How do I manually adjust an employee's vacation balance?

Use a manual vacation balance adjustment to correct an entitlement error, apply a one-off grant, or reconcile an employee's balance without changing the vacation policy. 

1. In the main menu, select Employees. 
2. Select the relevant employee. 
3. Select Time off. 
4. Select Balance adjustment. 
5. Confirm that you are adjusting the correct vacation year. Vacation balances are tracked separately for each year. 
6. In Adjustment, enter the number of vacation days. Enter a positive number to add days or a negative number to subtract days. 
7. In Comment, enter the reason for the adjustment. Add a clear comment so the change can be understood later. 
8. Select Save. 

The adjustment applies immediately. Simployer One does not require an approval, and the employee's vacation balance updates in real time. 

Note

Select Cancel to close the Balance adjustment window without saving the change. 

How does the strict allowance limit affect a negative vacation balance? 

A vacation balance adjustment can add or subtract days. Whether the resulting balance can go below zero depends on the strict allowance setting in the employee's vacation policy. 

To check the setting for the relevant vacation policy: 

1. In the main menu, select Settings. 
2. Select Time off settings. 
3. Select View on the vacation leave type. 
4. Select Edit on the relevant vacation policy. 
5. Review the strict allowance setting before entering a large negative adjustment. 

• Strict allowance is enabled: The vacation balance cannot go below 0. Simployer One applies only the part of the adjustment needed to reduce the balance to exactly 0. For example, if the employee has 3 days and you enter -5, the resulting balance is 0, not -2. 
• Strict allowance is disabled: The vacation balance can go below 0. Simployer One applies the full adjustment. For example, if the employee has 3 days and you enter -5, the resulting balance is -2. 

Important

When strict allowance is enabled, the resulting balance may not match the full negative adjustment you entered. 

How do I correct an incorrect vacation balance adjustment? 

You cannot edit a vacation balance adjustment after you save it. Correct the mistake by offsetting the adjustment or by deleting it and entering a new one. 

• Offset the adjustment: Add a second adjustment that reverses the incorrect amount. Both adjustments remain visible in the Balance adjustment history. For example, if you added 5 days but should have added 3, enter a new adjustment of -2. 
• Delete and replace the adjustment: Open the same Balance adjustment window, select the red trash can button next to the incorrect adjustment, and then add a new adjustment with the correct value. 

Tip

Use an offsetting adjustment when traceability matters. Deleting the original adjustment removes the record of the mistake. 

What information is recorded for vacation balance adjustments? 

Active vacation balance adjustments are listed in the Balance adjustment view. The view shows who made each adjustment and when the adjustment was made. 

Important

Deleted adjustments leave no trace. They are removed from the Balance adjustment view and do not remain visible in the audit log. 

Does the employee receive a notification about a vacation balance adjustment? 

No. Simployer One does not notify the employee when an Owner manually adjusts the employee's vacation balance. Communicate the change to the employee outside Simployer One when needed.