🎯 For administrators who wish to transition their employees from one type of leave account to another, such as from an accrued account to a fixed account.

You may be here because you're facing one of the following common situations: ⬇️

Situation 1	An employee changes their employment type, either from hourly to salaried or vice versa.
Situation 2	You want to change the account from day-based to hour-based, or vice versa.
Situation 3	You wish to transition an employee from one type of accrued account to another type of accrued account
Situation 4	An employee's account was created based on a wrong policy.
Situation 5	Your employee's leave account is currently using the legacy policy, and you want to switch to the new leave policy. You can follow the guide Transitioning from legacy leave accounts to new leave accounts to find out how to do it.

Note: Find more details on the situations here.

General steps: Transitioning from one type of leave account to another

Note: We recommend you transition at the start of the new holiday year when the first account is about to expire. That way, you'll only need to transfer the requests already made for the coming year and you'll keep consistent holiday data.

If you wish to transition during the holiday year, you may have to adjust each employee's current balance individually and transfer requests between the changeover date and the end of the holiday year.

Follow the steps below to transition from one holiday account to another. ⬇️

Step 1: Apply the new account

Note: If the account is limited to specific employee types, please remember to update the employee’s employee type in their Employment tab.

You would first need to have the new policy for the employee you wish to transition. See How to create a fixed leave policy or How to create an accrued leave policy.
Then, follow these steps:

Go to Schedule > Leave accounts (or Absence accounts) > Click on Manage leave > Create leave accounts. See How to apply leave accounts to your employees for further details.

Tip: The start date of the spending period usually is the date of the transition.

Step 2: Transfer the pending holiday requests to the new account

⬆️ Edit the employee’s profile and follow these steps:

Go to the Leave overview (or Absence) tab
Change the start date of the period to the changeover date
Open each pending holiday request that is linked to the account you want to transition from
Click on the holiday days requested to change the cost to 0
Click on the holiday days you wish to request from the new account and enter the daily cost
Click on Approve

Step 3: Adjust the approved holiday requests for the period after the changeover date

If you’ve approved holiday requests that should be deducted from the new account instead, you can edit the employee’s profile and follow these steps:

Go to the Leave overview (or Absence) tab
Change the start date of the period to the changeover date
Open each approved request that is linked to the account you want to transition from
Click on the holiday days requested to change the cost to 0
Click on the holiday days you wish to request from the new account and enter the daily cost
Click on Save

Alternatively, you can navigate to Schedule > Leave (or Absence) requests > Change the start date of the period to the changeover date > Change the filter to Approved and follow the steps above to transfer the cost.

Step 4: Set an expiration date for the old account

To maintain the data associated with the old holiday account, it is necessary to set an expiration date, typically set as the day before the changeover date. To set an expiration date, follow these steps:

Edit the employee's profile and navigate to the Leave overview tab.
Edit the holiday account by adjusting the end date for both the accruing and spending periods to be the day before the changeover date.
Click on Save

Step 5: Optional - Adjust the opening balance of the new account

Tip:

Prior to this step, we recommend you export the balance of all the new account and of the old account. To do this, go to Schedule > Leave accounts (or Absence accounts).

To have the old account’s balance, adjust the period to match the validity dates of this account, choose the account status All and in the Filters, choose the name of the account you wish to export data and click on Export in the top right corner.
To have the new account’s opening balance, adjust the period to match the validity dates of this account, choose the account status Active and in the Filters, choose the name of the account you wish to export data and click on Export in the top right corner.

Adjust the new account's opening balance if the old account had any balance left at the adjusted end date.

Note: If an employee starts mid-period and has a fixed holiday account, you will need to manually insert the opening balance. Planday does not perform pro-rated calculations in such cases.

To adjust the opening balance, follow these steps:

Edit the employee’s holiday account
In the Opening balance section, change the Balance on the start date
Click on Save

Alternatively,

Edit the employee’s holiday account
In the Manual adjustments section, click on Edit
Add or deduct days or hours
Apply the adjustment on the start date of the account

Learn more about Manual adjustments in How to make adjustments to leave balance.

Tip: With the second option, you'll have a history of the adjustment (who did it and when) and you can add a comment.

Use cases

Example 1: Switch from accrued account to fixed account

For employees who are changing employment status, for example from hourly to salaried, you can transition them to a new holiday account.

In the example below, Tom is an hourly employee and has an accrued account. He’s switching to a salaried employee on 01/10/2023. His accrued account ends on 31/03/2024.

To transition him to a new account, you would need to:

Make sure that he has the right employee type. See how to update the employee’s employee type.
Apply the new fixed account with a start date set to the date of the changeover date (in Tom’s case, 01/10/2023)
Open all pending leave requests for periods past 01/10/2023 and transfer them to the new account. See Step 2 which shows you how to do it
Adjust the approved leave requests for the period after the changeover date. See Step 3 above which shows you how to do it

If the employee has days left from the accrued leave account that you need to pay out, you can export a leave account report by doing the following:

Go to Schedule > Absence account (or Leave accounts)
Set the dates in the period filter from the start of the accruing period to the day before the changeover date
Click on Filters and choose the holiday account
Click on Export
The final column Leave pay - at the end day of the period filter in the export will give you the amount to pay.

Note: If you don’t want to pay out the days left, you can set the leftover balance as the Opening balance of the new account.

Set an expiration date for the old account. Go to Step 4 to find out how to do it.

Example 2: Switch from one type of accrued account to another type of accrued account

An employee goes up or down in hours so you need to transition this employee to a new account. You would need to do the following:

Optional: Switch employee type in the employee’s Employment tab
Apply the new holiday account with the start date set to the date of the changeover date.
Follow Step 2: Transfer the pending holiday requests to the new account
If there’s some balance left on the old account, zero it out
Expire the old leave account of the employee by setting the end date to the date before the changeover date
Insert the number of days left into the start balance of the new accrued leave account

Note: To zero out an account, either make a manual adjustment or book holiday from it.

Example 3: An account was created by mistake

If the account was created by mistake, for example, an hourly employee got a fixed leave account instead of an accrued leave account, you would need to follow these steps:

Export a Leave requests report matching the validity dates of the account. This gives you all the requests that need to be re-entered for the new account
Deny all the Pending and Approved requests for the account that needs to be deleted.
Delete the leave account from the employee’s Leave overview tab or under Schedule > Leave accounts (or Absence accounts)
Apply the new leave account
Re-enter all Approved and Pending Leave requests into the new accounts that were denied in 2.

Note: The balance of the account must be 0 to be able to delete it.

See related articles:

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