Yearly Carry Over

Year Carryover Tool

The Yearly Carryover Tool allows a Super User to add remaining leave balances from Last Year, to a staff members balance for This Year.

We strongly suggest a report is taken prior to using the tool, this allows you to have a hard copy of balances for This Year and Last Year before carryover was processed.

To print the report

• Sign in to WhosOff
• click the Reports tab
• Then use the Yearly Breakdown report as follows in the example below;

Then it would be worth checking any pending leave for all staff prior to running any reports. To view pending requests.

• Sign in to WhosOff
• click Administration
• Administration page > click Pending Leave Requests (In the Pending Request section)
• Pending Requests page > select All Staff Members from the drop down list, and all pending staff requests will be displayed.

From here you can action any un approved pending leave requests to bring everyones balances to the correct amount. 

Before you can run the Carryover you first need to set a Max Number of days / hours that your company / organisation allows people to carry over.

• Click the Administration tab
• In the Administration page, click Company Details
• In the Company Details page, on the WhosOff tab,  you will see the Max Carryover (this is set to zero by default). Set this to the required level and then click Save Changes
• The  Max Carryover amount can be changed after each process for different sets of staff who have different amounts of allowance to carryover.

To then use the Yearly Carryover tool -

• Click the Administration tab
• Click Yearly Carryover
• In the Yearly carryover page, the page will display the staff within each Department, but you can use the Department drop-down box to view other Departments or All Departments at once. You will also see their Remaining Allowance from Last Year and the possible carry over amount*. 
• You may select staff individually by Ticking each Include tick box in line with each staff member, or by using the Mark All button at the bottom of the page you can select everyone in the list - You will not be able to Include users who do not have an allowance set for This Year, you will need to set these up first. You can use our other Knowledge Base Article.
• Before you are able to process any Carryover for your staff members, you are asked to confirm that you are happy to proceed to carryover the allowances you see on screen, and that you understand the process is not reversible.
• Once you are happy with your selection, click Process Carryover.  A dialogue box will then appear on screen, click OK to complete the process.
• If you have only selected certain staff to receive carryover set at the current carryover amount, you are able to revise the Max Carryover amount and then deal with any staff members who are left and need to carryover a different amount or different Allowance Type. This process can be repeated for different staff with different amounts, but can only be run once for each staff member.

*The Yearly Carryover tool will not carry a minus amount of allowance into This Year. By changing the Max Carryover amount you can carry different amounts over by running the process seperately for each required amount BUT the carry over tool can only be used once for each staff member

The carryover tool procedure is irreversible, if the carry over tool is used incorrectly, each staff members record will need to be adjusted manually.

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