Changing an employee’s time-off policy shouldn't accidentally double their leave balance. Our Time-Off Balance Control prevents extra grants by letting admins set policy defaults, adjust rules per employee during updates, and preview balances before saving.
Key Features
Policy-Level & Individual Rules: Configure default behaviors for unassigning or reassigning policies, with the flexibility to override these defaults on an individual employee basis.
Live Balance Previews: View current vs. projected balances in real time before finalizing any changes.
4 Unassignment Options: Select how remaining leave balances are handled when removing an employee from a policy.
3 Reassignment Options: Control how initial balance entitlements apply when adding an employee to a new policy.
How to Configure Policy Defaults
Navigate to Settings > Time & Attendance > Time Off.
Select an existing policy by clicking Actions > Edit or create a new one.
Scroll down to the Leave Balances Rules section.
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Set your default preferences using the dropdown menus for:
Leave balances for unassigned employees
Leave balances for assigned employees
Click Save.
Unassignment Options Breakdown
When removing an employee from a time-off policy, choose one of the following four rules to handle their remaining balance:
| Option | Function | Example Scenario |
| Keep current balance | Preserves the existing balance completely untouched upon unassignment. | Standard policy updates where the employee retains all accrued time. |
| Remove current entitlement | Removes only the most recent accrual/grant transaction, returning the total to the prior balance. | Correcting an accidental recent grant or mid-cycle adjustment. |
| Set current leave balance to zero | Resets both accrued/granted balances and time-off taken to zero. | Employee offboarding or complete clear of a specific leave category. |
| Remove a pro-rata amount from an effective date | Removes accrued leave proportional to a selected date within the accrual period. | Employee transitioning off a policy mid-month or mid-cycle. |
Note on Unassigned Policies: Once a policy is unassigned, employees cannot request time off under that policy from their self-service profile. However, admins retain the ability to submit requests on their behalf, and any remaining balance will update accordingly.
Reassignment Options Breakdown
When enrolling an employee into a new policy, select one of the following three options to determine their starting balance:
| Option | Function |
| Do not apply time off balances to employees on assignment | Keeps the current balance as-is without adding new entitlements. |
| Apply full balance amount on employee assignment | Adds the full standard entitlement of the new policy directly to the employee's existing balance. |
| Apply a pro-rata amount from employee start date or an effective date | Calculates a proportional entitlement based on either the employee's start date or a custom selected effective date. |
Step-by-Step: Reassigning an Employee with Overrides & Previews
Navigate to Settings > Time Off and locate the target policy.
Click Actions > Manage Assignment.
Move the employee to or from the Selected column.
Click Review leave balances (or proceed to Step 2 of the workflow).
Review the Current leave balance vs. New leave balance table.
(Optional) Select a different rule from the dropdown menu to override the policy default for this specific transaction.
Verify that the calculated New leave balance displays as expected.
Click Save to apply changes.