Leave balances are displayed to employees when applying for leave, and to managers when approving leave requests. Leave balances can also be viewed on the employee profile and in the mobile app.

There are two places where leave balances are generally kept. This is in your payroll software, and in the workforce management (WFM) area of Tanda. This is still the case even with Tanda Payroll.

The employee’s actual leave balance is typically maintained in the payroll system, and this information is periodically synced to the WFM balance.

For Tanda Payroll, an outline of how leave balances work can be found below under Leave in Tanda Payroll.

For other payroll systems, please refer to the below.

Some payroll software will sync leave balances automatically via the integration, including:

For payroll systems that do not sync automatically, export your leave balances to a .CSV file and import this to Tanda.

The connection between your payroll system and the corresponding Tanda leave type is the 'Export Name' in the Leave Type settings in Tanda:

Find this field under Leave > Leave Tools > Leave Types > Edit.

The Export Name must match exactly to the name in your payroll software for it to sync.

Balances will sync for the employees to whom the leave type applies in Tanda. To confirm which staff a leave type applies to in Tanda, navigate to Time & Attendance > Compliance > Manage Leave Types and click the link in the Applies to column as shown below:

You should only need to import and edit leave balances using this method if your payroll system doesn't sync balances to Tanda automatically, or if a leave balance needs to be cleared from the WFM side.

To bulk import or update leave balances, follow the below steps:

These balances will be visible on the employee profile under the Leave & Unavailability tab, and the employee will be able to check their balances in the mobile app under the Leave tab.

To edit a single employee’s leave balances, you can also do so directly on their profile. Navigate to their profile > Leave & Unavailability > Leave Balances and select Edit on the balance you want to update. Note that this will only appear if you are not using Tanda Payroll.

This will edit the Payroll and Available Balance until the next sync occurs with your payroll system.

To view an employee’s leave balances, navigate to their profile and select Leave & Unavailability > Leave Balances.

There are two separate leave balances, the Payroll balance and the Available balance.

The payroll balance is the employees' actual leave balance from your payroll software. It doesn't consider the impacts of future leave requests or days worked since the last pay run. This figure is updated from your payroll software twice daily or after you export your timesheets.

The available balance is a calculated balance. It's determined by the payroll balance plus any leave accrued so far in the period (if leave accrual is set up in Tanda) minus any approved leave requests after the last exported/locked timesheet period. The purpose of the current balance is to help identify how much leave is available after considering how much leave is already accrued and taken.

The Available Balance is the value that employees see in their app.

Leave in Tanda Payroll works similarly to other payroll integrations, but uses just a single leave item. Rather than matching Leave Export names, the name of the Leave Type is what is used to track the balance.

There is still a separate Payroll Balance and an Available Balance in Tanda payroll to track the actual balance against a balance that accounts for leave accrued and taken.

The Available balance will sync after each pay run is posted, as long as the employee is still eligible for that leave type.

You can view the Payroll Balance for an employee under the Payroll > Payroll Details tab in their profile:

To edit a balance here, click on the name of the leave type and adjust the Opening Balance.

To bulk upload the Payroll Opening Balances for leave, you can do so under Payroll > Payroll Settings > Import/Export.

From there, download the Leave Balances CSV and make the necessary changes in the Opening Balance column.

Once you’ve saved those changes, scroll down this page and reupload the file.

Note that you should not use the ‘Opening Balances: Leave’ file for updating balances that employees can use. This is only used when transitioning between payroll systems. Ensure you are using the 'Leave Balances' file.

To edit the available Workforce Management leave balance instead of the payroll balance when using Tanda payroll, you will need to upload a CSV containing the new balance. Alternatively, you can edit the payroll Opening Balance and wait until the next pay run is posted to sync it.

Follow the steps under Importing & Editing Leave Balances to see how you can update the Available Workforce Management balance using a CSV.

To see projected balances when approving and applying for leave, you'll need to ensure that an Accrual Rate is set in the leave type, even if you accrue leave in your external payroll system. These projected balances help to see how much leave would be available in the future.

To learn more about how projected balances work, see Projected Leave Balances for future leave.

To turn off leave balance visibility for a leave type, navigate to Time & Attendance > Compliance > Manage Leave Types and click to edit the leave type.

Find and tick the setting 'Hide employee leave balances for this leave type'.

With Tanda Payroll, this is under section 3. Advanced Settings:

With only Workforce Management, this is under section 4. Advanced Settings:

Ticking this will remove it from the Leave tab in the mobile app, and will prevent the value from showing when the employee creates a leave request. Managers and Admins are still able to see the employee’s balance.

Changes made to leave balances are tracked using the Leave Balance Audit Trail. This produces an aggregated list of all changes to a leave balance for each employee and leave type. This will only track the Workforce Management balances (the Available Balance).

To download this, navigate to Time & Attendance > Leave > Leave Tools > Manage Leave Balances > Leave Balance Audit Trail.

Check that you’re selecting the correct default location and date range for the data you’re after.

The exported CSV can be filtered externally to help narrow down what you’re looking for. This report will show the time, date, before and after balances and the reason for each update to a balance.

The updates are generally from leave accruals, leave deductions related to leave requests, syncing with payroll software, and from CSV imports. If the Reason column is ‘unknown’, this typically points toward a sync with the payroll software, or from a CSV import.

If you’re using Tanda Payroll, you can also run the Employee Leave Report to find what the Payroll Leave Balance was at a certain point in time by adjusting the Pay Period date range and checking the Finishing Balance column.

If you receive this error when importing a file, check the following:

Troubleshooting

Create another file containing just the header and the first row of user data and attempt to import it:

File format

Ensure the following: