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A leave balance that has been allocated to one leave year remains available to be used to pay leave that is taken in any pay period where the period end date falls within that leave year, even if irrespective of whether that leave year has already been closed and therefore a portion of the remaining entitlement balance has been rolled over into the carryover pot for the next leave year and the remaining entitlement balance has been cleared down.
For example, consider a scenario where for the leave type Annual Holiday the leave year is equivalent to the calendar year (1 January to 31 December). Assuming a weekly pay frequency from Monday to Sunday, the last full pay period for the 2024 leave year is 23/12/2024 – 29/12/2024, which is not processed and paid until 01/01/2025. The leave year is closed on 31/12/2024, triggering a rollover of a maximum of 5 days of Annual Holiday leave into the carryover pot and the clearing down of any remaining entitlement balance that accrued in the 2024 leave year.
In this scenario, irrespective of the fact that the last pay period is processed after the close of the 2024 leave year, a payee’s leave balance for the purposes of paying any Annual Holiday leave taken during that last pay period of the leave year is based on the balance as at 29/12/2024. That is, the balance prior to the leave year close and resetting of entitlement balances that occurs on 31/12/2024 and prior to any leave that may have already accrued in the next period (30/12/2024 - 05/01/2025), which is allocated to the 2025 leave yearirrespective of any clearing down of leave balances that closing of the leave year may have triggered.
Closing a Leave Year
If you have configured Each leave year that is reliant on leave years, each leave year used within any rules for a leave type must be closed manually each time the corresponding twelve-month period concludes. Closing the a leave year has the following effects:
Transfer transfer rules configured to transfer leave accruals into entitlements on closing of a leave year are triggered when the next service or a pay batch is run
Reset reset rules configured to reset leave accrual balances and/or leave entitlement balances are triggered when the next service or a pay batch is run
The the current leave year is flagged as closed
The the next leave year (i.e. the next twelve-month period) in the cycle is then flagged as open.
A leave year can be closed at any time (for more information see Allocation of Leave to a Leave Year above). However, generally this should be on the first day of the new leave year. For example, if the leave year runs 1 April to 31 March of the following calendar year, the leave year that has just been concluded should be closed on 1 April or as close to that date as practicalbut generally it should be closed once all pay batches for the last pay period that falls entirely within the leave year has been processed. That ensures that all leave accruals for the concluded leave year have been factored into payees' leave balances before any transfer or reset of balances occurs when the leave year is closed.
How to Create a Leave Year
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