Additional Balances

Modified on Thu, 17 Apr at 4:27 PM

To access the Additional Balances, you need to access the Administration Dashboard, and see
Then if you go to the side bar you will see the options for additional balances – there are three categories:

Balance Categories
Balance Configurations
Mass Transaction

Balance Categories

Once this option has been chosen you will see a list of all the categories that have already been made; to make a new category, if you want to add a new category, you need to press the Add Balance Category button:

Once the form is open you will need to fill out the required fields:

Label	Name of the Balance Category.
Affect	What effect will it have: Positive or negative?
Payment Eligible	Is it eligible for payment?
Convert Unused To	If the balance expires, where will the unused hours go?

Once all the required fields are filled out you will then need to press the Save button and then the Close button to close the form

Balance Configurations

Once this option has been chosen you will see a list of all the categories that have already been made. To make a new category you need to press the Add Balance Category button:

Details

Once the form is open, you will need to fill out the required fields:

Balance Name	The name of the balance.
Enable Adjustments	Is it possible to adjust the time in the balance.
Payment Eligible	Is it eligible for payment?
Convert Unused To	If the balance expires, where will the unused hours go?
Allow Overspend?	If enabled, who can enter adjustments e.g. Admin, HR or Line Managers.
Balance Version	Would this be reset each financial year or is it not reset?
Start Month	What month does it start? Would it begin on a specific month, or when the employee started?
Display As	Is the balance calculated and shown in days or HH:MM?
Balance Cap	Does the employee have a limit on how many days/hours they are allowed?
Show Monthly Breakdown	When displaying the record breakdown it will always be shown as a monthly breakdown if this field is chosen.

Default Policy

This puts someone on a policy if they have the balance pool applied and if they haven’t got a policy already applied.

Expiry Options

On the Expiry Options tab it shows the expiry options. When a record in this pool expires convert it to.

Balance Pool	Choose the one that the balance is converted to.
Type	What type would you want it to be called once it is added to the pool?
Expire After	What month the balance expires on.

Applies To

On the next tab it shows the Applies to. This option gives you the option to put the balance for everyone or for some people

In the department box you choose either a specific department(s) or Any.
In the Teams section you choose what teams in the specific department would get the entitlement
You can also include specific employees
You can also exclude employees.

In the Categories tab you choose which category the balance will be under.

Transfers

When doing a balance transfer you need to press the Add button. It will then take you to the Balance transfer form.

While in this form you can choose what source and which destination, you’d like to transfer the balance from. There is a possibility to add restrictions. Such as:

Maximum from Source Period
Expiry (months)
Leave Types

In the Leave Types tab you can choose what leave type is the one that decreases and increases the balance. These are made in the Planned Leave Types option in Administration.

The rule within the leave types will need to be set as none for this to work correctly.

Audit option will just show who has made changes to the balance configuration. With the timestamp and what was changed.

Once you are happy with all the tabs and believe they have been completed. All the required fields are
filled out you will then need to press the Save button and then the Save & Close button to close the form:

Audit

This will display the history for the Audit tab, and will display the information as to what is changed on the Balance Transaction.

Mass Transactions

Once this option has been chosen you will see a list of all the categories that have already been to make a
new category you need to press the Add Transaction button:

Details

When the form opens the required fields will need to be filled out:

Amount	This is how many hours will be added. You can either write in the numeric value, or use the increase/decrease arrows to the right.
Date	Only employees that were employed on this date will have this balance applied. Unless they are added using the include employees option under the Applies To section.
Authorised By	This is who authorised the balance change.

Optional fields:

Balance	Which balance is being adjusted.
Category	Choose if you want it to be decreased, increased or just adjusted.
Comments	Writing comments to explain any changes. Keeps everything up to date.

Applies To

On the Applies To tab, it is possible to choose what departments can have the adjustments, or it is possible to include and exclude employees:

Using the Advanced filtering options below, you can assign rules, conditions and add additional employee filters where you can select a filter and put in a value for it.