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Managing leave balances

Load, sync or calculate leave balances.

Updated over a week ago

Leave balances in Tanda help employees with applying for leave, and managers with approving leave.

The balance is displayed to employees when applying for leave, and to managers when approving leave requests. Leave balances can also be viewed on the employee profile.

How it works

Most businesses hold leave balances in their payroll software and transfer these balances to Tanda through an integration.

Importing leave balances from your payroll software

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

  • Xero (Australia)

  • MYOB AccountRight Live

  • MYOB Essentials

  • Sage Micropay (Web API enabled)

For other payroll systems, 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:

Balances will sync for the employees who the leave type applies to in Tanda. To confirm who 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:

Set your leave accrual rates in Tanda

Even if you accrue leave in your payroll software, entering accrual rates in Tanda allows managers to see projected leave balances when approving leave. These projected balances help to see how much leave would be available in the future.

  • To add an accrual rate, navigate to Time & Attendance > Compliance > Manage Leave Types and select a leave type to edit

  • Scroll down to the accrual rate field, and enter your rate of accrual per hour

For an example of how to calculate your accrual rate, see the FAQ section at the bottom of this article.

Importing leave balances

If you use a payroll system that syncs leave balances automatically to Tanda, this step isn't necessary.

If you plan to manage leave accrual in Tanda, or import balances with a file each period:

  1. Navigate to Time & Attendance > Leave > Tools > Leave Balances

  2. Download the CSV template and fill out the opening balances for each of your staff. For any leave types which you don't hold balances for, leave these blank.

  3. (Optional) Enter the date these leave balances are accurate to (Tanda will automatically calculate any additional leave accrued since that date). If you've kept updated balances to current day, leave the date selector blank.

  4. Upload the CSV. From this point forward, the balances will be visible on the employee profile

Viewing employee leave balances

To view an employees balance, navigate to their employee profile and select Leave Requests.

There are two separate leave balances, the payroll balance and the current balance:

Payroll balance

Current 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 current balance is a conceptual balance. It's calculated by the payroll balance plus any leave accrued (if leave accrual is setup in Tanda) minus any approved leave requests after the last exported/ locked timesheet period. The purpose of the current balance is to help managers identify how much leave is available after considering how much leave is already approved.


In the below example, the employee's payroll balance is 37.5346 hours. After the last exported timesheet period (from 18 Oct - 25 Oct 2021) they have one approved leave request for 7.6 hours. Tanda has updated the Current balance to 29.93 hours. As this leave type is set up to accrue in Tanda, if the employee has any approved shifts after 25 Oct, they will also accrue leave balance and this will be added to the current balance.

In the below example, the employee has accrued leave by working shifts since the exported timesheet period (after 25 May 2021), so their current balance increased to reflect the accrual.

FAQ's and Troubleshooting

How can I hide the leave balance for a leave type?

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.

In the section '4. Advanced Settings' toggle 'Hide employee leave balances for this leave type' to the on position:

Why is a leave balance incorrect?

All changes to leave balances in Tanda are tracked in the Leave Balance Audit Trail. Admins can access the Audit Trail by navigating to Time & Attendance > Leave > Tools > Leave Balances and clicking 'Leave Balance Audit Trail'.

Because the leave balance audit trail will contain a lot of information, it's usually easiest to view by applying a filter to the employee column:

The report shows the time and date of each change and how the change was made.

The 'Reason' column shows how the leave balance was updated. For example, if you sync your leave balances automatically from your payroll software you will see a change each pay run when the balance is updated in your payroll software with the reason 'Imported from payroll software':

How do I calculate the rate of leave accrual?

To find your accrual rate per hour, divide your annual leave entitlement in weeks into an hourly equivalent. For example, for an employee who works 38 hours per week and gets 4 weeks of annual leave per year:

  • 4 x 38 hours = 152 hours of leave per year

  • 152 / 52 weeks per year = 2.931 hours per week

  • 2.931 / 38 = 0.07692 hours accrued per hour worked. This is the number you would add to the accrual rate field in Tanda.

Error: "Something went wrong. Please try again later"

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

  • if it errors then it's likely an error with the headers. See File format below.

  • if this uploads successfully then the error lies in the rest of the user data. It's difficult to pinpoint an error here therefore it's recommended to download/export the same report and update it directly.

File format
Ensure the following:

  • it contains all the correct headers (download/export the same report to see what's expected).

  • there are no empty columns

  • that formatting has been removed (sometimes other software can add unexpected values)

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