In most cases, when a time off balance is wrong it is caused by proration.

NOTE: When you enter an employee's time off allowances into Natural HR, you should enter the full years' allowance - do NOT prorate their allowance to account for starting or finishing mid-year.

Example

Holiday year begins 1st January and Bob starts on 1st July and his full "normal" year entitlement is 28 days. You should enter 28 days as his entitlement - the system will know he has started mid-year and will prorate his allowance accordingly. 

If you enter 14 days, the system will then prorate this to ~7 days which will be incorrect.

The other thing to be mindful of is contract end date - if you have set a contract end date, the system will also use that when prorating allowances if it falls in the current holiday year.

Example

Bob's contract end date is set to 30th September - you should still enter 28 days as his entitlement and the system will prorate this again.

If you were to enter 7 days in this instance, the system will then prorate this to ~3.5 days which will, again, be incorrect.

Note on part-time workers

If you have a part-time employee then the system will still prorate their allowances using their start and end date BUT not based on their working days hence you need to calculate their normal annual entitlement.

Example

All full-time employees are entitled to 20 days - Joan works 2 days per week so is entitled to 8 days. You should enter 8 days - if you enter 20 days the system will not prorate this to allow for her working less than "normal" hours.

Proration currently only occurs for start and end date - not for working days/hours. 

For a more detailed breakdown of calculations please see our calculation article found Here

Other Potential issues

If your time off balances are not correct you can also check the following things:

• Ensure you have set the start of year date for your company and that it is current. This is located via:

Administration -> Company -> Settings -> Timeoff settings (global)

• Ensure the employee start date is set correctly
• Ensure the employee contract end date is set correctly
• Check if you have enabled 'Timeoff allowances accrual' within. You can do this through:

Administration -> Company -> Settings -> Timeoff settings (global)

Once here, you can find this under the 'Accrual' section.

Rounding

Another setting to check is what you have your rounding settings set to 

Administration -> Company -> Settings -> Timeoff settings (global)

Length of Service

We have a new article around length of service that covers how to set these rules up. We commonly see however that when a length of service rule is incorrect there are two areas that tend to be the common causes:

• Accrual Validity
• Accrual Period

Please refer to our length of service article for more information.

REMEMBER: The system will automatically pro-rate allowances for those employees who start mid-year - if you also have a contract end date set then this will also be taken into account and both combined can significantly reduce the employee displayed allowance. For example, if there is only a 3-month difference between the start and end date then the employee will only be entitled to ~1/4 of their normal allowance.

 Additionally, if you use Timeoff allowances accrual then the employee will only be entitled to what actual allowance they have earned - simplistically, on day 1 of the holiday year they are entitled to nothing and at the end of month 1 they are entitled to 1/12 and so on.