When an employee requests days off through the Vacation and Leave module, the days are only deducted from their balance once the request is approved.
The exact moment when this deduction appears depends on the cycle to which the requested days belong.
Below, we explain how it works in each case.
- If the start date falls within the current cycle
If the request starts during the current cycle, the days are deducted as soon as the request is approved, even if some of the days fall into the next cycle.
Example:
A user submits a request for 12/29 to 01/05.
The policy is set up with a cycle from January to December.
The start date (12/29) is in the current cycle.
Even if some days fall into the new cycle (January), the system uses the cycle of the start date.
✅ Therefore, the days are deducted as soon as the request is approved.
- If all dates fall within the next cycle
If the request starts entirely within the next cycle, the deduction doesn't happen at the time of approval, but rather when the new cycle begins.
Example:
A user submits a request in October for 01/03 to 01/05.
The policy is set up with a cycle from January to December.
All dates are in the next cycle.
The request can be approved in October, but the days are not deducted at that time.
✅ The deduction is applied automatically on 01/01, when the new cycle begins.
What happens when the new cycle starts?
When the request falls entirely within the next cycle, the final behavior will depend on how the policy is set up regarding the expiration of unused days.
- If days from the previous cycle expire:
Example:
- The employee ends the cycle with 4 days available.
The policy does not allow carryover and the cycle is January to December.
On 12/31, those 4 days expire and are lost.
On 01/01, the system automatically assigns 14 new days for the new cycle.
If the employee had an approved request for 01/03 to 01/04 (2 days), the system deducts those 2 days at that time.
Result:
4 days expire.
14 days are assigned.
2 days are deducted.
✅ The employee will have 12 days available on 01/01.
- If the policy allows unused days to be carried over
Example:
The employee ends the cycle with 4 days available.
The policy allows carryover, and the cycle runs from January to December.
On 01/01, those 4 days are kept.
The system assigns 14 new days.
The total balance becomes 18 days.
If there was an approved request for 01/03 to 01/04 (2 days), the system automatically deducts those days.
The deduction is made first from the oldest available balance.
Result:
4 days are kept.
14 days are assigned.
2 days are deducted.
✅ The employee will have 16 days available on 01/01.
This is the expected behavior of the module and ensures that balances follow the logic of the cycle set in each policy.