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Leave Data: What to Look Out For and What to Do If Something Doesn't Match

This article lists what to look out for in each Leave data group before you sign off, and what to do if something you see in brioHR doesn't match your template.

Audience & Scope

Audience: HR and admin teams setting up brioHR for the first time

Module: Leave

Country: Malaysia, Singapore

Pre-requisites: Implementation kick-off meeting with your Implementation Manager (IM) completed; Steps 1 to 10 completed

 

This article is part of the Leave data verification series. It follows the Leave Data Verification Guide (PDF).

What to look out for

A final scan of the trickiest spots for each data group, before you sign off.

Data groupLook out for
Approvers
  • Manager missing or wrong on the employee profile.
  • Approver set to a named person when it should be "Manager", or the other way round.
  • Per-employee overrides for the wrong people.
Unpaid leave formula
  • Leave and Payroll settings showing different formulas.
  • Expecting automatic deduction: unpaid leave has to be added to payroll each month.
Leave types and rules
  • Credit-basis set wrongly (it cannot be changed later).
  • Missing leave types.
  • Wrong eligibility, carry forward maximum or expiry.
  • Proration and rounding not matching your policy.
  • Only the first policy under a leave type checked, when it holds several.
Custom Configuration
  • Exceptions set for the wrong employee.
  • Exceptions set on one policy but needed on others.
  • Forgetting that custom settings override the general ones.
Policy assignment and entitlements
  • Employees assigned to the wrong leave policy.
  • Dashboard entitlements not matching the policy (proration for new joiners, custom entitlement).
Leave already taken
  • Leave taken this year not included.
  • Half-day leave missing its AM or PM session.
  • Leave type names that do not match the policy.
Credit balances
  • Existing credits (such as Replacement Leave) not loaded.
Carry forward
  • Figure given as at today instead of 1 January.
  • Heading years in the template not matching your go-live year.

If something doesn't match

Find what you're seeing in the first column. If a fix doesn't work, or you can't see why, raise it with your IM.

What you seeLikely causeWhat to do
An employee's balance is out by some daysCarry forward loaded as at today (or the migration date) instead of 1 January; or this year's Leaves History left out.Reload carry forward as at 1 January and include this year's Leaves History (Carry Forward Leave and Leaves History tabs).
A leave type is not visible to some employeesEligibility restriction on the policy (office, department, gender, job grade or employment type).Check and correct the restriction (Leave Policy tab).
An employee cannot backdate leaveBackdating or advance notice rule on the policy.Check the rule. If it is not what you intended, correct the policy (Leave Policy tab).
A leave type is credit-based but should be fixed (or the reverse)This cannot be changed after the leave type is created.Contact your IM before recreating anything. The leave type must be recreated and its history re-migrated.
A request went to the wrong person, or never reached the managerManager missing or wrong on the employee profile, or the approver is set to a named person instead of "Manager".Correct the manager email (Employee List) and check the approver setting (General & Approval Workflow).
An unpaid leave deduction is not as expectedNot added to the payroll cycle, or Leave and Payroll settings use different formulas.Add approved unpaid leave to the ongoing payroll cycle. Confirm the formula in both settings.
A replacement-type balance is missingExisting credits not loaded.Load existing credits with the reference date (Credit Leave Request History tab).
History rows not matching a leave typeLeave type name differs from the Leave Policy tab.Make the names identical on both tabs.
An employee's entitlement, carry forward or approver differs from the rest of their policyWrong policy assigned, General Configuration not as intended, or a Custom Configuration overriding it for that employee.Check the employee's policy, then the General and Custom Configuration. Correct or remove an exception that is not intended. Remember exceptions are set policy by policy.
An employee is on the wrong leave policyAssignment or eligibility restriction does not match your policy.Check the policy's eligibility and the employee's office, department, grade and employment type (Leave Policy tab; Employee List).

← Previous: How to Verify Leave Approvers, Entitlements and Balances

Next: How to Sign Off Your Leave Data →

Back to Leave Data Migration and Verification: Start Here

 

Ownership

By: Aqilah