Time-off accrual monthly

Hi Yvonne,

We set up our policy just after the Monthly Accrual display option was removed for new customers so please find our solution below.

Our Accrual (Year N) is set up as an Annual Allowance of 25 days on a monthly cycle.

Come end of May 2026, we will download and reimport to their booking balance (a seperate policy) which doesn’t accrue, and takes into account previous Years (N-1). Their booking balance can go to -25 to account for the fact that they can use as they accrue, if they go to -25 having used all accrued in Year N, their booking balance becomes 0 come the import for N+1.

Would be interested to see if the “pull balance from another policy if balance is 0” would work instead of allowing negative figures, I have not tested this yet.

Hi Johnny, 

I’m looking into setting up a french holiday policy in Bob and your reply is really helpful. Could you share more about the separate booking balance policy you have please as i’m wondering if this is what we need also? If you have a separate booking balance does it mean that employees can’t book holiday through the accrual one you have set up.

Thanks

Charlotte

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Hi Charlotte,

No problem at all. To clarify, our Accrual policy is designed purely to display the accrual balance; neither employees nor managers can request leave directly from this policy, and we’ve put a separate approval flow in place to ensure that. The idea is that from June of Year N through to May of Year N, an employee’s accrual balance gradually builds up to a total of 25 days to be used in Year N+1, assuming they are employed for the full year.

Because employees are allowed to use leave as it accrues, the booking balance is configured to go as low as ‑25 to get around the fact they cannot use from the accrual balance. Once their balance goes into negative figures, it simply means they are using future accruals. Manager’s do have to monitor this however as it means that they could potentially overspend (basically, if accrual + booking = less than 0 then they have booked more than actually accrued).

At the end of May, we run a report showing each employee’s final accrual balance and then apply a bulk manual adjustment to reset everyone for the new year.

For example, if someone ends the holiday year at ‑13, it means they have used 13 days accrued in Year N. They would therefore begin Year N+1 with a remaining balance of 12 days in their booking balance (-13+25).

I would love when time permits to test with the “Deduct from another policy when balance hits 0” and see if that can apply to prevent over spending leave not yet accrued but still allow for future planning.

It’s quite a confusing system to manage, but has been working thus far for us.

Booking:

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Accrual:

Thank you so much for coming back to me! Really appreciated! I will give this a go to see if it works!

Charlotte