Adjust a leave balance

What this achieves

An adjustment adds or removes days from one employee’s balance for one leave type. It is the way to correct a balance without editing the policy that produced it, and every adjustment carries a reason.

Required role: Administrator.

Steps

Go to Settings → Leave.
Open the Balances tab.
Choose the Employee.
On the leave type you are correcting, select Adjust.
Enter the Adjustment (days) — positive to grant days, negative to deduct.

Example: 2 grants two days. -1.5 deducts a day and a half.
Choose the Reason.
Add Notes explaining why, which is optional but worth doing.
Select Save adjustment.

Reasons

Option	Description
Manual grant	Days given in addition to what the policy allocates.
Manual correction	A fix to a balance that was wrong.

The distinction matters when someone reviews the balance later. A grant is a decision the company made; a correction says the previous figure was mistaken.

Example: giving an HC Corp UK Ltd employee extra days for working a public holiday is a manual grant. Fixing a balance that missed carry-over is a manual correction.

Write the note for someone else

The dialog shows the current available figure so you are adjusting against a known number, and the note is what makes the change explicable months afterwards.

An adjustment with no note is indistinguishable from an error later. Record what happened and who agreed it.

Example: “Two days granted for the London office move weekend, agreed with Sophie Clarke” answers the question. “Correction” does not.

Adjustments are visible on the balance

Adjustments appear as their own column on the balance table, separate from what the policy allocated and what the employee has used. That separation is deliberate: an employee’s available figure can be explained as allocation, plus carry-over, plus adjustments, less what is used and pending.

When to adjust, and when not to

Adjust for a one-off affecting one person. If the same adjustment applies to a whole group, the policy is wrong and should be corrected instead — otherwise you are maintaining by hand what the policy exists to do.

Example: two extra days for one employee is an adjustment. Two extra days for everyone full-time is a policy change.

What happens next

The adjustment takes effect immediately and the employee’s available figure changes with it. They will see the new balance the next time they open the request form. Nothing about their existing approved leave changes.