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ℹ️ Important read:Get to know Planday's leave management to find out which leave set-up fits your needs.
What is prorated leave?
If an employee starts in the middle of the holiday year with a holiday account that includes a fixed number of days or hours upfront, the opening balance may need to be adjusted according to the employee's hire date. Planday automatically calculates adjustments, letting you update the opening balance as needed.
Follow these steps to adjust the opening balance for employees who begin mid-year.
Set the hire date in employees’ profiles
Go to People > Employees.
Edit the relevant employees.
Under Personal details, set the Hire date.
Enable the pro rata option in the fixed leave policy
Go to Settings > Leave & Overtime (or Absence & Overtime) > Policies > Create policy.
Create a fixed leave policy by selecting either:
Preset (1), or
Custom (2)
For preset fixed policies: In the “Optional rules’’ section, click Edit. Then, enable both of these options:
‘Create and assign accounts automatically’
‘Calculate the opening balance based on the hire date’.
For custom fixed policies: Under “Who should be eligible for this leave policy?”, check both of the following options:
‘Create automatically’
‘Calculate the opening balance based on the hire date’.
In an existing fixed leave policy, you can enable the pro rata option if the 'Create automatically' feature is enabled.
This change will only apply to new leave accounts created after the change and will not impact existing leave accounts.
Adjust the opening balance in the leave accounts
Once the leave accounts are created, go to Schedule > Leave accounts (or Absence accounts).
Then, follow these steps:
Click on “Additional filters”.
Choose the leave account’s name.
Click on the relevant accounts
Under “Opening balance”, click on “Adjust”. The balance (either days or hours), will then be prorated automatically based on the employee’s hire date.
In the example above, the employee's start date is 01/10/2024, while the account's start date is 01/01/2024. The total balance allocated upfront for the holiday policy is 400 hours. However, based on the employee's hire date, the recommended opening balance adjustment for this employee is 100.55 hours.
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