A leave balance is the amount of leave an employee has accrued in the system for a given leave category.
When a leave category is assigned to an employee, leave will accrue in pay runs according to the settings that you have configured in Config > Leave.
Some leave categories will show leave balances in dollar figures, while others will display in units.
Some leave categories will not show any balances, as there is no accrual for the category and it can’t be applied for in a leave request.
Current Balance vs Available Balance
The Astute system will show two different leave balances:
If a leave category cannot be ‘requested’ (eg Holiday Pay in NZ), then the Current Balance and Available Balance will always be the same.
When Does Leave Accrue / Spend?
Accrual and spend for the Current Balance of a leave category is triggered by a pay run being marked as Paid. The accrual will report on the last day of the relevant pay period.
The Available Balance can change in the following places:
- when a leave request is submitted, the leave will deduct from the Available Balance
- when a leave request is rejected, the leave will add back to the Available Balance
- when a leave request is paid, the leave will no longer apply to the Available Balance
At this point, the Current Balance will reduce by the amount of the leave request, so the net effect on the Available Balance will be 0.
Where Do Leave Balances Display?
You can view leave balances for employees in various parts of your portal, depending on your user type and level of access.
|Staff/Admin user with payroll permissions
Note: You can only view leave balances and other leave data for employees who have been assigned to you for leave approval.