How-to
Manually adjust leave balance
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As an admin in HRStop, you can manually adjust leave balances for individual employees. This feature is helpful in cases such as:
- Correcting miscredited leaves
- Adjusting balances during onboarding or offboarding
- Granting additional leaves based on special approval
- Deducting excess or misused leaves
Manual adjustments ensure real-time correction of leave data without altering standard entitlement rules or credit frequencies.
Steps to manually adjust a leave balance
Step 1: Navigate to the leave balance section
- Go to Control Panel → Leaves → Balance.
Step 2: Click “Manually Adjust”
- On the balance page, click the “Manually Adjust” button.
Step 3: Select the employee and leave category
- Choose the Employee Name for whom the adjustment is required.
- Select the Leave Type (e.g., Annual Leave, Sick Leave, Comp Off).
Step 4: Enter the adjustment details
-
To add leave: Enter a positive number (e.g.,
+7). -
To deduct leave: Enter a negative number (e.g.,
-3). - Provide a comment or reason for the adjustment (e.g., “Correction due to manual error” or “HR-approved bonus leave”).
Step 5: Submit the adjustment
- Click Submit to finalize the adjustment.
- The system immediately updates the leave balance for the selected employee.
Alternate method: Adjust from the employee details page
If you're already viewing a specific employee’s profile:
- Go to the employee’s leave balance page via their employee code.
- Click “Manually Adjust”.
- Enter the adjustment details as described above and submit.
This method is quicker if you are making frequent adjustments for a particular employee.
Use cases for manual adjustment
- Leave reversal due to late attendance entries
- Special approval for bonus or compensatory leave
- Correction of system errors or import mismatches
- Transition adjustments for probation/confirmed status
Frequently asked questions
Can I deduct from a leave balance manually?
Yes.
To deduct leave from an employee’s balance, enter a negative value in the adjustment field using the Manually Adjust option.
Example: Enter -2 to deduct 2 leave days from the selected leave type.
Negative values reduce the balance, while positive values increase it.
Can I adjust leave balances for future dates?
No.
Manual adjustments affect the current balance immediately. To credit leaves in the future, use:
- Entitlement Rules
- Deferred Crediting Options
Use standard entitlement policies for time-based leave credits.
Can I undo a manual adjustment?
There is no automatic undo function.
However, you can reverse the adjustment manually by entering the opposite value.
Example:
- If you mistakenly added +5 , enter -5 as a new adjustment to correct the balance.
Always add a clear comment for each adjustment to maintain traceability.