Vacation Entitlements per Employee and Year

Give every employee a clear vacation balance for each year.

HR creates one day account per employee per year, and every approved request draws it down without anyone editing the balance by hand.

HR or the back office creates the accounts in the application. Employees book leave against them through their vacation requests, and each approval updates the consumed days, the balance and the account's status.

Use the documented operating model as a starting point, then adapt fields, approvals, reports, or connected areas when your process differs.

Before you start

Put the right records and roles in place.

The Employee records must exist before you create their accounts. Entitlements are kept only by HR or the back office, on the Vacation Entitlements page in the application.

Documented sequence

From the yearly allowance to the remaining balance.

Each stage identifies the action, handoff, or record change that moves the work forward.

01
Create the year's accounts — HR / back office
Open Vacation Entitlements in the People group and add one record per employee per year with the planned days. For a mid-year joiner, set the contract start: entitled days are pro-rated and the account starts as AVAILABLE.
02
Draw down the balance — automatic
Each approved request charges the employee's accounts, oldest year first. Consumed days and balance update themselves, and the status moves from AVAILABLE to PARTIAL to EXHAUSTED.
03
Let old days lapse — automatic
The capacity check counts only years inside the carry-over window (Settings → Vacation Policy, two years by default). Once a year falls outside it, its unused balance can no longer be drawn.

Connected work

Carry the record into the next decision.

Related features and workflows reuse the same business records instead of asking teams to rebuild the context.

VacationsEntitlement fields, the vacation policy with carry-over and monthly accrual, and the balance reports.Request vacationHow employees book leave against these accounts and how the balance check works.EmployeesThe employee directory every vacation account picks its employee from.

Current scope

Consumed days and balance cannot be edited by hand; a correction goes through the planned days or the contract start.

A starting point, not a fixed package

Match the accounts to your leave policy.

The carry-over window (two years by default) and optional monthly accrual are set in the Vacation Policy, and leave types and public holidays are maintained in the settings. Other allowance rules can be scoped as a Custom adaptation.

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Decision-stage answers

Maintain vacation entitlements FAQs

How is the allowance for a mid-year joiner calculated?

Set the contract start date on the account. Entitled days are the planned days pro-rated to the part of the year actually worked, rounded to whole days; leave the date empty for a full year.

What happens to unused days?

They stay available while the year is within the carry-over window, two years by default under Settings → Vacation Policy. After that the unused balance lapses and can no longer be drawn.

How do I correct an allowance?

Edit the planned days or the contract start; entitled days recalculate on save. Consumed days and balance are never edited by hand — they follow the approved requests.

What if an employee has no account for the year?

Then there is no balance to draw on, and their paid leave requests are auto-rejected as INSUFFICIENT before they reach a manager.

Review the real workflow

Set up one real vacation account in BusinessIntents.

Use a real record or transaction to compare the documented flow with the way your team works today.

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