Know exactly how much time off you have
Before you plan that vacation or take a sick day, you need to know how many days you have available. Your leave balance tells you this at a glance, but understanding what the numbers mean helps you plan better and avoid surprises.
The Three Key Numbers
Every leave type in Officaid shows three numbers:
- Entitled is the total number of days you are allowed to take for this leave type within the period (usually a year).
- Used is how many days you have already taken.
- Balance is how many days you have remaining (Entitled minus Used).
The formula is simple: Entitled − Used = Balance
Example
If your leave balance shows:
- Entitled: 26.0
- Used: 0.0
- Balance: 26.0
This means you have 26 days of annual leave for the year and have not used any yet, so all 26 days are still available.
After taking 5 days of leave, it would show:
- Entitled: 26.0
- Used: 5.0
- Balance: 21.0
How Entitlements Are Set
Your leave entitlement is determined by several factors:
- Company Policy sets the standard leave days for employees.
- Employment Contract may specify your individual entitlements.
- Years of Service can increase your entitlement in some companies.
- Employee Type (full-time vs part-time) may affect how many days you receive.
HR configures your entitlements in Officaid based on these factors.
Half Days and Decimal Balances
Leave balances may show decimal numbers like 12.5 or 0.5. This is because:
- Half-day leave counts as 0.5 days.
- Pro-rated entitlements for mid-year joiners may not be whole numbers.
- Carry over from the previous year may include partial days.
When Balances Reset
Most leave balances reset at the start of a new leave year. The timing depends on your company's configuration:
- Calendar Year resets on 1 January.
- Financial Year resets based on your company's financial calendar.
- Anniversary Year resets on your work anniversary date.
Check with your HR team about when your leave year begins and ends.
Carry Over
Some companies allow you to carry over unused leave to the next year. If your company offers carry over:
- Unused days from the previous year add to your current entitlement.
- There may be a cap on how many days can be carried over.
- Carried over days may expire if not used within a certain period.
Your Entitled number may be higher than the standard allowance if carry over is applied.
Where to Check Your Balance
You can view your leave balances in Officaid in two places:
- Me → My Desk shows a quick summary in the Leave section.
- Me → My Leaves shows a detailed breakdown in the Leave Balances section.
Frequently Asked Questions
Your entitlement may differ due to pro-rating (if you joined mid-year), carry over from the previous year, or adjustments by HR. Check with your HR team if the number does not match your expectations.
You may be able to apply for Unpaid Leave if you have exhausted your entitlement for other leave types. The request is subject to approval by your manager or HR.
If your Entitled number is higher than your standard annual allowance, you may have carry over days included. Check with your HR team to confirm the breakdown.
What's Next?
Learn more about managing your leave:
- Managing Your Time Off explains why tracking leave matters.
- Planning Your Leave Effectively helps you make the most of your entitlement.
- Viewing Your Leave History shows how to see all your past requests.