The period in which leave accrues, and/or becomes an entitlement to take leave, varies for each country. In some cases, the leave year may also vary between different types of leave within the same country. To support that, FastTrack360 provides the ability to create configurable twelve-month periods that are known as leave years.
Once a leave year is configured, it can referenced by different condition types within specific leave rules for leave types that are configured in Leave > Maintenance > Leave Type, as described in the table below.
Rule Type | Condition Type | Description |
|---|---|---|
Transfer Rule | Transfer On | Can be used to transfer accrued leave into an entitlement on close of a specific leave year. For more information, see Closing a Leave Year below. |
Transfer After | Can be used to trigger an initial transfer of accrued leave after a certain period has elapsed after the specific leave year. | |
Rule Not Applied Before | Can be used to transfer accrued leave into an entitlement if a transfer has not already occurred during a specific leave year. | |
Reset Rule | Reset On | Can be used to clear down the balance of leave when a specific leave year is closed. For more information, see Closing a Leave Year below. |
Allocation of Leave to a Leave Year
Leave accruals are allocated to a leave year based on the transaction date. For leave accrued in a pay batch, the transaction date is the end date of the pay period in which the leave accrues while for leave accrued via the Leave Service, the transaction date is the date on which the service triggers the accrual.
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 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 year.
Closing a Leave Year
If you have configured leave that is reliant on leave years, each leave year must be closed manually each time the corresponding twelve-month period concludes. That allows any leave Transfer or Reset Rules, which are configured to trigger on close of a leave year as described in the table above, to be triggered by the Leave Service so that leave balances can be transferred or cleared down respectively.
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 practical.
How to Create a Leave Year
To create a leave year, follow the steps below.
Step | Procedure |
|---|---|