---
title: "Changing Leave Parameters"
slug: "changing-leave-parameters"
description: "A lot of parameters influence the leave allowance. Learn how to correctly change leave parameters (absence plan, work pattern, carried over balance, etc.) "
tags: ["HR"]
updated: 2024-06-19T13:31:26Z
published: 2024-06-19T13:31:26Z
canonical: "help.lanteria.com/changing-leave-parameters"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.lanteria.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Changing Leave Parameters

A system timer job runs overnight which uses the leave parameters to calculate each employee’s daily leave balance. These daily leave balances are not saved in Lanteria HR. This means that updating the leave parameters of an employee in the middle of the year will cause the new parameters to be applied for the whole year and an adjustment will need to be made.

As leave is recalculated daily, changes to leave parameters should be made on the day the changes take effect for the employee and the business.

*Note**The leave types mentioned in this topic are examples and may be different in your case.*

## Leave Parameters

Leave Parameters are:

- [Continuous service start date](/v1/docs/changing-leave-parameters#continued-service-start-date-changes)
- [Carried over balances](/v1/docs/changing-leave-parameters#carried-over-balance-adjustment)
- [Work pattern](/v1/docs/changing-leave-parameters#work-pattern-changes)
- [Absence Plan](/v1/docs/changing-leave-parameters#absence-plan-changes)
- Location
- [Employment date](/v1/docs/changing-leave-parameters#employment-date-changes)
- Public/company holidays
- Manual adjustments
- Leave taken
- Date of the leave balance calculation

## Absence Plan Changes

When the rate at which employee(s) accrue leave needs to be updated, you will need to make an absence plan change. This may apply in cases such as:

- When a new employment agreement takes effect
- Rules regarding leave and accruals change
- When employees move to a new location where different leave rules apply

To make an Absence Plan change for all employees on the same absence plan, you can directly edit the absence plan from: **Time & Attendance** > **Absence Plans** > **Actions** > **Details**. This is an absence plan change to all employees on the absence plan and will affect the accrual rate and balances of all employees on the absence plan.

To make an absence plan change for a single employee, you will need to switch the employee to a different absence plan by changing the value in the **Absence Plan** field on the employee card. If there are no suitable absence plans to switch to, you will need to first create a new absence plan. This is an absence plan change to one employee and will only affect the accrual rate and balances of the employee in question.

*Important**In Lanteria HR, leave accrues daily and leave balances are also re-calculated every day. As such, absence plan changes must be performed on the day the employee(s)’ leave changes take effect to ensure the accuracy of leave balances.*  

To make an absence plan change:

1. Open the employee card of an employee, and then, on the **General** tab, click **Absences**.
2. In the **Employee Absence Summary** window, note the current value of the employee’s Accrued leave and Leave Balance for each accruing leave type (e.g. Annual Leave, Personal Leave and Long Service Leave). Do this for every employee. For multiple employees on the same absence plan, you can locate and note their Accrued leave and Leave Balance on the **My Team Absence Statistics** report in the Manager role: **My Team Attendance** > **Absence Statistics**.
3. Make the absence plan change by either switching an employee’s absence plan  (the **Absence Plan** field on the employee card) or editing the absence plan directly (**Time & Attendance** > **Absence Plans** > **Actions** > **Details**).
4. Go to **Settings** > **Settings and Configuration** > **System Settings** > **System Jobs**.
5. Click **Run Now** for the **LHR – Process Absence Plans** job and wait for the employee(s)’ leave balances to update after the job is completed.
6. Note and compare the Accrued leave and Leave Balance for each accruing leave type after these changes (e.g. for Annual Leave, Personal Leave and Long Service Leave).
7. Make a current year [manual adjustment of the accrued leave](/v1/docs/adjust-leave-manually-1) on the employee’s Accrued amount for each of the accruing leave types so that the Accrued and Leave Balance are equal to their original values before the change (the value in step 2).
8. Compare the Accrued leave and Leave Balance after the manual adjustment with that of the original recorded values in Step 2 and verify the employee’s leave has now remained the same.

