type	Which of the three jobs to do.	ALL	Required. The three values are below.
Employee	Restricts the run to one person.	Leave it empty	Empty means everybody, which is what a year end run should be. Fill it only to re-run one person.
Name	That person's name.	Fills itself. Leave it.
Employees Processed	How many people the run touched.	Fills itself after the run. Leave it.	Check it against the headcount. A figure well below it means people have no leave group.
Notes	Why this run was made.	Leave year 2026 opening allocation

The Run Type values:

• ALL Carry Forward and Allocate - does everything. Carries forward what is allowed, lapses the rest, then allocates the new year. This is the ordinary year end choice.
• CFW Carry Forward and Reset Only - closes the old year and carries what is allowed, but allocates nothing new. Use it when the new year's quota has not been agreed yet and the client does not want the old balances sitting there growing stale.
• ALC Allocate Entitlement Only - allocates without touching the old year. Use it for a monthly accrual, for a mid year joiner, and for the second half of a job started with CFW.

Details

One line per employee and leave type. The lines are the result of the run, not something you type.

Field	What it means	What to put in it	Notes
Line #	The line number.	Fills itself. Leave it.
Employee	Who the line is about.	Fills itself. Leave it.
Name	Their name.	Fills itself. Leave it.
Leave Type	Which leave the line is about.	Fills itself. Leave it.	A person with four leave types gets four lines.
Name	The leave type's name.	Fills itself. Leave it.
Carried Forward	How many days survived into the new year.	Fills itself. Leave it.	Check a few against the carry forward rule on the group. A column of zeroes where carry forward is ticked means the rule has no value in it.
Lapsed	How many days were lost.	Fills itself. Leave it.	This is the column the client will ask about, so read it before they do.
Allocated	How many days the new year gave.	Fills itself. Leave it.	A prorated joiner shows less than the full quota here, which is correct.
Status	What happened to this line.	Fills itself. Leave it.	A line that did nothing says so, and usually says why.

How to configure it

1. Before the year end, check the Leave Group lines once more. Quota, Accrual Method, Prorate, Carry forward, Carry Forward Value, Carry Forward Max Limit, Carry Forward Expires In and Expires Value. Everything the run does comes from there.
2. Check every employee has a leave group on his Employee Policy Profile. Anyone without one is skipped silently.
3. Settle outstanding leave first. Approve or reject the leave requests that are still open, because an unapproved request has not yet touched a balance and will be carried forward against the old year's figure.
4. Open the screen. Set Run Date to the first day of the new leave year, Leave Year to the new year, and Run Type to ALL. The date must be the first or the last day of a month, or nothing is allocated.
5. Leave Employee empty so it runs for everybody.
6. Create the document and read the grid. Check Employees Processed against the headcount, then check three or four people you know the answer for by hand.
7. If the figures are wrong, do not save and do not run it again. Fix the leave group and start over.
8. When the figures are right, save it. Then tell HR the new balances are live.
9. On a monthly accrual, repeat each month with Run Type ALC and the Month filled.

Scenarios

"It is the first of January and nobody's balance has changed"

The run has not been made. Nothing moves a leave year on by itself that the client should be relying on. Make the run, dated the first of January, Run Type ALL.

"Our leave year is July to June"

Set Leave Year Basis to Fiscal and Leave Year Start Month to 7 on the Leave Group, then make the run dated 01-Jul with the new leave year on it. A run dated 01-Jan on a July to June client moves nothing, because nothing is at a year end on that date.

"A man joined on the fifteenth of February"

Run Type ALC for that one employee, with the Run Date on the first day of the month after he joined, so 01-Mar-2026. A run dated the fifteenth grants nothing. With Prorate ticked on the group line he gets a share of the year's quota, not the whole of it. A man joining part way through a month starts accruing from the following month, so a mid February joiner on a monthly accrual earns from March.

"We have not agreed next year's quota yet but the year has ended"

Run Type CFW now, so the old year closes and the carry forward is correct. When the quota is agreed, come back and make a second run with Run Type ALC.

"I ran it twice by mistake"

Check one person's balance. The run will not entitle the same person twice for the same thing on the same day, so the second run normally shows a grid of lines that did nothing. If a balance really has doubled, correct it with an adjustment on Employee Leave Entitlement rather than by deleting the run.

What it is connected to

• The Leave Group holds every rule the run applies. The run has none of its own.
• The Employee Policy Profile is what joins a person to a group. No group means no allocation.
• Employee Leave Entitlement is where a balance the run got wrong is corrected, and where go live balances came from in the first place.
• Employee Request Leave and Employee Leaves spend what the run allocated.
• Leave Encashment is usually done just before or just after a year end run, so settle which order the client wants. Encashing first means the carry forward cap applies to a smaller balance.
• Nothing here reaches Payroll directly.

If something looks wrong

• "Employees Processed is much lower than our headcount" - the people missing have no leave group on their policy profile, or they are not active on the Run Date.
• "Carried Forward is zero for everybody" - Carry forward is unticked on the leave group lines, or it is ticked with no Carry Forward Value and no Carry Forward percentage.
• "Everything lapsed" - the same cause seen from the other side. The group allows nothing to carry.
• "Allocated is less than the quota" - Prorate is ticked and the person did not work the whole leave year, or Allocate On is Confirmation and he was confirmed part way through. Both are usually correct.
• "A man got nothing allocated" - he is not confirmed and the group allocates on confirmation, or his leave group does not list that leave type.
• "It carried forward but it allocated nothing" - the Run Date is in the middle of a month. Entitlement is only granted on the first or the last day of a month, and nothing warns you. Date it the first.
• "Nothing accrued this month" - the same cause, or Month was left empty on a monthly accrual.
• "Balances moved and nobody ran anything" - the same work runs nightly on its own. That is expected, and it is why a hand run is usually unnecessary.
• "The run moved the wrong year" - the Run Date is in the old leave year rather than the first day of the new one.