This article describes the steps on how to add existing leave entitlements to a leave balance in Shiftbase. This allows you to add all entitlements via a correction, giving the employee retroactive insight into their entitlements and when they expire
❗Caution: Make sure you've checked out our article on how to set up time off balance expiration for your account before you proceed. This article explains how you set up a generic new balance with expiration active.
⚠️ Important Notice:
If you feel unsure or uncertain about the migration steps, please do not start the migration. Reach out to our support team with your question or uncertainty instead, and one of our agents will be able to help you further by answering your questions about the steps described in this article.
We are aware that this is a great new feature and also requires an accurate migration to ensure your absence data stays correct.
Please first read the entire article, and if you are in doubt about any steps, please contact the Support Team with your question.
Contents
Introduction
Step 1: Backup your Data - first
Step 2: Disable Integration
Step 3: Add new contract
Step 4: Make corrections
Step 5: Enter correction in selected year
Step 6: Check correction(s)
Step 7: Correction of leave balances for the current year
Step 8: Rounding off corrections
Introduction
This article is intended for existing and/or new customers who want to process the statutory and non-statutory leave balances retroactively in Shiftbase. In this article, we will guide you through the steps to make the corrections to a leave balance with an expiration date for the coming years.
The condition is that the remaining rights are kept up to date per year. For the current year, the leave rights from the beginning of the current year to the beginning of use of Shiftbase minus the hours already taken must be corrected. The formula then looks like this:
Accrued leave rights from the beginning of the current year to the beginning of the Shiftbase date, minus the hours taken from the beginning of the current year to the beginning of the Shiftbase date.
Step 1: Backup your Data - first
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We strongly advise you to create backups of your absence balances through our Reports for the years that will be migrated before starting the migration process. You can do so by:
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Going to Reports in Shiftbase.
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Select Time Off and select Balance Summary.
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Enter the correct date. Example: You are looking to set up balance expiration as of 01-01-2025 - you now want to back up your current balances on the date 31-12-2024. Download the report and save it on your device.
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Step 2: Disable Integration
❗Caution: If you assume not finishing this within 1 day, and you are utilizing an integration that supports automatic employee import, we strongly advise you to deactivate the integration for the time being until all following steps are completed.
Step 3: Add new contract
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Add a new contract following the existing contract and of the same type.
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Start date of new contract is as of the date of the oldest leave entitlement.
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Example: if the oldest entitlement is from the year 2022, you need to create a contract with start date 31-12-2022. The end date of the contract is consecutive to the existing contract.
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The existing contract is as of 01-07-2025 in Shiftbase.
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The new contract should be from 31-12-2022 to 30-06-2025.
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Set the accrual factor to 0 for all balances.
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Set contract hours per day to 0 hours.
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Step 4: Make corrections
In table 1 we see the rights (per year) for the employee Ad van Andel. His current absence overview looks as follows:
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Select the correction year, in this case starting with 2022
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Select Non-Statutory leave and click next on Corrected.
Step 5: Enter correction in selected year
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Select Make Correction
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Enter the Correction Date (i.e. 2022)
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In this example, 12-31-2022 to correct the correct number of hours.
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Enter the number of hours in Correction.
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Click Correct to finalize the correction.
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Select the next year to correct (e.g. 2023 if applicable).
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Repeat the steps above for each year that needs to be corrected.
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Step 6: Check correction(s)
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After the correction, the Absence card looks as follows
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In the absence overview, the number of hours can be seen increasing or decreasing depending on the correction made.
Step 7: Correction of leave balances for the current year
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For the corrections (both statutory and non-statutory leave) in the current year, use the last date of the contract prior to the current contract, in this case 30-06-2025.
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The hours to be corrected must be built up as described in the introduction, in accordance with the following formula:
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accrued leave rights from the beginning of the current year to the start of the Shiftbase date, minus hours taken from the beginning of the current year to the start of the Shiftbase date.
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Step 8: Rounding off corrections
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When all corrections have been made for the employee, the Absence card looks as follows:
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In the example above, if the employee does not apply for leave, the remaining statutory leave rights from 2024 will expire.