### Example

Adam is on the Canada absence plan and must be moved to the USA absence plan (with different accrual rates).

1. We open Tanya's employee card, and then, on the **General** tab, click **Absences**.
2. In the **Employee Absence Summary** window, we set the **Report Date** field to the current date.
3. We note the employee’s **Accrued** value and **Leave Balance** for each accruing leave type (in this case, Vacations and Sick Leave).![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img019(8).png)
  - Vacations: **Accrued** 18, **Leave** **Balance** 24
  - Sick Leave: **Accrued** 5, **Leave Balance** 5
4. We switch Tanya’s absence plan on the employee card (the **Absence Plan** field value), and then click **Save**.
5. We go to **Settings** > **Settings and Configuration** > **System Settings** > **System Jobs**.
6. We click **Run Now** for the **LHR – Process Absence Plans** job and wait for Tanya's leave balances to update.
7. In the **Employee Absence Summary** window for Tanya, we note and compare the new **Accrued** value and **Leave Balance** for each accruing leave type after our changes (Vacations and Sick Leave).![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img20.png)
  - Vacation: **Accrued** 20, **Leave** **Balance** 26
  - Sick Leave: **Accrued** 4, **Leave Balance** 2
8. We make a [current year manual adjustment of the accrued leave](/v1/docs/adjust-leave-manually-1)on Tanya’s accrued amount for each of the leave types so that the Accrued and Leave Balance are equal to their original values before the change (in step 3), i.e.:
  - Vacation: **Accrued** (before) 18, **Accrued** (after) 20 Adjustment to make: -2
  - Sick Leave: **Accrued** (before) 5, **Accrued** (after) 4 Adjustment to make: +1![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img21.png)
9. We observe and verify that the Accrued leave and Leave Balance after the manual adjustment are the same as the original recorded values.

## Work Pattern Changes

A work pattern change may apply in such cases as:

- Employee(s) changes from part-time to full-time or vice-versa
- The working hours and/or days of employee(s) have changed

To make a work plan change for all employees on the same Work Pattern, you can edit the work pattern from: **Settings** > **Settings and Configuration** > **Time and Attendance** > **Work Patterns** > **Edit**. This is a work pattern change to all employees on the work pattern and will affect the accrual rate and balances of all employees on the work pattern.

To make a work pattern change for a single employee, you will need to switch the employee to a different work pattern by changing the **Work Pattern** field value on the employee card. If there are no suitable work patterns to switch to, you will need to first create a new work pattern. This is a work pattern change to one employee and will only affect the accrual rate and balances of the employee in question.

*Important**In Lanteria HR, leave accrues daily and leave balances are also re-calculated every day. As such, work pattern changes must be performed on the day the employee(s) work pattern changes take effect to ensure the accuracy of leave balances.*

*If the business’ working hours have changed, and the number of hours of leave accrued per year has changed to follow suit, you may require an absence plan change as well as a carried over balance adjustment.*

To make a work pattern change:

1. Open the employee card of an employee, and then, on the **General** tab, click **Absences**.
2. In the **Employee Absence Summary** window, note the current value of the employee's **Accrued** leave and **Leave Balance** for each accruing leave type (e.g. Annual Leave, Personal Leave and Long Service Leave). Do this for every employee.
3. Make a work pattern change by either switching an employee’s work pattern (the **Work Pattern** field on the employee card) or editing the work pattern directly (**Settings** > **Settings and Configuration** > **Time and Attendance** > **Work Patterns** > **Edit**).
4. Go to **Settings** > **Settings and Configuration** > **System Settings** > **System Jobs**.
5. Click **Run Now** for the **LHR – Process Absence Plans** job and wait for the employee(s)’ leave balances to update after the job is completed.
6. Record and compare the **Accrued** leave and Leave Balance for each accruing leave type after the changes (e.g. Annual Leave, Personal Leave and Long Service Leave).
7. Make a [current year manual adjustment of the accrued leave](/v1/docs/adjust-leave-manually-1) on the employee’s **Accrued** amount for each of the accruing leave types so that the **Accrued** and **Leave Balance** are equal to their original values before the change (the value in step 2).
8. Compare the **Accrued** leave and **Leave Balance** after the manual adjustment with that of the original recorded values in step 2 and verify that the employee’s leave has now remained the same.

