Overview
When you change an employee's Time Off policy, you can transfer the employee's remaining available balance from the current policy to the new one.
Before confirming the change, One shows a preview of how each counter will be transferred.
How counters are matched
For each counter in the current policy, the system:
- Looks for counters in the new policy that use the same unit (days with days, hours with hours).
- Among those counters, selects the one that shares the largest number of absence types.
If no counter shares any absence types, the result is No match.
Keep in mind
- Counters with no configured absence types are never matched automatically.
- Counter names are not considered during matching. Two counters with the same name are only matched if they share at least one absence type.
Where balances can be transferred
- Multiple counters from the old policy can be transferred into the same counter of the new policy.
- A single counter cannot be split across multiple destination counters.
- The transfer does not modify either the previous assignment or the configuration of the new policy. It only determines where the remaining balance is transferred.
How the transferred balance is calculated
The employee's available balance is calculated using the balance available on the day before the policy change takes effect.
The new policy's available days is then combined with the remaining available balance from the previous policy.
Carry-over balances
Transferred carry-over keeps the same expiry date it had under the previous policy.
If that expiry date has already passed in the new policy, the carry-over is no longer available and is shown as expired.
Negative balances
Negative balances are always transferred, even if the destination counter does not normally allow negative balances.
If the destination counter is configured not to allow negative balances, employees can't request time off from that counter until future accrual offsets the negative balance. Any adjustment must be made manually by an administrator.
Overtime balances
Overtime counters are transferred like any other counter.
The remaining balance is carried forward. On the new counter, Accrued covers only overtime compensated on or after the effective date, and Taken covers only overtime absences from that date onward. The remaining available balance from the previous assignment is transferred as an opening balance and is shown in the available balance tooltip as a transferred amount.
Absences approved for dates after the effective date are counted on the new counter, where their dates fall. They aren't deducted from the transferred balance.
The previous assignment remains frozen at its values as of the day before the effective date. As a result, Accrued no longer reflects the employee's total overtime since they started. To calculate the lifetime total, add the Accrued values from each assignment. Without Policy Timeline, there are no assignment boundaries: a single counter accrues and accumulates from the beginning, and no balance is transferred because there is no previous assignment.
What employees see after the policy change
The employee's Time Off page displays one policy assignment at a time.
The counters, their balance breakdown, and the Manual adjustments panel follow the assignment selected in the Policy Timeline. By default, the current assignment is displayed. Selecting a different assignment updates the page to show the values for that assignment.
The absence list and calendar aren't affected by the selected assignment. They are filtered by year, so they continue to display all absences.