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A balance is one employee’s entitlement for one leave type in one financial year. It goes up through accrual, carry-forward and comp-off credits; it goes down when a request is approved.

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What moves a balance

Accrual

Scheduled credit, monthly or annual, according to the leave type’s method and rate.

Carry-forward

At the financial-year boundary, unused days move into the new year — up to the type’s cap.

Comp-off credit

Overtime approved on a holiday or the employee’s weekly off adds comp-off days.

Approved leave

Debits the balance, in the same transaction as the approval.

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The accrual run

OnTime checks for due accruals once a day, automatically. There is nothing to schedule and no cron job to configure. An administrator with leave:config can also trigger a run for a specific month from Settings → Leave policies. This is useful for backfilling after a configuration change, or for confirming what a run would do.

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It is safe to run twice

Each balance records the month it was last accrued through. A run credits only the gap between that marker and the target month, then moves the marker. Running the same month twice credits nothing the second time.
This is why the daily automatic check is a check rather than a job — it can fire every day without ever double-crediting, and a missed day is simply picked up by the next run.

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What the run reports

A per-type summary: how many months were applied, how many employees were credited, and how many days in total. Carry-forward is reported separately — employees carried and days carried.

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Monthly accrual

For a Monthly type, each run credits accrualRate days per month of gap. An employee whose balance was last accrued through March, on a run for June, receives three months’ worth.
Monthly accrual is not capped at the annual quota. A Monthly type with a rate of 1.5 accrues 18 days a year regardless of what the quota field says. The quota informs display and carry-forward; it is the carry-forward cap, not the quota, that limits what survives a year boundary.

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Annual accrual

For an Annual type, the whole quota is credited once, when the run first crosses the financial-year start. Employees get their casual and sick leave up front rather than a twelfth at a time.

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Carry-forward

At the financial-year boundary the runner credits, for each employee and type with a carry-forward cap above zero, the lesser of the previous year’s remaining balance and the cap. Anything above the cap lapses. Types with a cap of zero start the new year from their accrual alone. Carry-forward is guarded the same way accrual is — it is recorded per balance, so a run that touches the boundary twice carries nothing twice.
The financial year starts in April. This is fixed — payroll and compliance arithmetic assumes it, and the organization profile shows it read-only.

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Comp-off

Comp-off does not accrue on a schedule. It is credited when a manager approves overtime that fell on a holiday or on the employee’s weekly off, in the same transaction as the approval. Near the annual cap the credit is clamped rather than refused: an employee close to the ceiling may receive half a day instead of a full one, and a credit that would come to zero is skipped silently. See Overtime.

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Where balances appear

  • Employees see their own balances on the Leave tab of the employee app, and again in the quote shown before they submit a request.
  • Managers see the balance an employee would be left with on the approval detail.
  • Administrators see balances on the employee record’s Leave tab, alongside that person’s full leave history.

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Employees who join mid-year

Their balance starts at whatever the accrual runner credits from the point their record exists. If your organization grants a pro-rated opening balance on joining, set it before the employee’s first request — the runner will not infer it.