### Example

Roy, a full-time employee, is transitioning into a part-time position, and we need to change his work pattern.

1. We open Roy's employee card, and then, on the **General** tab, click **Absences**.
2. In the **Employee Absence Summary** window, we set **Report Date** field should to the current date.
3. We note Roy’s **Accrued** value and **Leave Balance** for each accruing leave type (e.g. Vacation, Sick Leave):![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img22.png)
  - Vacation: **Accrued** 30, **Leave** **Balance** 30
  - Sick Leave: **Accrued** 10, **Leave Balance** 8  
*Note**Observe that the values above have changed.*
4. On Roy's employee card, we switch Roy’s work pattern (the **Work Pattern** field value), and then click **Save**.
5. We go to **Settings** > **Settings and Configuration** > **System Settings** > **System Jobs**.
6. We click **Run Now** for the **LHR – Process Absence Plans** job and wait for Roy’s leave balances to update.
7. We note and compare the new **Accrued** value and **Leave Balance** for each accruing leave type after the changes (e.g. Vacation, Sick Leave).![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img23.png)
  - Vacation: **Accrued** 22.5, **Leave** **Balance** 22.5
  - Sick Leave: **Accrued** 7, **Leave Balance** 5
8. We make a [current year manual adjustment of the accrued leave](/v1/docs/adjust-leave-manually-1)on Roy's Accrued amount for each of the leave types such that the Accrued and Leave Balance are equal to their original values before the change (in step 3) i.e.:
  - Vacation: **Accrued** (before) 30, **Accrued** (after) 22.5 Adjustment to make: +7.5
  - Sick Leave: **Accrued** (before) 10, **Accrued** (after) 7 Adjustment to make: +3![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img25.png)
9. We observe and verify that the **Accrued** leave and **Leave Balance** after the manual adjustment are the same as the original recorded values.

## Carried Over Balance Adjustment

The Carried Over Balance is the Opening Balance of Leave at the beginning of each reporting year before any accruals or deductions. It is also the Closing Balance from the previous year.

The Carried Over Balance is generated on the rollover date, and it is the only leave balance that is permanently saved in Lanteria HR (the system records this value and does not overwrite it, unless the [Carried Over Recalculation](https://help.lanteria.com/docs/carried-over-paid-leave#recalculate-carried-over) job is run).

We may need to adjust the Carried Over Balance when:

- Making changes or adjustments to accruals, leave taken or balances of prior years
- A new or re-hired employee brings in existing leave from outside the organization (when an employee has a non-zero leave balance on their first employment date)

You can adjust the carried over records [automatically](https://help.lanteria.com/docs/carried-over-paid-leave#recalculate-carried-over), if some change was made that concerns a number of employees or modify a carried over record manually. To make a manual Carried Over Balance Adjustment:

1. Click **Time and Attendance** > **Absence Lists** > **Vacation Carried Over**.  
![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/image-1672942188752.png)The **Carried Over Accrual Days** list opens.
2. Locate the Carried Over record with the corresponding employee, leave type, start date and expiration date. In the case of a new employee, if the Carried Over record does not exist, you will need to create one instead.
3. Select the Carried Over record, and then click **Edit Item**.
4. Update the carried over amount to the desired value, and then click **Save**.
5. Open the employee card, and then, on the **General** tab, click **Absences**. In the **Employee Absence Summary** window, verify the employee’s Leave Balance.

### Example

Alexandra’s is a new employee and her current Carried Over Balance is 0 for Vacation. Alexandra had an existing 5 days of Vacation in her prior place of employment, and the organization has agreed to recognize the leave entitlements from her prior employer.

