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Leave Balances, Carryover and Cycle Adjustments (Admin)

Last Updated: 6 November 2026

What you can see and do here depends on the permission group (role) your admin has given you. See Set Up Roles and Permission Groups.

What It Is and Who It Is For

A person's leave balance comes from their policy: their allowance, plus any carryover and admin adjustments, minus the leave they've taken. This article shows admins how to check balances across the company and correct them when needed:

  • Policy Balance: everyone's balances in one grid.
  • Adjust Balance: add or take away leave, with a reason.
  • Carryover Adjustment: choose how much of a request comes from carried-over leave.
  • Cycle Adjustment: split a request that falls across two leave years.

Prerequisites

  • Time off permission under Admin.
  • For carryover adjustments, carryover is switched on in the policy (Balance Limits step).

Permissions by Role

Role What They Can Do
Super Admin View balances, adjust balances, carryover and cycle adjustments
Admin View and adjust balances if their permission group allows. Carryover and cycle adjustments are for Super Admins
Manager Sees their team's balances. Can't adjust
User (employee) Sees their own balances, read-only

Admin: View Balances Across the Company

  1. Go to Time > Team Time Off and open the Policy Balance tab.
  2. Filter the policy type by Days or Hours.
  3. Search for a person. The grid shows User Name, Policy Name, Annual Allowance, Current Balance, Units Taken and Units.

Admin: Check One Person's Balance

  1. Open the person's profile and go to the Time Off tab.
  2. Each policy shows the allowance, adjustments, days taken, current balance and next cycle's allowance.
  3. Open the Allowance Breakdown to see how the allowance was worked out, for example Base Policy Allowance (full year, 100% FTE).

Admin: Adjust a Balance

  1. On the person's Time Off tab, open the policy and choose Adjust Balance.
  2. Choose Add or Subtract and enter the number of hours or days.
  3. Check the Effective Date (today by default).
  4. Enter a Reason. It's required.
  5. Save. The change shows in the person's adjustments.

Super Admin: Carryover Adjustment

Use this when a request should come partly or fully from carried-over leave.

  1. On the person's Time Off tab, find the request in their time off records.
  2. Click the three dots and select Carryover Adjustment.
  3. Set Carryover Leave to Yes or No.
  4. If Yes, enter the Carryover Duration (from carryover) and Duration (from the main balance). Together they must equal the days taken.
  5. Tick the box to confirm, then apply.

Rules:

  • Carryover must be on in the policy.
  • The adjustment date can't be after the carryover expiry date.
  • You can't go over the carryover limit.
  • You can't adjust requests in future leave cycles.

Super Admin: Cycle Adjustment

Use this when a request spans the end of one leave year and the start of the next.

  1. Find the request in the person's time off records.
  2. Click the three dots and select Cycle Adjustment.
  3. Enter the Current Cycle Duration and Next Cycle Duration. Together they must equal the days taken.
  4. Tick the box to accept that This update will affect your leave balance calculation. Apply stays disabled until you do.
  5. Click Apply.

Carryover and cycle adjustments are recorded in the Activity Log.

Limitations

  • A Reason is required for every balance adjustment.
  • Carryover and cycle adjustments must add up to the days taken, or Plumm shows an error.
  • Policy Balance and the Team Leave Balance widget show balances for the policies people are assigned to only.
  • When people move to a policy with a different leave cycle, balances are recalculated within 24 hours.

Best Practice

  • Always write a clear reason, so the person and their manager understand the change.
  • After changing a policy or contract, check the person's Allowance Breakdown.

FAQs and Troubleshooting

Why Is the Apply Button Greyed Out? Tick the box that says the change will affect the leave balance.

Can Employees Adjust Their Own Balance? No. Employees see their balances read-only.

Does an Adjustment Need Approval? No. It applies when you save.

Why Doesn't a Part-Time Employee's Allowance Look Right? Check the policy's Proration step uses Apply FTE-based Allotment or Apply Working Days/week-based Allotment, and that their contract has the right FTE or working days. Then check their Allowance Breakdown.

Related Articles

  • Set Up Time Off Policy Types and Policies (Admin)
  • Assign People to Time Off Policies (Admin)
  • Team Time Off: View, Approve and Submit on Behalf (Manager and Admin)