Staff sometimes notice that the number of days shown under Leave Taken does not match their leave applications. This usually happens due to how the system records leave based on the approval date rather than the leave period or application date.

Below are the most common reasons and how to resolve them:

Leave Applied in the Previous Year, Approved in the Current Year

If a staff member applied for leave in December 2024, but it was approved in January 2025, the system will record the leave under 2025.

• The leave will be deducted from the 2025 balance.

• It will not appear under “Leave Taken” for 2024, because the system uses the approval date to determine the reporting year.

How to Resolve:

To reflect the leave in 2024, please contact the Support Team to update the approval date to a date in 2024.

Tip: To avoid this issue, always ensure leave applications are approved within the same calendar month or year they are intended for.

Leave Applied for Future Year, Approved in the Current Year

If a staff member applies for leave in January 2025, but the manager approves it in December 2024, the system will:

• Deduct the leave from the 2024 balance, based on the approval date.

• Not display this leave under “Leave Taken” for 2025, since it was already deducted from the 2024 balance.

How to Resolve:

To ensure the leave is deducted from 2025 and appears in the correct report:

1. Cancel the current leave application.

2. Reapply for the same leave.

3. Ensure the approval is done in 2025.

System Logic Summary

• Leave records are based on the approval date, not the application date or leave period.

• Any mismatch typically occurs when leave is applied in one year but approved in another.

• Proper leave tracking requires timely approvals aligned with the correct leave year.

Need Help?

If you need to correct a leave approval date or adjust a record, please contact our support team via live chat or at support@hreasilygroup.com for assistance.