Leave Allocation
How to allocate and manage leave balances for employees across all configured leave types.
Leave Allocation is the process of assigning a specific number of leave days to each employee for each leave type. Before employees can submit leave requests, they must have an allocated balance. This page covers how to view, create, and manage leave allocations across your organization.
Navigation: HR > Leave > Leave Allocation
How Leave Allocation Works
Leave allocation establishes the "budget" of leave days each employee has available. The process works as follows:
- Leave types are configured with a default allocation value (e.g., Annual Leave = 22 days).
- HR allocates balances to employees -- either using the default value or a custom amount.
- Employees submit requests that deduct from their allocated balance.
- Balances are tracked throughout the year, showing remaining, used, and pending days.
Viewing Allocations
The Leave Allocation page displays a table of all employee allocations:
| Column | Description |
|---|---|
| Employee | Name and employee ID |
| Department | The employee's department |
| Leave Type | The leave type this allocation applies to |
| Allocated Days | Total number of days allocated for the period |
| Used Days | Number of days consumed by approved leave requests |
| Pending Days | Number of days tied to pending (not yet approved) leave requests |
| Remaining Days | Available balance calculated as Allocated minus Used minus Pending |
| Period | The allocation period (e.g., 2025, Q1 2025) |
Filtering
Use the available filters to narrow down the view:
- Employee search -- Find allocations for a specific employee
- Department -- View allocations for a specific department
- Leave type -- Filter by a specific leave type
- Period -- Select the allocation period to view
Creating Allocations
Individual Allocation
To allocate leave for a single employee:
- Click Add Allocation at the top-right of the page.
- Fill in the fields:
| Field | Required | Description |
|---|---|---|
| Employee | Yes | Select the employee from the dropdown |
| Leave Type | Yes | Choose which leave type to allocate |
| Number of Days | Yes | The number of days to allocate (pre-filled with the leave type's default value) |
| Period | Yes | The period this allocation covers (e.g., year 2025) |
| Notes | No | Any notes about this allocation (e.g., "Pro-rated for mid-year joiner") |
- Click Save to create the allocation.
The Number of Days field is pre-filled with the default allocation defined in the leave type configuration. You can override this value for individual employees -- for example, to pro-rate allocations for employees who joined mid-year or to give additional days based on seniority.
Bulk Allocation
To allocate leave for multiple employees at once:
- Click Bulk Allocate at the top-right of the page.
- Configure the bulk allocation:
| Field | Required | Description |
|---|---|---|
| Leave Type | Yes | The leave type to allocate |
| Number of Days | Yes | The number of days to allocate to each employee |
| Period | Yes | The allocation period |
| Apply To | Yes | Choose the scope: All Employees, Specific Department, or Specific Role |
| Department / Role | Conditional | If you selected a specific scope, choose the department or role |
- Click Preview to see a list of employees who will receive the allocation.
- Review the preview list. Employees who already have an allocation for this leave type and period will be flagged.
- Click Confirm to process the bulk allocation.
Bulk allocation will skip employees who already have an existing allocation for the same leave type and period. It will not overwrite existing allocations. If you need to update existing allocations, use the individual edit or the adjustment feature.
Adjusting Allocations
Sometimes you need to modify an employee's allocation after it has been created. Common scenarios include:
| Scenario | Action |
|---|---|
| Employee joined mid-year | Pro-rate the allocation based on remaining months |
| Promotion or role change | Increase allocation to match the new role's entitlement |
| Policy change | Add or remove days to reflect updated company policy |
| Carryover from previous year | Add carried-over days to the current year's allocation |
| Correction | Fix an allocation that was entered incorrectly |
To adjust an allocation:
- Find the allocation in the table and click on it.
- Click Adjust (or edit the Number of Days field directly).
- Enter the new total or the adjustment amount.
- Provide a reason for the adjustment in the Notes field.
- Click Save.
Adjustments are logged in the system's audit trail. Always provide a clear reason when adjusting an allocation so that the change can be understood and verified during audits.
Pro-Rating Allocations
For employees who join or leave partway through a year, you may need to pro-rate their leave allocation. The standard formula is:
Pro-rated Days = (Annual Allocation / 12) x Remaining Months
| Join Month | Remaining Months | Pro-rated Days (from 22 annual) |
|---|---|---|
| January | 12 | 22 days |
| April | 9 | 16.5 days (round to 17) |
| July | 6 | 11 days |
| October | 3 | 5.5 days (round to 6) |
TransportechAI does not automatically pro-rate allocations for new joiners. HR must manually calculate and enter the pro-rated value when creating the allocation. Use the formula above or your organization's specific pro-rating policy.
Year-End Carryover
At the end of each allocation period, unused leave days may be carried over to the next period if the leave type allows it:
| Setting | Behavior |
|---|---|
| Carryover Allowed = Yes | Unused days (up to the carryover maximum) are automatically added to the next period's allocation |
| Carryover Allowed = No | Unused days expire at the end of the period and are not carried forward |
The maximum carryover is defined in the Leave Type configuration. For example, if Annual Leave allows a maximum carryover of 5 days and an employee has 8 unused days, only 5 will carry over.
Best Practices
- Allocate at the start of each period -- Create allocations for all employees at the beginning of the year (or quarter, depending on your policy). This ensures employees can submit requests from day one.
- Use bulk allocation -- For standard allocations (same number of days for all employees of a type), use the bulk allocation feature to save time.
- Pro-rate for new joiners -- Do not give full-year allocations to employees who join mid-year unless your policy requires it.
- Review before year-end -- Before the period ends, review allocations to identify employees with high unused balances. Encourage them to use their leave or prepare for carryover processing.
- Document adjustments -- Always add a note when you adjust an allocation. This creates a clear audit trail for compliance purposes.