1. We open Alexandra's employee card, and then, on the **General** tab, click **Absences**.
2. In the **Employee Absence Summary** window, we set the **Report Date** field to the current date.
3. We observe Alexandra’s **Carried Over** value is **0** for Vacation.![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img26.png)
4. We click **Time and Attendance** > **Absence Lists** > **Vacation Carried Over**. The **Carried Over Accrual Days** list opens.
5. We locate the Carried Over record for employee Alexandra, leave type: **Vacation**, start date: **1/1/2023** and expiration date **12/31/2023.**![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img27.png)
6. We select the Carried Over record, and then click **Edit Item**. Then we update the carried over amount to 5, and then click **Save**.![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img28.png)
7. We return to Alexandra's Employee Absence Summary to verify the Carried Over Balance for Vacation is now 5 days.![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img29.png)

If there is no carried over record for the employee the balance is to be updated for, create a new one by clicking **New Item** in the **Carried Over Accrual Days** window.![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img30.png)

## Continued Service Start Date Changes

The continuous service start date is an anniversary date of an employee’s long service leave recognition. Employees may bring in an existing continuous service start date from other recognized organizations, but for those who don’t, this will be identical to the employee’s employment date.

In the case where an employee’s continuous service start date needs to be changed, this can affect the amount of leave an employee has accrued (for all accruing leave types) for the current reporting year.

The effects to leave accruals and the method of making a continuous service start date change will generally be identical to that of making an employment date change (see below).

To make a change to the continued service start date, follow the guide and examples in employment date changes below.

## Employment Date Changes

In the case where an employee’s Employment Start Date needs to be changed, this can affect the amount of leave an employee has accrued (for all accruing leave types) for the current Reporting Year.

To make an adjustment for an Employment Date Change:

1. Open the employee card of an employee, and then, on the **General** tab, click **Absences**.
2. In the **Employee Absence Summary** window, note the current value of the employee's **Accrued** leave and **Leave Balance** for each accruing leave type (e.g. Annual Leave, Personal Leave and Long Service Leave).
3. On the employee card, update the employee’s employment date in the **Employment Date** field (or Continuous Service Start Date).
4. Go to **Settings** > **Settings and Configuration** > **System Settings** > **System Jobs**.
5. Click **Run Now** for the **LHR – Process Absence Plans** job and wait for the employee’s leave balances to update after the job is completed.
6. Note and compare the **Accrued** leave and **Leave Balance** for each accruing leave type after the date changes (e.g. for Annual Leave, Personal Leave and Long Service Leave).
7. Make a [current year manual adjustment of the accrued leave](/v1/docs/adjust-leave-manually-1) on the employee’s **Accrued** amount for each of the accruing leave types so that the **Accrued** and **Leave Balance** are equal to their original values before the date change (the value in Step 2).
8. Compare the **Accrued** leave and **Leave Balance** after the manual adjustment of the accrued leave with that of the original noted values in step 2 and verify that the employee’s leave has now remained the same.

### Example

Dianne’s employment date is 2/12/2023. The organization has agreed to recognize that Dianne started service with the organization on the earlier date of 1/12/2023. We need to change the employment date and make the corresponding adjustments.

1. We open Dianne's employee card, and then, on the **General** tab, click **Absences**.
2. In the **Employee Absence Summary** window, we set the **Report Date** field to the current date
3. We note Dianne’s **Accrued** value and **Leave Balance** for vacation, which is 4 days.![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img31.png)
4. On Dianne's employment card, in the **Employment Date** field, we change Dianne's employment date to 01/12/2023, and then click **Save**.
5. We go to **Settings** > **Settings and Configuration** > **System Settings** > **System Jobs**.
6. Click **Run Now** for the **LHR – Process Absence Plans** job and for Dianne’s leave balances to update.
7. We note and compare the new **Accrued** value and **Leave Balance** for vacation.![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img32.png)
8. We make a [current year manual adjustment of the accrued leave](/v1/docs/adjust-leave-manually-1) on Dianne's **Leave Balance** amount for the vacation leave type so that the new Leave Balance is equal to the original value before the change (in step 3).                  
*![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img33.png)*
9. In Dianne's Employee Absence Summary, we observe and verify that **Leave Balance** after manual adjustment of the accrued leave is the same as the original noted value of 4 hours.![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img34.png)

## Related

- [Adjust Leave Manually](/adjust-leave-manually-1.md)