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How to Adjust Employee Leave Balance (New Interface)

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Learning Center Mekari
  • Updated

In certain situations, HR needs to adjust employee leave balances, either adding or subtracting. For this purpose, Mekari Talenta provides the Adjust balance feature in the Time off submenu. Through this feature, Superadmins or Admins can add to or reduce the leave balances of multiple employees simultaneously in a planned manner.

Important
This guide is for adjusting employee leave balances using the latest interface. To read the guide for adjusting leave balances using the old interface, click here.

Here are the steps to adjust employee leave balances.

  1. Go to the “Time” menu, then select Time off.

  2. Open the Time off transaction page. Click “Actions”, then select Adjust balance.

  3. You will be directed to the Adjust balance page as shown below.

No. Button/Column Name Description
1. Policy name Select the type of leave policy. You can see the effective date of the policy below the column.
2. Set effective and expiration date for all employees Click to apply the effective date for the leave balance adjustment and its expiration date. Then, columns will appear for you to fill in the effective start date (Effective date) and end date (Expiration date). The system will automatically apply these dates to the selected employee list.
3. Description Fill this column with an explanation related to the leave balance being adjusted.

  1. Next, you can select the names of employees whose leave balances you want to adjust. You can choose from two options below.

No. Button/Column Name Description
1. Select employee Mark the names of employees in the left column to appear in the right column as selected. Then confirm by clicking “Select employee”.
2. Import balance
  1. Click “Import employee” to import employee data in bulk using Excel. Then, the following pop-up will appear. Click “Download template”.
  2. Complete the Excel template before saving it. You can view the filling guide by hovering your cursor over the column headers.
  3. To upload the completed template, click “Browse”.

  4. After the file is successfully uploaded as shown below, you can click “Import”.

    The uploaded file can be deleted by clicking the icon “-”.

Important
If you have already added employee names to the list, after importing, the data obtained from the import will overwrite it. Therefore, make sure the information you provide is accurate and double-check the Employee selection list.

  1. Then, you can adjust the leave balance for the selected employees in the list. Here is the explanation.

No. Button/Column Name Description
1. Show employees with adjustments Check this to show only the employees whose adjustments have been filled in.
2. Search bar Use this feature to search for employee names or their Employee ID.
3. Adjustment

Enter the number of days to add or subtract from the leave balance. You can use a minus (-) sign to reduce the balance.

Example:

- To increase leave balance from 10 to 15, enter 5

- To decrease leave balance from 15 to 10, enter -5 (number with minus sign)
4. Effective date Set the start date when the leave balance becomes effective.
5. Expiration date Set the last date the leave balance is valid.
6. Delete Click to remove the employee from this list.

  1. Then, click "Save".

  2. The leave balance for the employee will be successfully adjusted, and you will be returned to the Time off transaction page. Here, you can see details such as policy name (Policy name), Transaction ID, and other information.

That concludes the guide for adjusting employee leave balances (adjust balance). Next, you may need to manage the leave balance adjustments you have made. Learn how by clicking here.